Delete or Defend? The Do’s and Don’ts of Records Retention & Destruction

Employers handle a vast amount of employee information — from Social Security numbers to disciplinary records. While you can’t keep everything forever, destroying documents too early can lead to serious consequences. So how do you know when it’s safe and legal to dispose of records?

Managing the organization, storage, and destruction of company records can be complicated — even for experienced professionals. Keep too many files, and your organization wastes money on storage. Destroy the wrong documents, and you could face costly penalties from the DOL or find yourself unprepared for litigation. Courts are increasingly imposing heavy fines on companies that destroy records related to legal disputes — and in severe cases, judges may even issue default judgments. How can you safeguard your organization?

Learning Objectives

• Manage the creation, growth, and accessibility of company records
• Reduce operating and storage expenses
• Improve efficiency, productivity, and workplace organization
• Develop effective record retention policies
• Understand the essential elements of a policy
• Ensure compliance with record retention laws
• Implement careful and timely document destruction
• Identify required records and maintain proper employee files
• Know which records belong in personnel files
• Maintain documentation related to complaints and investigations
• Understand federal tax and compensation record requirements
• Manage employee retirement and welfare benefit plan records

Session Highlights

• Learn the legal requirements behind record retention
• Determine appropriate retention and storage periods
• Build a strong electronic record retention program
• Understand differences in retention obligations for paper vs. electronic records
• Create policies for electronic communications, including email, IM, and web content
• Know which records must be kept after an employee departs

Who Should Attend

• Business owners
• Human resources professionals
• Records management staff
• Office managers

Speaker(s)

Susan Fahey Desmond

For more than 35 years, Susan Fahey Desmond has helped companies – hospitals, banks and credit unions, manufacturing companies, offshore oil companies, school districts, and others – minimize the cost and disruption of employment disputes. She defends wage and hour, wrongful discharge, non-compete, Family and Medical Leave (FMLA), and other claims. Clients seek her litigation counsel for age, sex, disability, race, religion, and sexual harassment discrimination lawsuits, as well as class actions. She helps employers dispute Equal Employment Opportunity Commission (EEOC) charges and other administrative complaints and navigate the administrative and judicial process. And, perhaps most importantly, she works with management and HR to resolve issues before they develop into contentious litigation.

CEUs

The use of this seal confirms that this activity has met HR Certification Institute’s® (HRCI®) criteria for recertification credit pre-approval.

Credits: 1.5

Compliance Prime is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CPSM or SHRM-SCPSM. This program is valid for PDC(s) for the SHRM-CP or SHRM-SCP. For more information about certification or recertification, please visit www.shrmcertification.org

Credits: 1.5

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