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Seminar Summary:

Ensure your records management program is in compliance with government regulations to protect your organization (see full course description)


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Training Course Syllabus:

HR Record Keeping Seminar

Record keeping is only one aspect of your job, but it's one of the most critical

As an HR professional, records, information, and document management is an enormous part of your job. Your department is the gateway to and storage center for personnel files, employee records, government documents (OSHA, IRC, FLSA, ICRA Form I-9, EEOC, and EEO-1 Forms), and other information your organization depends on you to store, maintain, access, or destroy.

An HR record keeping and filing system is only as good as your ability to keep on top of it. If your system is not comprehensive enough, too complicated to use efficiently, or is designed haphazardly, breakdowns can occur. And if these breakdowns lead to inadvertent failure to comply with federal rules and regulations, your company could land in legal hot water — subject to fines, penalties, or even legal action.

In just one day of training, we'll show you how to create a fail-safe records management system that is tailored to the specific needs of your department and your organization. You'll discover the top reasons most HR filing systems end up failing, and learn how to set up a system that is designed to work effectively for the long haul. From document storage and retrieval, to destruction, electronic management, retention schedules, legal considerations, and much more, you'll gain a wealth of information you can put to use as soon as you return to your desk.

HR Record Keeping is your chance to get your entire department up to speed on the latest procedures and best practices regarding HR records management.

Your records management system is only as good as the people who use it, and if they are having trouble locating information, making decisions, and following proper policies and procedures, chances are an upgrade may be in order. Send your team to this workshop (even if the thought of getting by without them for a day makes you cringe) and get everyone on the same page when it comes to records management.

Whether you need to totally scrap your current system and begin anew, or you're just looking for some new strategies and fresh ideas, it pays to get everyone on board from the get-go.

With all the legal ramifications involved, knowing the finer points of HR record keeping is critical for HR employees on every level. Even the smallest mistake — an overlooked date, misplaced file, or form filled out incorrectly — can spell legal trouble. Ensure that you and your staff are doing everything you can to protect your organization and employees, while avoiding costly mistakes and potential legal landmines.

HR Record Keeping  — Seminar Overview

First things first: Identifying files, documents, and records

  • Why HR filing systems often fail and how you can ensure that yours is successful
  • 9 critical questions to ask when defining a record and setting up a document management system
  • The foundation stone of effective HR record keeping and retention
  • What should be in a personnel file — and what should not
  • Where and how to file information pertaining to ADA, FMLA, OSHA, HIPAA, and more
  • What federal laws say about which employee records must be retained and for how long
  • Who has legal access to an employee's personnel file?
  • Electronic vs. paper documents — tips for filing and retention of each

Legal issues and records management

  • 29 CFR 1602 — the most important fundamental HR document retention law, as set forth by federal government
  • Can you retain Form I-9 electronically? Yes, if you follow the rules
  • What does Immigration and Customs Enforcement (ICE) look for in your employee records?
  • Which medical facility records are you required to keep according to the Department of Health and Human Resources?
  • Form W-4: wage and hour information you are required to retain according to the FLSA
  • What you must be aware of regarding record keeping and the ADA, FMLA, and HIPAA
  • OSHA record keeping: retention rules for Forms 300, 300A, 301

Document disposal and destruction

  • How to dispose of secure documents and ensure that security procedures are in place and enforced
  • Spoliation: What it is, why it's scary, and what you can do to protect yourself from spoliation accusations
  • Your litigation hold policy — four critical questions to ask
  • The most important clause you need to watch out for in any shredding service contract
  • Why your dumpster may be your organization's weakest link regarding document disposal


Going green — addressing the environmental concerns surrounding records management

  • Why considering going green is an important part of your records management program

  • How to promote "green thinking" throughout your organization

  • Assess waste within your organization — you'll be surprised where you can cut down and save resources!

  • 3 easy ways to be more green at work: recycling, paper control, and employee incentives

Developing a records management program for your organization

  • 8 key elements of a successful records and information management program

  • 3 reasons records management systems fail, and what you can do to avoid them

  • How to determine retention periods for the different types of documents you'll encounter

  • Why it's so important to keep long- and short-term retention items separate

  • How to identify specific staff members who have appropriate access to read, write, and edit documents

  • Don't let electronic data slip through the cracks: make sure all devices and media are accounted for in your records system

  • Strategies you can implement to ensure employee compliance regarding records retention


Seminar Check-In: 8:30 AM    Seminar Class 9:00 AM to 4:00 PM

Seminar Summary:

Ensure your records management program is in compliance with government regulations to protect your organization (see full course description)

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