--- title: "2025 HR Document Retention Guide: Build a Smarter Filing System" description: Explore HR document retention rules and how an HR electronic filing system can simplify compliance, protect data, and improve record organization. image: https://www.documentscanning.ai/hubfs/Close%20up%20of%20a%20man%20selecting%20a%20profile%20picture%20on%20digital%20screen.jpeg --- [Document Scanning Services](https://www.documentscanning.ai/blog/tag/document-scanning-services) [Human Resources](https://www.documentscanning.ai/blog/tag/human-resources) # 2025 HR Document Retention Guide: Build a Smarter Filing System [![Kevin](https://www.documentscanning.ai/hs-fs/hubfs/Cartoon-Kevin-Headshot.jpg?width=40&height=40&name=Cartoon-Kevin-Headshot.jpg)](https://www.documentscanning.ai/blog/author/kevin) by [Kevin](https://www.documentscanning.ai/blog/author/kevin) 7 min read May 1, 2023 ### Table of contents *Please be aware that the content provided in this article is for informational purposes only and should not be considered as legal advice. We are not lawyers, and our expertise lies in providing general information about document scanning services for HR records. If you require legal advice or guidance specific to your situation, please consult with a licensed attorney or professional legal services provider.* As a human resources (HR) professional, you know that the U.S. Equal Employment Opportunity Commission (EEOC) has strict record retention requirements for employee records. These requirements include those imposed by the Fair Labor Standards Act (FLSA), the Department of Labor (DOL), the Internal Revenue Service (IRS), and the Age Discrimination in Employment Act of 1967 (ADEA). And then there are state regulations. So many acronyms and so many requirements! It’s enough to make your head spin. It’s also enough to create an entire mountain range of paper, storage problems, and strict adherence to a retention schedule likely outlined on a spreadsheet. And when it’s time to toss those old records, can you find them, or do you just keep renting storage space and filling file cabinets? Let’s go over the employer records retention requirements imposed by these various government agencies, and then we’ll clue you in on something that’s going to make your job easier and save your department time and money. Sound good? Read on. #### Streamline HR Retention Requirements Get a Scanning Quote! [Streamline HR Retention Requirements](https://www.documentscanning.ai/blog/2025-guide-to-hr-document-retention-requirements#quote) ### Employee Record Retention Requirements HR paperwork is both bountiful and complex. It also requires three personnel file folders for every employee until you’re not working together any longer, when everything can be combined into one file. The three files and their records include - Personnel records - I-9 records and any supporting documentation. - Medical records It adds up fast, and failing to comply means fines. Not only that, but if an employee were to file a lawsuit, you would need information from these files. That is if you can find them. And each of these records has its own timetable for retention and disposal.  ### What is the Retention Period for Employee Information? We wish there were a simple answer, but rules and regulations require employers to keep employee information for varying periods.  #### I-9 – 3 years An I-9 form provides proof that an employee can legally work in the U.S. Employers are required to keep an I-9 on file for each employee and keep the form for **three years after the employee’s hire date or one year after termination**, whichever is the later date.  #### Personnel records – Varies Here’s the sticky part. Not all personnel records have to be kept for the same time period. - **Selection and hiring records **1 year after the creation of the documents or the hire or no-hire decision, whichever is later. After the employer and employee part ways, these records must be kept for one year after the termination date. - ****Records after hiring ****For qualified federal contractors, **2 years** after document creation and hiring decision. If the employer has fewer than 150 employees or has no government contract amounting to $150,000, the retention period is **1 year**. - **Payroll records** – **3 years** - ****I-9 form – 3 years** after the hiring date or **1 year** after termination, whichever is later.** - ****Benefit records ****These records must be retained as long as they are relevant and **6 years** after termination. - ****Background checks ****While there is no specific retention requirement under the Fair Credit Reporting Act (FCRA), general EEOC requirements for retention of hiring and selection records apply here and mandate **1 year**. However, it’s recommended that you keep these records for at least **5 years**, which is the statute of limitations in the FCRA.  - ****Tax records – 4 years **after filing the fourth quarter for the year** - ****Safety data ****You must keep these records for **5 years** following the year the records pertain to, but MSDS safety sheets and any exposure to toxic substance records must be kept for the entirety of the employee’s tenure plus **30 years**.  - ****FMLA leave records – 3 years**** - ****Polygraph test records ****These records must be kept for **3 years** from the date of the polygraph test or from the date it was requested but not conducted.  - **Drug test records ****1 year** from the test date and up to **5 years** for records that relate to drug testing for DOT positions. Also, note that disability accommodation records must be kept for **1 year** from the date the record was created or the date the employer took action, whichever is later. If termination is involuntary, these records must be kept for **1 year **from the date of termination.  And while COBRA has no record-keeping requirements, experts recommend that to remain consistent with the Employee Retirement Income Security Act of 1974 that these records be kept for **6 years** from the date of the record. HR has a big job with large repercussions. And a lot of paper to hold on to, all with its own special set of retention requirements. But rather than filing, storing, and using antiquated methods, there’s a much better way. ### Save Time and Money While Maintaining Compliance Bulk document scanning answers your document retention prayers. No storage, no shuffling paper, no compliance worries. With [document scanning services](https://www.documentscanning.ai/professional-scanning-services), you don’t have to worry about filing documents in the correct location or storing them for the required period of time. It removes the stress of file maintenance and lets you and your staff concentrate on what leads to business success–finding and hiring the right people for the right jobs. Electronic documents take up no space at all. They can be backed up so they are never lost, sullied, or destroyed. Once they are uploaded to your document management system, scanned documents give instant access to anyone with permission and keep them secure from those who don’t. Of course, scanning tens of thousands of sheets of paper isn’t something you can do on your own. DocCapture takes a tedious, time-consuming, mind-numbing document scanning project out of your hands. Instead of your staff spending weeks, months, or even years tying up your copiers and disrupting your business process, DocCapture will connect you with the best document scanning services available. The whole process is called document imaging. Using optical character recognition (OCR technology), your paper documents will be converted to scanned documents that will digitally transform your department’s, and indeed your company’s operations, making them more efficient in terms of both time and money.  For you and your staff, bulk document scanning is an impossibility. Our document imaging partners have the expensive scanning equipment, technology, and trained staff to do the work of digitizing documents efficiently and effectively in a fraction of the time. Do more with less–paper, that is. Contact DocCapture today, and wake up tomorrow with a more efficient, money-saving department that might even earn you a raise. [Get your free quote ](https://www.documentscanning.ai/blog/2025-guide-to-hr-document-retention-requirements#quote)now! #### Looking to scan your HR files? [Let's get you a quote!](https://www.documentscanning.ai/blog/2025-guide-to-hr-document-retention-requirements#quote) ### FAQs What is the purpose of record retention guidelines for HR records? Record retention guidelines for HR records are designed to help organizations maintain proper documentation, ensure compliance with legal and regulatory requirements, protect employee privacy, and efficiently manage information. These guidelines specify the minimum length of time that various types of HR records should be retained and outline the proper procedures for storage, retrieval, and eventual disposal. Are there any differences in record retention guidelines between paper and electronic HR records? While the retention periods for paper and electronic HR records are generally the same, there may be differences in the methods of storage, retrieval, and disposal. Electronic records should be stored in a secure, encrypted format to protect employee privacy, and access to such records should be limited to authorized personnel. Disposal of electronic records should involve secure deletion methods that ensure data is unrecoverable. What are the best practices for storing and managing HR records? Best practices for storing and managing HR records include: - Establishing a clear record retention policy - Regularly reviewing and