Personnel Management & Records Retention

You should take care with your employee records. Establish a confidential file on each employee, and keep all files in a locked cabinet to protect employee privacy.

California employees have the right to inspect their personnel files. Inspections should take place during regular business hours, in the office where personnel records are usually kept. You must make the files available within a “reasonable time” after the employee’s request. The employee should be given sufficient time to read the file.

We can help you with checklists of what should (and shouldn’t) be in employee files.

If you have a problem, claim, or lawsuit, we recommend keeping all records pertaining thereto at least until there is complete closure on the matter even if the legal retention time has lapsed.

Below you’ll find a schedule of required and/or recommended retention times for personnel records.