Purpose

Maintenance of Emplooyee Records

1. Pre-employment testing results and background check information.
2. I-9 forms.
3. Benefits plan and employee medical records.
4. Health and safety records.
5. General employee personnel records.

Personnel records include electronic as well as paper records. All paper personnel records and confidential employee data maintained by the HR department will be destroyed by shredding after retention dates specified below have passed. Employment application materials for individuals who were not hired are also to be shredded. Electronically store information will be erased and/or deleted.

When paper records must be destroyed, records may be shredded using a locked shredder on the KBP premises. Remote employees are discouraged from printing out or creating hard copies of confidential records where possible. If hard copies must be printed, created or kept, they should be stored in a locked cabinet, drawer or other secure location until they are no longer needed, or until the maximum retention period has ended. Remote employees must then destroy all confidential files by shredding them in a locked shredder on KBP premises, or otherwise rendering the documents unusable or unreadable.

The HR department will work with the IT department to ensure that the HR department’s electronic records relating to employee information and compliance reports are properly erased.

When KBP is involved in or anticipates that it may be involved in litigation, a litigation hold may be issued, which means that all documents relating to the litigation matter must be kept to preserve any potential evidence.
If a litigation hold is issued, all records covered by that litigation hold MUST NOT be discarded, deleted or destroyed. Further, the IT department will suspend the automatic deletion of emails for all individuals covered by the litigation hold.