7 RECORDS TO AVOID DISCARDING
(This is an excerpt from an article in Business Management Daily entitled, "Spring cleaning: 7 records to avoid discarding". All copyright belongs to Capitol Information Group)
In the name of organization, HR professionals and managers alike have been known to accidentally discard a document, whether paper or electronic, that they shouldn't have. So in your quest to clean out overflowing file cabinets or email inboxes during your spring cleaning efforts, take your time and follow these guidelines.
Double check any document related to the following topics which have specific retention periods mandated by law (examples included):
To ensure that emailed documents don't fall through the retention cracks, avoid using your inbox as a catch-all folder. This is crucial if your company has a system of deleting all messages contained in employees' inboxes after a certain number of days.
What you should do is create folders based on business needs. Turn off any automatic deletion features for these folders; consult with IT if necessary. Read a message, act on it as necessary (e.g., answer a question, follow a directive), and then move to a specific folder. Remember, sort emails according to subject matter, and not subject line.
Responsible recordingkeeping practices begin long before a job candidate walks through your door. And they extend long after an employee leaves your workforce. Don't fall victim to a simple mistake that could have easily been avoided. Stay current on HR practices. There are excellent resources, webinars, and seminars to attend.