Human Resources: Payroll

with Gabriella Parente-Neubert

Record Retention Requirements

Pre-employment Records
For applicants not hired
• Résumés, applications, and related employment materials, including interview records and notes:
three years
For applicants hired
• Résumés, applications, and related employment materials, including interview records and notes:
four years after date of termination
For all applicants
• Background checks, drug test results, driving records, company employment verifications, letters of
reference, and related documents: five years

Employment Records
Terminated employee I-9 forms: the later of three years from date of hire, or one year following
termination of employment

Compensation, job history, and timekeeping records: four years after termination

FMLA and USERRA, and related leave records: three years after termination

Performance appraisal and disciplinary action records: four years after termination

Benefit records: six years after the filing date of the documents

OSHA, employee safety records, and disputed issues (records relating to issues 2 years after resolution
of dispute involving external agencies or parties, wage-hour investigation by DOL, EEOC charge,
arbitrations, court actions, etc.): five years after termination

Workers’ compensation claims: 30 years after date of injury or illness

Compliance Reports and Records

State new hire reports: one year after report was filed

EEO-1: two years after report was filed

Annual affirmative action plans: two years after close of AAP year

OSHA 300/300A: five years after posting

Form 5500: six years after report was filed

Federal/state tax reports: four years after report was filed

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