This due diligence form entails policies and procedures for the identification, retention, storage, protection and disposal of company records. This Records Retention Policy is intended to ensure that the company's records management policies adhere to customer, legal and business requirements and are conducted in a cost-efficient manner.
Pennsylvania Records Retention Policy
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US-DD0717
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FAQ
How long should I keep employee personnel files? You should keep an employee's personnel files for six years after the employee has left your organisation. The reason for this is that up until six years has passed, the former employee may sue you for breach of contract in the county court.
Records have four primary valuesadministrative, fiscal, legal, and historicaland it is important to remember that a record often has more than one of these values at any time. In addition, records can also have intrinsic value.
The regulation states that the retention period may be no longer than three years unless the submitting agency demonstrates that a longer period is necessary or unless the records relate to health, medical, or tax records.
Pennsylvania Unemployment Compensation Law requires an employer to retain for four years all employment and payroll records and supporting evidence relating to unemployment compensation applications and to retain daily attendance records for two years.
A solid backup retention policy may use the reliable 3-2-1 backup method. This commonly used rule states that organizations should create three copies of the data, the copies are stored on two different types of storage media and one copy of the data is sent off-site.
Records typically fall into four categories: those securing property such as titles or shares; those that mark certain crucial events such as businesses incorporations; those used for assessing operations; and those collected or retained in compliance with government regulation.
All paper personnel records and confidential employee data maintained by the HR department will be destroyed by shredding after retention dates have passed; this procedure pertains to all personnel records, not just those governed by the Fair and Accurate Credit Transactions Act (FACTA).
A data retention policy is a set of guidelines that helps organisations keep track of how long information must be kept and how to dispose of the information when it's no longer needed. The policy should also outline the purpose of processing personal data.
Retention rules preserve data for a specified period, which can be a set number of days or indefinitely. Holds take precedence over retention rules. When a hold is deleted, data is immediately subject to applicable retention rules. Retention rules aren't applied to data preserved by a hold until the hold is removed.
According to the U.S. Department of Labor, the Fair Labor Standards Act (FLSA) requires employers to maintain records for a period of at least three years. Records to compute pay, which include time cards, work and time schedules and records of additions to or reductions from wages, must be kept for two years.
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