updating retention guidelines based on legal and regulatory changes - Limiting access to sensitive HR records to authorized personnel only - Ensuring proper security measures for both physical and electronic records - Scanning HR records in a systematic manner that allows for easy retrieval and auditing - Regularly disposing of records that have reached the end of their retention period What are the potential consequences of not following proper record retention guidelines? Failure to adhere to record retention guidelines can result in a number of negative consequences for an organization, including: - Legal and regulatory non-compliance, which may lead to fines, penalties, or lawsuits - Difficulty defending against employment-related claims due to insufficient documentation - Loss of valuable information or institutional knowledge - Increased vulnerability to security breaches and privacy violations - Inefficient use of resources and time spent managing outdated or unnecessary records [Back to top](https://www.documentscanning.ai/blog/2025-guide-to-hr-document-retention-requirements#top) [![Opt 1](https://www.documentscanning.ai/hs-fs/hubfs/Opt%201.jpg?width=1068&height=1272&name=Opt%201.jpg) ](https://www.documentscanning.ai/get-a-quote) #### Share this [Share on X ](https://x.com/intent/post?url=https://www.documentscanning.ai/blog/2025-guide-to-hr-document-retention-requirements&text=2025+HR+Document+Retention+Guide%3A+Build+a+Smarter+Filing+System) [Share on Facebook ](https://www.facebook.com/sharer/sharer.php?u=https://www.documentscanning.ai/blog/2025-guide-to-hr-document-retention-requirements&t=2025+HR+Document+Retention+Guide%3A+Build+a+Smarter+Filing+System) [Share on LinkedIn ](https://www.linkedin.com/shareArticle?mini=true&url=https://www.documentscanning.ai/blog/2025-guide-to-hr-document-retention-requirements&t=2025+HR+Document+Retention+Guide%3A+Build+a+Smarter+Filing+System) Previous story [← Why You Should Scan Your Construction and Engineering Drawings](https://www.documentscanning.ai/blog/scan-construction-and-engineering-drawings) Next story [How Document Scanning Services Help Companies Achieve a Paperless Office →](https://www.documentscanning.ai/blog/document-scanning-services-help-companies-achieve-a-paperless-office) ### You May Also Like These Related Stories [The 2025 Document Retention Guidelines for Compliance](https://www.documentscanning.ai/blog/2025-guide-to-business-records-retention-requirements) ![Business Records Retention Requirements](https://www.documentscanning.ai/hubfs/The-Benefits-of-Outsourcing-Your-Document-Scanning-Project.jpg) [Document Scanning Services](https://www.documentscanning.ai/blog/tag/document-scanning-services) #### The 2025 Document Retention Guidelines for Compliance May 4, 2023 8 min read [Reducing Operational Costs in HR with Document Scanning](https://www.documentscanning.ai/blog/reducing-operational-costs-in-hr-with-document-scanning) ![](https://www.documentscanning.ai/hubfs/Horizontal%20view%20of%20woman%20with%20her%20curriculum%20vitae.jpeg) [Document Scanning Services](https://www.documentscanning.ai/blog/tag/document-scanning-services) #### Reducing Operational Costs in HR with Document Scanning October 23, 2024 4 min read [Revolutionizing HR Workflows with Automated Document Scanning](https://www.documentscanning.ai/blog/revolutionizing-hr-workflows-with-automated-document-scanning) ![](https://www.documentscanning.ai/hubfs/Happy%20businessman%20shaking%20hands%20with%20a%20female%20interviewer%20in%20office.jpeg) [Document Scanning Services](https://www.documentscanning.ai/blog/tag/document-scanning-services) #### Revolutionizing HR Workflows with Automated Document Scanning March 10, 2025 4 min read ## Get a Quote ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Kevin", "url" : "https://www.documentscanning.ai/blog/author/kevin" }, "dateModified" : "2025-06-03T17:55:20.103Z", "datePublished" : "2023-05-01T17:37:02.000Z", "headline" : "2025 HR Document Retention Guide: Build a Smarter Filing System", "image" : [ "https://www.documentscanning.ai/hubfs/Close%20up%20of%20a%20man%20selecting%20a%20profile%20picture%20on%20digital%20screen.jpeg" ], "mainEntityOfPage" : { "@id" : "https://www.documentscanning.ai/blog/2025-guide-to-hr-document-retention-requirements", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://www.documentscanning.ai/hubfs/DocCapture%20Logo2.svg" }, "name" : "ThinkFuel Inc." } } ``` ```json { "@context" : "https://schema.org", "@type" : "FAQPage", "mainEntity" : [ { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Record retention guidelines for HR records are designed to help organizations maintain proper documentation, ensure compliance with legal and regulatory requirements, protect employee privacy, and efficiently manage information. 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