Keep expired copies?

HR Beginner · October 2002

Quick question:

When filing an updated verification with an expiration date (i.e. proof of auto insurance, CPR certification, TB tests, etc.) do you remove and shred the expired one from the personnel/confidential file? Or should you keep it to show a paper trail that they've been kept up to date since hire?

Cinderella · October 2002

We keep everything. For example: CPR certification...we just put the new certificate on top of the old one in their personnel file. Same goes for everything, really. If someone fills out a new W-4 we just put it on top of the old one with a "entered / date" date stamp on it.
Cinderella

JJ · October 2002

I agree with Cinderella. We like to keep everything. The paper trail has been useful in a couple of lawsuits that we have been involved in. It shows that the license was current at that time and also demonstrates that the employer follows up to ensure that a current license is on file at all times.

Human Resources Manager · October 2002

Get rid of something? In HR?! Surely you jest! My mantra is make a copy of everything, and never throw anything away. x:D

keithlf · October 2002

Ref to Human Resource Manager....We have experienced problems with keeping some records over the required retention time. Outdated documents can come back to bite you.

HR Beginner · October 2002

Oh my...

I've worked here for six years and have always tossed the expired copies of various certification cards. Keeping all the expired copies just made everything that much harder to find. Now I'm scared! Our surveyors may "ding" me and I can't go back!

However, that last post gave me hope. How did an expired copy of something come back to "bite you"? Maybe I'm not so bad off anyway?

Keep expired copies?

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