HR Management & Compliance

Tips for Smart Storage of Electronic Records

Yesterday, we discussed some of the issues surrounding electronic recordkeeping. Today, some tips for storage success — plus a resource that can help you out with the records that are required to be on your walls.

Electronic recordkeeping is wonderful in many ways, but the pitfalls are varied and deep, as we saw in yesterday’s issue.

To skirt those danger zones, here are more of the principles of e-recordkeeping generated by the state of Kansas. (See yesterday’s issue for the first two principles):

Principle 3: Manage access to records in a manner that ensures access rights while also protecting confidentiality.

  • Capture and maintain system meta-data that specifies appropriate access permissions for records.
  • Provide online access to both active and inactive records, when appropriate.

Principle 4: Address recordkeeping considerations in the system planning and development stage.

  • Include recordkeeping requirements in project plans and Requests for Proposals (RFPs) for new projects.
  • Develop retention and disposition schedules, and recordkeeping plans when appropriate, as part of the system development process.

All your required postings and pamphlets — in one convenient package.

Principle 5: Ensure the reliability and authenticity of records throughout their period of retention.

  • Create and maintain meta-data that adequately reflects the content, context, and structure of records as they were originally created.
  • Create and maintain system documentation.
  • Maintain accurate system logs.
  • Use authentication to identify the users of the system.
  • Restrict write permissions as appropriate.
  • Create sufficient structural and contextual meta-data at the point of record creation or shortly thereafter.
  • Maintain appropriate links between database fields.

In this electronic age…

Required posters (and notices to employees) seem almost old-school. But you’ve still gotta do it. And if you fail to post the right things, you can get nailed with big-time penalties.

We’ve done all the running around for you and gathered together in one place:

  • Your required state postings
  • Your required federal postings
  • Your required Wage Order poster
  • 20 copies each of four mandatory pamphlets

Best of all, you only need to think about it once: At the start of every year, we’ll send you a brand-new, fully updated package, so that you can be sure you’ve got the most updated information available.

You’ll get:

1. California Employee Notice Poster. Includes the following notices:

  • Whistleblower protection
  • Notice to Employees: Unemployment Insurance Benefits
  • Access to Medical and Exposure Records
  • Time Off to Vote
  • Payday Notice
  • Safety and Health Protection on the Job
  • “Notice A”—Pregnancy Disability Leave
  • “Notice B”—Family Care and Medical Leave (CFRA Leave) and Pregnancy Disability Leave
  • Notice to Employees—Injuries Caused By Work (in both English and Spanish)
  • Discrimination and Harassment in Employment are Prohibited by Law
  • Notice to Employees: Reporting Wage Credits for UI, DI, and PFL
  • California Minimum Wage

2. Federal Employee Notice Poster. Includes the following notices:

  • Employee Rights and Responsibilities Under the Family and Medical Leave Act
  • Your Rights Under USERRA
  • Employee Rights Under the Fair Labor Standards Act/Federal Minimum Wage
  • Equal Employment Opportunity is The Law
  • Notice: Employee Polygraph Protection Act
  • Job Safety and Health: It’s the law!

3. Wage Order poster. Your choice of:

  • Manufacturing Industry
  • Personal Services Industry
  • Professional, Technical, Clerical, Mechanical & similar occupations (offices only)
  • Restaurant, Public Housekeeping
  • Mercantile Industry, Retail Outlets
  • Transportation
  • Amusement and Recreation
  • Certain Occupations in Construction, Drilling, Logging and Mining

4. Twenty (20) copies each of four mandatory pamphlets:

  • The Facts About Sexual Harassment: Must be distributed to all new hires (we recommend distributing a new copy along with any sexual harassment training you perform as well).
  • Paid Family Leave: Must be distributed to new hires and employees taking paid family leave.
  • Disability Insurance Provisions: Must be distributed to new hires and employees taking covered leave.
  • For Your Benefit: California’s Programs for the Unemployed: Must be distributed to any employee who is terminated or laid off, or who goes on a leave of absence.

All for less than a hundred bucks. It’s a deal you can’t beat — order today, risk free. Need just the posters, or just the pamphlets? We can do that, too.

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