Cleaning out personnel folders

Ruskanen

We have several long term employees that have personnel folders that are filling up with time off request forms and documentation from absences. In order to save space, we've thought about pulling time off request forms and documentation from the folders from 2 years ago. All time off has been recorded in their attendance history in our hr data base and we have record of paid time off in payroll. I would think that any discrepancies would have been resolved within the current rolling year. Do any of you purge anything from your personnel folders?
Any opinions?

POPEYE

Since our vacation is based on a calendar year, we allow all time-off requests to be purged Feb. 1, 1 month after the end of the "benefit year". If you have anniversary date or some other means of accruring Time-off, I think the 13 month period would be sufficient. As always, be sure and check about any different state regs.

ritaanz

We use a "Vacation/Personal Leave Form" that employees complete to request time off. These forms are not filed in their file. All of these requests are kept separately, filed in alphabetical order.

Easy to check if there is a question, and easy to destroy after one year, January to December.

Don D

Good answer. I may try that.

ritaanz

x:-)

Geno

We let the finance department(payroll) maintain all leave documentation. LOL

2445428

We do not "purge anything" from personnel files. Ever. We keep attendance forms and leave requests in a separate attendance file in a separate file cabinet. These are kept for a 3 year rolling back period.

njjel

All but FMLA leave request forms are kept in finance (yippee!)