Employee Records: What HR Must Know About Secure Destruction

The Lifecycle of Employee Records

Employee records accumulate from the first job application through to years after an employee leaves. Managing this information lifecycle is crucial for both compliance and security.

Types of Employee Records

HR departments typically hold:

Recruitment Records

• Job applications and resumes
• Interview notes
• Reference check results
• Background screening reports

Employment Records

• Contracts and variations
• Performance reviews
• Disciplinary records
• Training documentation

Payroll and Tax Records

• Pay slips and payment records
• Tax file number declarations
• Superannuation contributions
• Leave records

Termination Records

• Exit interviews
• Final pay calculations
• References provided
• Non-compete agreements

Retention Requirements

Fair Work and ATO requirements specify:

7 Years (Minimum)

• Time and wages records
• Leave records
• Superannuation contributions
• Tax records

During Employment Plus 7 Years

• Employment contracts
• Performance records
• Training records

Indefinite

• Workers compensation claims (in some cases)
• Discrimination complaints

Security During Retention

While records must be kept, they must also be secured:

• Locked HR filing systems
• Limited access to personnel files
• Digital encryption for electronic records
• Regular access audits

When Destruction Time Arrives

Once retention periods expire:

1. Verify Retention Complete - Double-check dates 2. Check for Exceptions - Any ongoing matters? 3. Document the Destruction - What, when, why 4. Secure Destruction Method - NAID certified shredding 5. Obtain Certificate - Keep for compliance records

Common HR Destruction Mistakes

• Keeping records forever "just in case"
• Putting personnel files in regular bins
• Delegating destruction to untrained staff
• Not maintaining destruction records

WEST SHRED provides confidential HR document destruction with detailed certificates tracking what was destroyed and when.