Personnel and Medical files

szemcumo

Still new to the HR world!!!! Lots to learn.
For a non-union shop how long (or should you just plan on using up greatly needed space) should you keep personnel files on terminated or resigned employees. AND once and employee is gone for ...how long... Can you purge the personnel and medical files or should they ALWAYS be kept separately?

Any suggestions/help is greatly appreciated!!!

HRCathy

My company keeps personnel files for seven years. I-9 forms should be kept three years from the date of hire or one year after termination, whichever is later. From what I have read, different parts of the file should be kept for different amounts of time. I went with the most stringent policy and just kept everything for 7 years. I hope this helps. In fact, I spent last week purging personnel files. I was shredding documents for two days!

szemcumo

Thanks Kathy for your reply. There is so much to learn and be "right on" about that you really need to be careful. Thanks again.

HRMaiden

We also keep personnel files for 7 years. However, certain medical records (hearing tests and some OSHA training and workers comp records) need to be kept for 30 years following an employee's separation of service. Therefore, I always keep the medical records separate from the personnel file.

szemcumo

30 years!!!! The records will be around here longer than I will.
That seems a bit over kill but better safe than sorry. I guess I will still keep medical etc sep. from personnel. Thanks to both responses!

Dutch2

The Federal Record Rentention Guideline chart that I have states the 30 years after termination of employment is for: "Medical exams and records related to or indicating employee exposure to toxic substances or otherwise harmful physical agents." Termination Records must be kept for one year from termination date.

ray a

By law, medical files should be kept separate from personnel records regardless of how long they are kept.