Paperless HR: Going Green While Staying In Compliance
Kathryn Carlson
Product Director, HR Management
Questions?
If you have questions
during the presentation,
please submit them using
the “Questions”
feature.
Questions will...
Paper, Paper Everywhere!
3
Each employee generates on average 100
HR transactions per year at an average cost
of $10 per t...
Paper, Paper Everywhere!
During the employee lifecycle the average
employee file will have between 25-32 pages
Why It Matters
“Litigation is the ultimate test of the
adequacy of an employers record
keeping practice” Attorney
“Where i...
The Golden Rule
Keep applicant records for one year and
employee records for duration of the
employee relationship plus 7 ...
Three Types of Records
Employee Records (Personnel File)
Medical Records
I-9 Records
Personnel File - Hiring
• Job Posting
– Clear description of the job essential functions
• Job Applications
– Have each ap...
Personnel File- Hiring
• Interview Records
– Ask only job related questions
– No statement that undermine the “at will sta...
Personnel File- Hiring
• Background Checking &Fair Credit Reporting Act
– Notice and Disclosure Form
– Adverse Action Lett...
Personnel File - Employment Relationship
• Notices of commendations or awards
• Written warnings or documentation of oral
...
Personnel File - Employment Relationships
• Payroll and Compensation Records
– Retain for at least 4 years
– Do not includ...
Medical File-Employment Relationships
• Medical Records
– Separate File
– ADA accommodations
– Drug testing results
– Phys...
Termination
• Reductions in Force
– Document selection criteria
– Adverse impact analysis
– WARN notice
• Terminations
– R...
Medical File-Employment Relationships
• Medical Records
– Separate File
– ADA accommodations
– Drug testing results
– Phys...
I-9 Records
Two folders or binders
 Active Employees
 Inactive Employees
Tip: You can purge the inactive
employees to re...
5 Reasons to go “paperless”
• Improved Management
• Increased HR Manager Productivity
• Lower Administrative Costs
• Impro...
Electronic Security
• Quality systems ensure storage complies
with regulations such as HIPAA, EEOC and
the Personal Data P...
The Cloud – where HR records would like to be…
Common Mistakes
• Failing to keep complete records
• Keeping complete records but including
inaccurate information or “smo...
Best Practices
• Establish policies for retention and access
• Maintain separate files for medical records and
I-9 forms
•...
Lovely isn’t it?
Contact Information
23– KPA CONFIDENTIAL –
The recorded webinar and presentation slides will be emailed to
you today inclu...
Questions and Answers
Contact Information
25– KPA CONFIDENTIAL –
The recorded webinar and presentation slides will be emailed to
you today inclu...
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Paperless HR: Going Green While Staying In Compliance

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Paperless HR: Going Green While Staying In Compliance

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  • Paperless HR: Going Green While Staying In Compliance

