HR Executive Answers: Recordkeeping - What to Save, What to Shred

From federal electronic discovery rules to the Lilly Ledbetter Fair Pay Act to the revised I-9 and EEO-1 forms, HR faces a monster of documentation challenges -- both print and electronic. How do you manage job postings, applications, resumes, performance reviews, health information, payroll documentation, and a myriad of personnel files and forms? How long do you keep your documentation and when can you throw it away?

It's time for some answers. Now there's a new training system that offers real-world solutions for taming the personnel data monster: 

HR Executive Answers: Recordkeeping - What to Save, What to Shred

With 6 hours of expert instruction, this 4-module training system will show you how to maintain proper written records of critical workplace activities, how to take control of your electronically stored information, and how long you must hold on to your print and electronic information.

Use each module at your own schedule, at your own pace!

• *Use these 4 modules to master your daily personnel file management challenges.

  Module 1 - Practical ESI Management for HR: Rules for Controlling Electronically Stored Information 
  While you may be tempted to allow IT to manage your electronically stored information (ESI), you MUST stay in the loop to ensure key documentation and personnel records are retained to protect against possible litigation. It's also important to monitor any workplace blogs or e-mails that could land your organization in court. Learn how to develop a legally-sound ESI policy and how to educate your employees on the dangers of "unwise" online activity with this easy-to-follow course:

  • Five ESI management tips EVERY Human Resources professionals should know, including key devices, where they're located, who should have access, and how information is kept and sent
  • The steps to effective documentation management and retention (DMR), including specific procedures for destruction of documents
  • How to decide who's in charge of your company's ESI. Who oversees retention and destruction?
  • How to create an ESI policy that fulfills your organization's legal duty to preserve pertinent documents in case of litigation
  • The best way to educate your managers and key employees on "litigation hold" (In the event of a lawsuit, your company may need to prove "effective litigation hold" if any electronic records end up destroyed or missing.)
  • What the law requires when it comes to electronic discovery
  • And more

  Module 2 - What to Save, What to Shred: What New Laws Say About Handling Personnel Files 
  Is your desk buried under a mountain of resumes, job applications, health information, payroll documents, EEO-1 forms, I-9 forms, performance reviews, and a never-ending stream of personnel files? Use caution before making a trip to the shredder! The Lilly Ledbetter Fair Pay Act may now require you to hold onto those files a while longer. And electronic discovery rules have made personnel file management even more challenging. Learn which records you MUST keep and which ones you can safely throw away with this real-world instruction module. You'll get straight answers to such questions as:

  • How does the Lilly Ledbetter Fair Pay Act change how payroll records should be handled?
  • Does the recently updated I-9 form change how immigration records should be handled?
  • What about the new deadline for federal contractors and E-Verify?
  • What should be kept in an employee’s regular personnel file?
  • What questions need to be asked before ANY records are purged?
  • What special protections must be provided for medical information? What obligations are imposed by the ADA, the FMLA, and HIPAA?
  • How long should an employer keep a charge filed with the EEOC and records related to that charge?
  • What’s the latest on the paperless office?
  • And more

  Module 3 - Document! Document! 10 Sure-Fire Steps to Master This Crucial Activity 
  Like it or not, how you document employee behavior, performance, hiring, and firing can make or break your case in the event of an employment lawsuit. Learn how to use documentation as your first line of defense against litigation with this step-by-step module. Nationally recognized employment law attorney John Phillips will take you through 10 new breakthrough strategies for overcoming even the thorniest issues associated with this activity, including:

  • Why HR and employers must avoid "convicting" someone of harassment or some other infraction in print before an internal investigation
  • Hands-on dos and don'ts for effective disciplinary documentation
  • How to craft legally rock-solid performance evaluations that engage and motivate your employees
  • Real-world tips for documentation for every step in the hiring process
  • The essential elements you MUST include in termination documentation
  • New techniques for helping your managers and supervisors master this crucial activity
  • Documentation "red flags" that can lead to workplace dilemmas and costly litigation
  • And more

  Module 4 - E-Discovery & Document Retention: What Employers Need to Know 
  Even if you're not currently embroiled in litigation, you can safeguard your company by learning the very latest strategies for dealing with federal electronic discovery (e-discovery) with this easy-to-follow learning module. You'll learn the Federal Rules of Civil Procedure and how these rules can help ensure you're meeting your obligations for all your e-records. Get plain-English answers to your thorniest questions, including:

  • What information is subject to e-discovery?
  • What documents are not reasonably accessible?
  • What factors do courts consider?
  • When will sanctions be imposed for failure to produce?
  • What about e-mails?
  • What communications are discoverable?
  • What information is protected by the attorney-client privilege?
  • What information is protected by the work product doctrine?
  • And more
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