HR RECORDKEEPING COMPLIANCE CHECKLIST

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--- EMPLOYEE INFORMATION ---
[ ] Full Name
[ ] Date of Birth
[ ] Social Security Number (Last 4 Digits)
[ ] Gender (Male, Female, Other, Prefer Not to Say)
[ ] Emergency Contact Information
[ ] Date of Hire
[ ] Employee Status (Full-time, Part-time, Contract)

--- COMPENSATION RECORDS ---
[ ] Annual Salary
[ ] Hourly Rate
[ ] Date of Last Salary Review
[ ] Details of Salary Increases/Adjustments
[ ] Bonus Amount (if applicable)
[ ] Date of Bonus Payment (if applicable)
[ ] Payment Frequency (Weekly, Bi-Weekly, Semi-Monthly, Monthly)
[ ] Supporting Compensation Documents (e.g., Offer Letter)

--- TIME AND ATTENDANCE ---
[ ] Start Date of Record Retention
[ ] Total Overtime Hours Paid (Weekly)
[ ] Typical Start Time
[ ] Total Hours Worked (Weekly)
[ ] Timekeeping System Used (Manual Timesheets, Biometric System, Software System, Other)
[ ] Notes on Timekeeping Discrepancies

--- PERFORMANCE EVALUATIONS ---
[ ] Evaluation Date
[ ] Overall Performance Summary
[ ] Overall Performance Rating (1-5)
[ ] Key Accomplishments
[ ] Areas for Improvement
[ ] Goal Achievement (Met, Partially Met, Not Met) (Met, Partially Met, Not Met)
[ ] Employee Signature
[ ] Manager Signature

--- TRAINING RECORDS ---
[ ] Employee Name
[ ] Training Completion Date
[ ] Training Type (Compliance Training, Safety Training, Skills Development, Onboarding Training)
[ ] Training Description/Summary
[ ] Hours of Training
[ ] Certificate/Proof of Completion
[ ] Trainer/Instructor

--- TERMINATION RECORDS ---
[ ] Termination Date
[ ] Reason for Termination (Detailed)
[ ] Termination Type (Voluntary Resignation, Involuntary Termination (Performance), Involuntary Termination (Misconduct), Layoff/Restructuring)
[ ] Exit Interview Notes
[ ] Supporting Documentation (Performance Warnings, Disciplinary Actions)
[ ] Last Paycheck Date
[ ] Final Pay Amount
[ ] Return of Company Property Confirmation
[ ] HR Representative Signature

--- I-9 VERIFICATION FORMS ---
[ ] Form Completion Date
[ ] List A Document (e.g., Passport, Driver's License)
[ ] List B Document (e.g., Social Security Card, Permanent Resident Card)
[ ] Document Type - List A (Passport, Permanent Resident Card, Employment Authorization Document, Driverâ€™s License)
[ ] Document Type - List B (Social Security Card, Permanent Resident Card, Employment Authorization Document)
[ ] Section 1 Case Number (If Applicable)
[ ] Section 2 Re-verification Date (If Applicable)
[ ] Notes/Comments (e.g., temporary work authorization)

--- BENEFITS ENROLLMENT RECORDS ---
[ ] Enrollment Date
[ ] Benefit Plan Selected (Medical, Dental, Vision, 401k, Life Insurance)
[ ] Coverage Level (e.g., Employee + Spouse)
[ ] Notes or Special Considerations
[ ] Supporting Documents (e.g., beneficiary forms)
[ ] Dependent Status (Employee Only, Employee + Spouse, Employee + Child(ren))

--- DATA SECURITY & ACCESS CONTROL ---
[ ] Encryption Method Used for HR Data (AES-256, RSA, Other - Specify in Long Text)
[ ] Access Control Measures Implemented (Role-Based Access, Multi-Factor Authentication, Password Complexity Requirements, Regular Access Reviews, Data Loss Prevention (DLP) Software)
[ ] Data Storage Location (On-Premise Servers, Cloud-Based Storage, Hybrid Cloud)
[ ] Number of Authorized Users with Access
[ ] Date of Last Access Review

--- RETENTION SCHEDULE COMPLIANCE ---
[ ] Record Type: I-9 Forms
[ ] Retention Period (Years): I-9 Forms
[ ] Date of Last Review of Retention Schedule
[ ] Method of Destruction (after retention period) (Secure Shredding, Electronic Data Wipe, Other (Specify))
[ ] Notes/Justification for any deviations from standard retention periods
[ ] Are electronic records backed up? (Yes, No)
[ ] Date of Next Scheduled Review

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