    1. 1. Paperless HR: Going Green While Staying In Compliance Kathryn Carlson Product Director, HR Management
    2. 2. Questions? If you have questions during the presentation, please submit them using the “Questions” feature. Questions will be answered at the end of the webinar. Copyright © 2011 TK Carsites. All rights reserved. www.tkcarsites.com.
    3. 3. Paper, Paper Everywhere! 3 Each employee generates on average 100 HR transactions per year at an average cost of $10 per transaction in administrative processing and storage costs* – KPA CONFIDENTIAL – *Iron Mountain Document Management & ASUG/SAP Benchmark Study
    4. 4. Paper, Paper Everywhere! During the employee lifecycle the average employee file will have between 25-32 pages
    5. 5. Why It Matters “Litigation is the ultimate test of the adequacy of an employers record keeping practice” Attorney “Where is that darn file” HR Manager “What do you mean you have no record” Auditor 5– KPA CONFIDENTIAL –
    6. 6. The Golden Rule Keep applicant records for one year and employee records for duration of the employee relationship plus 7 years Exceptions: Pension and welfare benefit plan records must be kept 6 years after termination of the employment relationship Safety and toxic chemical exposure records must be kept for 30 years after termination of the employment relationship _ 6– KPA CONFIDENTIAL –
    7. 7. Three Types of Records Employee Records (Personnel File) Medical Records I-9 Records
    8. 8. Personnel File - Hiring • Job Posting – Clear description of the job essential functions • Job Applications – Have each applicant complete and sign an application – Employment at will statement on all applications – Statement of truthfulness and accuracy and that false information or omission will be ground for rejection or termination – Background checking authorization – Arbitration Agreement 8– KPA CONFIDENTIAL –
    9. 9. Personnel File- Hiring • Interview Records – Ask only job related questions – No statement that undermine the “at will status” – Use standard forms to record answers • Offer Letters – Confirms compensation and conditions of employment – No statement that undermine the “at will status” 9– KPA CONFIDENTIAL –
    10. 10. Personnel File- Hiring • Background Checking &Fair Credit Reporting Act – Notice and Disclosure Form – Adverse Action Letter – Copies of all reports – Keep any drug testing reports separate (with medical records) • Confidentiality Agreements • Employee Handbook Acknowledgements 10– KPA CONFIDENTIAL –
    11. 11. Personnel File - Employment Relationship • Notices of commendations or awards • Written warnings or documentation of oral warnings • Performance appraisals • Attendance and absence records • Any signed acknowledgement of policies • Training records Tip: Keep both positive and negative information in the file but no medical records 11– KPA CONFIDENTIAL –
    12. 12. Personnel File - Employment Relationships • Payroll and Compensation Records – Retain for at least 4 years – Do not include full Social Security # – Explanation of gross wage and total hours worked plus any deductions – Leave Tracking (no medical information please) • Benefit Records – Retain for 6 years (ERISA) – Reasonable notice when cancelling any benefit program (30-60 days) 12– KPA CONFIDENTIAL –
    13. 13. Medical File-Employment Relationships • Medical Records – Separate File – ADA accommodations – Drug testing results – Physicals – Workers’ Compensation – OSHA reports – FMLA • Leave Request • Some states may require payment of accrued leave at termination 13– KPA CONFIDENTIAL –
    14. 14. Termination • Reductions in Force – Document selection criteria – Adverse impact analysis – WARN notice • Terminations – Releases – 21 days to consider and 7 days to revoke – COBRA 14– KPA CONFIDENTIAL –
    15. 15. Medical File-Employment Relationships • Medical Records – Separate File – ADA accommodations – Drug testing results – Physicals – Workers’ Compensation – OSHA reports – FMLA • Leave Request • Some states may require payment of accrued leave at termination 15– KPA CONFIDENTIAL –
    16. 16. I-9 Records Two folders or binders  Active Employees  Inactive Employees Tip: You can purge the inactive employees to reduce paper
    17. 17. 5 Reasons to go “paperless” • Improved Management • Increased HR Manager Productivity • Lower Administrative Costs • Improved Control and Compliance • Less Risk 17– KPA CONFIDENTIAL –
    18. 18. Electronic Security • Quality systems ensure storage complies with regulations such as HIPAA, EEOC and the Personal Data Privacy and Security Act but imperative that both the data and the physical systems are secure • Ask to see provider’s security protocols and confirm redundancy and business continuity plans.
    19. 19. The Cloud – where HR records would like to be…
    20. 20. Common Mistakes • Failing to keep complete records • Keeping complete records but including inaccurate information or “smoking guns” • Poor storage practices • Not limiting physical access • Keeping medical information in the same files 20– KPA CONFIDENTIAL –
    21. 21. Best Practices • Establish policies for retention and access • Maintain separate files for medical records and I-9 forms • Review physical access controls and data access on an bi- annual basis • Keep all paper files in a secure area (locked, limited access) • Shred all document prior to disposal • Only use electronic systems that have documented physical and data access security standards 21– KPA CONFIDENTIAL –
    22. 22. Lovely isn’t it?
    23. 23. Contact Information 23– KPA CONFIDENTIAL – The recorded webinar and presentation slides will be emailed to you today including your local representative’s contact information. www.kpaonline.com kcarlson@kpaonline.com 866-228-6587
    24. 24. Questions and Answers
    25. 25. Contact Information 25– KPA CONFIDENTIAL – The recorded webinar and presentation slides will be emailed to you today including your local representative’s contact information. www.kpaonline.com kcarlson@kpaonline.com 866-228-6587

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