Records Retention

	Longest Retention Period
Personnel Data Category						3 Years	4 Years	5 Years	6 Years	Info	Laws Requiring Retention
Recruitment, Hiring and Job Placement Records Job applications Resumes Other job inquiries sent to employer Employment referral records Help wanted ads Opportunities for training, promotion or overtime Job opening notices sent to employment agencies or labor unions Employment testing results Salary information (pay rates, market factors, job classifications) Terms and conditions of employment						3 years					Title VII FEHA ADA ADEA GINA Cal. Fair Pay Act
Employee Wage Records Time cards Wage rate calculation tables for straight time and overtime Shift schedules Individual employees' hours and days Piece rates Records explaining wage differentials between sexes Employment contracts Wages Wage rates Itemized wage statements/pay stubs						3 years					FLSA Cal. Labor Code secs. 226, 1174 Cal. Fair Pay Act
Child Labor Certificates and Notices						3 years					FLSA Cal. Labor Code
Employee Personnel Files Disciplinary notices Promotions and demotions Performance evaluations Discharge, layoff, transfer and recall files Training and testing files Job classifications Terms and conditions of employment	3 Years					Cal. Labor Code Sec 1198.5 Cal. Fair Pay act TItle VII ADEA FEHA ADA GINA
Union and Employee Contracts	3 years					FLSA
FMLA Records Leave policies and benefits Dates and hours of leave used Records relating to any dispute regarding designation of leave Employee benefits relating to the leave	3 years					FMLA
Employment Eligibility Forms Verification (I-9 Forms)	The later of 3 years					Immigration Reform and Control Act
Payroll Records Name, employee number, address, age, sex, occupation Individual wage records Time and day work week begins Regularly hourly rate Hours worked (daily and weekly) Weekly overtime earnings Daily or weekly straight time earnings Deductions from or additions to wages Wages paid each pay period Payment dates and periods Piece rates Unemployment Insurance Records		4 years				FLSA Cal. Unemployment Insurance Code sec. 1085 22 CCR sec. 1085-2
Affirmative Action Programs and Documents			5 years			Title VII E011246
Employee Health Records First aid records for job inquiries causing loss of work time Drug and alcohol test records			5 years			OSHA Cal/OSHA
Employee Benefits Data				6 years		ERISA
Unlawful Employment Practices, Claims, Investigations and Legal Proceedings Records Personnel and payroll records about complaining parties Personnel and payroll records about all others holding or applying for similar positions					Until disposition of case	Title VII FEHA ADEA ADA GINA NLRA FLSA