Electronic Storage Of Personnel Records

Federal and state agencies are increasingly permitting electronic personnel records.

Electronic storage of personnel records.

The space savings alone can be significant. Electronic transfer of human resources hr data. Although electronic storage of personnel records is permissible under federal employment laws employers must be mindful of the statutory rules relating to document retention periods and. For example the dhs lets employers fill out and store i 9 forms electronically the eeoc has approved electronic records for title vii ada and adea documents and erisa regulations allow for electronic recordkeeping.

60 1 12 60 300 80 and 60 741 80 require that contractors preserve complete and accurate personnel or. Additionally some files should not be kept together such as personnel records and medical files. Also the federal e sign law generally. Reduced costs associated with storage maintenance and retrieval of records.

Although electronic storage of personnel records is permissible under federal employment laws employers must be mindful of the statutory rules relating to document retention periods and electronic storage systems to avoid legal pitfalls. No loss of official personnel documents due to filing and routing errors. If records are maintained electronically contractors must ensure that the electronic records are maintained in compliance with the recordkeeping regulations that apply to all records. Integration with agency s human resources information systems hris.

Paper based filing systems take up a lot of room especially when you factor in the files that must be kept even after an employee leaves.