Destroy Records on a Regular Basis

08/19/08

Once you have organized your files, it’s important to get rid of items you don’t need. If you don’t, you’ll drown in paper especially if you work for a growing company.

The chart to the left shows how long to keep each item. Use it as a broad guide line only; each state has its own regulations and federal regulations change.

After checking your state’s laws, create a policy that outlines how often you’ll comb personnel files to weed out specific, outdated items. Doing things by the book may help you explain to a government inspector why a particular document is no longer in a particular file.

Don’t Toss, Shred
And be careful how you get rid of records. The HR department’s trash can is often the originator of gossip about employees in the company. Experienced HR hands know that prying eyes sometimes go through the department’s garbage looking for information.

Shred any document that mentions a specific individual. Shredding can be a large, boring undertaking, but it is necessary to maintain your employee’s privacy.

While you do not necessarily have to do the shredding yourself, make sure it is someone who has the authorization to see the documents you’re disposing of. Why? People doing the shredding will probably do a little reading as they work.

If the shredding is too large an undertaking for you, check the yellow pages for one of the many companies that specialize in destroying documents. (Try “Office Records Destruction” or “Storage Household and Commercial.”)