HR DOCUMENT RETENTION CHECKLIST TEMPLATE

Created by ChecklistGuro (https://checklistguro.com)

--- IDENTIFICATION & CATEGORIZATION ---
[ ] Document Category (Employee Records, Compensation & Benefits, Legal & Compliance, Recruitment, Performance Management)
[ ] Document Type (e.g., Offer Letter, Performance Review)
[ ] Number of Pages/Files
[ ] Date of Creation/Receipt
[ ] Brief Description of Document Content
[ ] Document Format (Paper, Electronic (PDF), Electronic (Word), Other)
[ ] Relevant Departments (HR, Finance, Legal, Operations)

--- LEGAL & REGULATORY COMPLIANCE ---
[ ] EEOC Record Retention Period (Years) (1, 3, 5, Other (Specify))
[ ] FLSA Record Retention Period (Years)
[ ] Last Review Date of Compliance with Federal Laws
[ ] HIPAA Compliance Status (Compliant, Not Compliant, In Progress)
[ ] Notes on Specific State/Local Retention Requirements
[ ] ADA Record Retention Compliance (Compliant, Not Compliant, In Progress)

--- CONTRACTUAL OBLIGATIONS ---
[ ] Contract Name/Description
[ ] Contract ID/Reference Number
[ ] Contract Start Date
[ ] Contract End Date/Renewal Date
[ ] Specific Retention Requirement (Contract Clause) (Clause A: 7 Years, Clause B: Permanent, Clause C: 5 Years, Clause D: Other - specify in LONG_TEXT)
[ ] Details of Retention Requirement (if 'Other' selected above)
[ ] Upload Contract Document (if applicable)

--- BUSINESS NEEDS ASSESSMENT ---
[ ] Describe the business reason for retaining this document type.
[ ] Estimated number of documents of this type processed annually.
[ ] Is this document critical for litigation defense? (Yes, No, Potentially)
[ ] Is this document required for regulatory audits? (Yes, No, N/A)
[ ] Date of last review of business need for retention.
[ ] Select all that apply: What business units rely on this document? (HR, Finance, Legal, Operations, Sales)

--- STORAGE & SECURITY REVIEW ---
[ ] Storage Medium Type (Physical (Paper), Electronic (Cloud), Hybrid (Paper & Electronic))
[ ] Encryption Level (if electronic)
[ ] Access Controls in Place (Role-Based Access, Two-Factor Authentication, Password Complexity Requirements, Regular Access Reviews)
[ ] Physical Storage Location (if applicable)
[ ] Last Security Audit Date

--- DESTRUCTION PROCEDURES ---
[ ] Destruction Method Chosen (Shredding (Physical), Secure Data Erasure (Electronic), Incineration, Professional Document Disposal Service)
[ ] Number of Documents Shredded/Disposed
[ ] Date of Destruction
[ ] Time of Destruction
[ ] Description of Destruction Process (e.g., Shredding vendor)
[ ] Signature of Person Performing Destruction
[ ] Proof of Destruction (e.g., Certificate of Destruction)
[ ] Method of Verification (Visual Confirmation, Certificate of Destruction Received, Audit Trail Confirmation)

--- RECORDKEEPING SYSTEM VALIDATION ---
[ ] Total Number of Active Records
[ ] Recordkeeping System Type (Electronic/Physical) (Electronic, Physical)
[ ] Last System Audit Date
[ ] Description of System Access Controls
[ ] Data Encryption Method (If Applicable) (AES-256, TLS/SSL, None)
[ ] Storage Capacity Utilization (%)

--- EMPLOYEE TRAINING & AWARENESS ---
[ ] Employee Name
[ ] Training Completion Date
[ ] Training Format (e.g., Online, In-Person) (Online, In-Person, Hybrid)
[ ] Summary of Key Retention Points Covered
[ ] Topics Covered (Check all that apply) (Legal Requirements, Business Needs, Data Security, Destruction Procedures)
[ ] Employee Acknowledgement

--- PERIODIC REVIEW & UPDATES ---
[ ] Last Review Date
[ ] Summary of Changes Made
[ ] Legal Counsel Review Required? (Yes, No)
[ ] Frequency of Review (in months)
[ ] Reason for Update (if applicable)
[ ] Next Review Date

--- AUDIT TRAIL & DOCUMENTATION ---
[ ] Date of Policy Implementation/Update
[ ] Summary of Changes Made (if applicable)
[ ] Signature of Reviewing HR Professional
[ ] Number of Documents Destroyed (Batch)
[ ] Description of Destruction Method Used
[ ] Date of Document Destruction
[ ] Confirmation of Compliance with Legal Requirements (Yes, No, Not Applicable)
[ ] Supporting Documentation (e.g., Certificate of Destruction)

--- END OF TEMPLATE ---
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