Final answer:
Employers are legally required to retain employee records for specific periods to comply with federal laws regarding employment discrimination and eligibility to work. These records include personal and employment-related data, and the exact retention period can vary depending on legal and industry standards. Employers must protect this sensitive information and ensure adherence to anti-discrimination laws provided by agencies like the EEOC.
Step-by-step explanation:
Employment Record Retention Requirements
The duration of time that a company is required to keep employment records for each registered or commissioned employee can vary depending on legislation and industry standards. U.S. federal laws, including employment discrimination laws such as Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act of 1967, and the Immigration Reform and Control Act of 1986, provide guidelines on the collection, use, and retention of employment-related data. Companies are required to store certain employee information to comply with these laws and to ensure that they do not engage in discriminatory practices during hiring or employment.
Each piece of information retained, including full name, date of employment, position, and address, SSN, last date of employment, date and place of birth, color photograph, and drug screen results, plays a role in complying with Federal requirements. For example, the I-9 form helps in verifying an individual's eligibility to work in the U.S. and must be retained for a certain period post-employment. Likewise, employment records might act as evidence that a company is following anti-discrimination laws effectively and it's vital for the employers to know their rights and restrictions, such as those outlined by the U.S. Equal Employment Opportunity Commission (EEOC).
Given that the stored information may contain sensitive personal data, employers must also consider privacy laws and ensure that data is protected against unauthorized access. Record retention periods can typically range from a few years to several decades depending on the type of record and legal requirements. Employers should consult legal counsel or review laws applicable to their location and industry to determine the exact retention period for each type of employee record.