| Records |
Law
requires you to retain it for at least: |
| Records
of employee exposure to hazards such as toxic chemicals, high
levels of noise, airborne contaminants, or blood-borne pathogens
|
30
years after termination of employment |
| California
income tax records |
6
years for some records; indefinitely for others |
| ERISA
records |
5
years |
| The
OSHA Log 200 and annual summaries of occupational injuries and
illnesses |
5
years after the date of injury or date on which compensation
benefits were last provided, whichever is later |
| An
open claims file for each work-injury claim, including claims
that were denied |
2
years after claim is closed or five years after the date of
injury, whichever is later |
| Closed
claim files: original paper files (even if microfilmed for storage) |
5
years |
| A
claim log of all work-injury claims |
5
years |
| Back-up
documentation for any Labor Management Reporting and Disclosure
Act report filed with the Secretary of Labor |
Entire
time it is in effect plus 4 years |
| Employee's
W-4 Form (withholding exemption certification) |
Entire
time it is effect plus 4 years |
| Social
Security and Medicare records |
4
years after the date the tax is due or paid, whichever is later |
| Unemployment
insurance records: Any information needed to enable employer
to determine employee's total remuneration in each week |
4
years after the date the tax is due or paid, whichever is later
|
| Payroll
records |
3
years |
| Federal
income tax records |
3
years, but in some instances up to 15 years |
| Federal
Family and Medical Leave Act Records |
3
years |
| California
Family Rights Act Records |
2
years |
| INS
Form 1-9 |
3
years or for one year after termination of employment, whichever
is longer |
| Polygraph
examination records |
3
years after date of examination |
| Employee
notices |
3
years |
| Retirement,
pension and insurance plans, trusts, and collective bargaining
agreements |
3
years |
| Sales
and purchase records |
3
years |
| Contractors
subject to the Service Contract Act and the Davis-Bacon Act:
All wage and hour records |
3
years |
| Contractors
subject to the Walsh-Healey Act: Wage and hour records for covered
employees and other records for emplyees under age 19 |
2
years |
| Work-time
schedules and other records, permits, or certificates relating
to the employment of minors |
2
years |
| Records
needed to prepare California |
2
years after the date the CEIR is prepared |
| Personnel
or employment records regarding: Hiring; promotion; demotion;
selection for training, transfer layoff or termination; job
advertisements; job applications; job descriptions; test papers;
physical examinations; seniority; merit systems; etc. |
2
years |
| Affirmative
action records required by the Office of Federal Contract Conmpliance
Programs |
1
year |
| Records
of gratuities received by employer |
Retention
period not specified |
| Every
contractor or subcontractor performing a public works project
must keep an accurate record showing the name, address, social
security number, work classification, straight time and overtime
hours worked each day and week, and the actual per diem wages
paid to each journeyman, apprentice, worker or employee employed
in connection with the project |
Retention
period not specified |
| Type
of Record |
Law
requires you to retain it for at least: |
| Applications
for employment and offer letters |
Permanent |
| Records
of all changes in salary and position since date of hire |
Permanent |
| Forms
signed by employees to secure benefits and forms reflecting
changes in beneficiary and in coverage |
7
years; permanent for pension records |
| Attendance
records |
3
years |
| Performance
evaluations |
Permanent |
| Forms
signed by employees expressing adherence to employer's policies
|
Permanent |
| Awards
to employees |
Permanent |
| Letters
praising employees' performances |
5
years |
| Disciplinary
actions |
5
years |
| Records
of employer's property issued to employee |
For
duration of employment |
| Records
of training, including injury and illness prevention program
taining, provided to employee |
1
year; some permanent |
| Verification
of employees' references |
3
years |
| Verification
of employment provided to subsequent prospective employers |
3
years |
| Requests
for transfer |
5
years |
| Records
of leaves of absence taken |
5
years |
| Wage
attachments/garnishment notices |
6
years |
| Notices
of union membership, dues check off |
Permanent |
| Education
records |
Permanent |
| Records
of termination and reasons therefore |
Permanent |
Vine Design.