Comments on: Old benefits files: What to stash, what to trash

By: Peg

Peg — Fri, 14 Nov 2008 16:18:41 +0000

So do you recommend scanning all older documents? We have auditors come in every year and they are always asking for records that are dated back in, for example 1996? How is that handled?

By: K. Hamm

K. Hamm — Tue, 04 Nov 2008 17:04:26 +0000

One solution to record storage is a scanning and cataloging system. Good quality CDs and DVDs last long enough to fit retention schedules. I9 files, for example, can be scanned to Adobe Acrobat and stored. Laserfiche is another program/process for electronic storage. Many copiers also scan to e-mail or disk. Some printer/scanner combinations work well enough for small volume jobs. We scan most employee files at termination (unless there’s a lawsuit or some other reason not to). This makes it a lot easier for me to get information without digging through paper or file cabinets.

By: Robin

Robin — Thu, 30 Oct 2008 18:25:00 +0000

You should make sure the 403b files are not historical since they are for schools. In Indiana you have to get permission to destroy files, or they used to have to get permission 9 years ago.

By: Penny Adkins

Penny Adkins — Thu, 07 Aug 2008 17:59:38 +0000

For 403b, how long should this information be retained once an employee leaves the employer? Not governed under URESA. Please and thank you…