How do you dispose of employee records and data?

1 Know the retention rules

Before you decide to dispose of any employee records and data, you need to know how long you are legally required or advised to keep them. Different types of records and data may have different retention periods, depending on federal, state, and industry regulations. For example, you may need to keep payroll records for at least three years, tax records for at least four years, and medical records for at least six years. You should consult your legal counsel or relevant authorities to determine the specific retention rules for your organization and location.

2 Choose the disposal method

Once you have identified the records and data that are eligible for disposal, it is important to choose an appropriate disposal method. This method should ensure that the records and data are completely destroyed and cannot be recovered or reconstructed by anyone. Common disposal methods include shredding paper records with a cross-cut or micro-cut shredder, wiping electronic devices with software tools or specialized services, degaussing magnetic fields of electronic devices with a degausser machine, and pulverizing hard drives into small particles with a pulverizer machine. Additionally, any CDs, DVDs, or other media that contain employee data should be shredded, and labels, stickers, or identifiers should be removed from devices.

3 Follow the disposal procedure

Once you have selected the disposal method, you must adhere to a proper disposal procedure. This should include creating an inventory of all records and data to be disposed of, including type, date, and location. Authorization from the relevant person or department is also required, with documentation of the authorization and reasons for disposal. Additionally, you must inform relevant employees, managers, or stakeholders of the disposal plan and give them a chance to review or request copies before disposal. Secure transportation of the records and data is essential using locked containers, bags, or boxes to avoid unauthorized access or tampering. The chosen disposal method must be completed thoroughly with no traces of records or data remaining. Verification that the disposal was successful and that no data can be recovered or reconstructed is necessary with a certificate of destruction or receipt from the disposal service or vendor. Finally, document the entire process for future reference or audit.

4 Train and educate your staff

One of the key factors for disposing of employee records and data effectively is to train and educate your staff. You should make sure that your staff understand the importance of data security and compliance, the retention rules and policies, the disposal methods and procedures, and the roles and responsibilities of each person involved. You should also provide regular updates, reminders, and feedback to your staff on how to dispose of employee records and data properly.

5 Review and update your policies

Finally, you should review and update your policies and practices for disposing of employee records and data regularly. You should monitor the changes in the legal, regulatory, and technological environment that may affect your data disposal requirements. You should also evaluate the effectiveness, efficiency, and security of your data disposal methods and procedures. You should make any necessary adjustments or improvements to your policies and practices to ensure that you dispose of employee records and data in the best possible way.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?