Personnel Records
How Long Should I Keep Personnel Records?
Retaining employee and personnel-related records is crucial for preserving documentation in case evidence is needed in a related lawsuit. The IRS may also request specific information regarding employees if they are being audited.
Suggested Retention Duration for Select Personnel Records
Document Type | Suggested Minimum Retention |
Employee accident reports and claims | 7 years |
Affirmative Action Plan | 1 year after plan expiration |
Administrative Correspondence* | 3 years |
*(Important memos, emails and other correspondence regarding strategy, services, programs, policies, procedures, planning and other such materials) | |
General/Routine Correspondence | 1 year |
Legal Correspondence regarding employees | Permanently |
Employee evaluations | 3 years following termination |
Related contracts | 7 years following expiration |
Employee demographic records | 3 years |
Employee applications | 3 years from application date, hiring or related personnel action (whichever is latest) |
Garnishments | 7 years |
I-9 forms | 3 years after hiring date |
Organizational charts | Permanently |
OSHA logs | 5 years |
OSHA medical exam records and related documents | 30 years from termination or resignation |
Personnel files for terminated employees | 7 years following their termination |
Petty cash vouchers | 3 years |
Employee expense reports and related reimbursement vouchers | 5 years |
Polygraph test results and records | 3 years |
Timekeeping sheets, books, cards, etc. | 7 years |
Payroll withholding tax documents | 7 years |
Workers compensation documentation and claims | 10 years after final settlement or first closure |
Pension and retirement records | Permanently |
Other Documents
You can learn about suggested retention schedules by consulting similar tables provided in the corresponding section:
- Corporate Records
- Financial Records
- Business Taxes Records
- Management Plans and Procedures
- Contracts
- Donor Records
Important note: These lists were written to serve as a general guideline. Consult your CPA or a New York business attorney for specific advice on best practices and legal compliance requirements.
NAID Certified
Complies with and fulfills all regulatory
requirements and policies of the
National Association for Information Destruction
What People Are Saying About Proshred®
I use them for my company, The O'Donnell Agency, and would definitely recommend them to everyone. Their professionalism and service is impeccable. They are... read moreI use them for my company, The O'Donnell Agency, and would definitely recommend them to everyone. Their professionalism and service is impeccable. They are very reliable, always on time, and call ahead of time to let you know that they are on their way. They work very fast to get many bags of shredding out of our office. They are wonderful and I will make sure to recommend to all my friends/clients. read less
Erin Griffith9/27/2015Amazing turn around time, great phone communication and service without a hitch. Their employees went above and beyond with moving some items out of... read moreAmazing turn around time, great phone communication and service without a hitch. Their employees went above and beyond with moving some items out of the way to get to the paper. Great job! read less
Jonathan Ross9/27/2014First time using the company and I would use them again. They were very responsive from the first phone call until the time the job... read moreFirst time using the company and I would use them again. They were very responsive from the first phone call until the time the job was completed. They arrived when expected and invoiced for the amount quoted over the phone. I would definitely recommend this company. read less
Bob Altiero9/27/2014