Page 22 - nov-dec 2021

HUMAN RESOURCE ASSOCIATES
HR Consultants to Management

HR NOTEBOOK

For Your Most Important Resource

ELECTRONIC RECORD KEEPING

For HUMAN RESOURCES

In today’ high tech business environment it’s files are maintained properly as outlined in
commonplace for employers to go digital, the first bullet above.
converting employee personnel paper files to x Final destruction of the original, hard-copy
electronic records. The first question often paper records must be done effectively.
asked is, are there any laws that forbid or restrict Dumping them in a trashcan could create a
me from abandoning my paper files or from significant risk, particularly when personal
going totally digital? So let’s start there. information is included. The Federal Trade
Electronic storage of personnel files is allowed Commission (FTC) recommends:
under federal employment laws. But there are o Shredding, burning or otherwise
requirements and stipulations that vary completely destroying them so that
according to the specific government agency, no information can be read
the type of file and the information being stored
electronically. o Hire a certified contractor
specialized in document destruction.
Basic Guide x The records must be maintained in

x All the rules for maintaining HR paper files, reasonable order, in a safe, accessible place,
re what’s in them, who may see them, how and in a manner that may be readily
long they must be kept, security, etc., will all inspected or examined. Strive for ways to
apply to your electronic files. Primary focus improve search ability.
includes FMLA, Medical, OSHA, EEOC, x A quality assurance program with regular
HIPAA and I-9 records. evaluations of the electronic systems and

x You may destroy the paper files after they periodic check-ups on the reliability of the
are stored electronically. But first check working procedures is required, including
your new files to see if any are not easily protocol for power failures.
readable, or if there are smudged areas, x Establish rigid security protocols assuring
illegible or questionable text. If so, you must that only authorized individuals can access
keep the hard, paper copy of those specific files
documents.
x Your new records must have reasonable
x It’s also advisable to keep those hard copy, controls to ensure the accuracy, authenticity
paper files until you are confident and and reliability of all documents
comfortable with your new technology. But
assure that both the old as well as the new

22 Alabama Propane Gas Association | November / December 2021