Maintaining and preserving personnel records is a crucial business practice and very often a legal requirement and necessity. Aside from being the repository of much work by human resources professionals, employee personnel files are often the centerpiece of employment litigation. Employees may want access to their personnel file, but in Arizona, employers may maintain confidentiality of documents except if otherwise required by law. Government investigations and lawsuits on a wide variety of matters frequently require the examination or production of employee personnel files. Maintaining and preserving personnel records is a crucial business practice and very often a legal necessity. As we have seen with cybersecurity hacks in modern times, keeping personnel information secure is paramount.
Numerous requirements impact the length of time certain personnel records must be retained. Equal Employment Opportunity Commission (EEOC) regulations require that personnel files be kept for at least one year after an employee's termination. I-9 forms must be kept the longer of one year after separation of employment or three years after the employee's date of hire, whichever is longer. Family and Medical Leave Act records must be retained for no less than three years after the leave or request for leave. Arizona requires employers to keep payroll-related records and...
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