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.
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