The Great Washington Record Retention Regatta: How Long Should You Keep Those Employee Files?
So, you're a swashbucklin' business owner in Washington State, and your crew of amazing employees keeps the ship afloat. But a nagging question lurks in the back of your mind: how long do I gotta keep all this employee paperwork? Fear not, mateys, because this guide will navigate you through the record retention regulations like a seasoned captain!
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| How Long Do You Have To Keep Employee Records In Washington State |
The Three-Year Treasure: Basic Records
Washington law mandates that you keep certain basic employee records for at least three years after the employee sets sail from your company. Think of it as burying a treasure chest of info, but instead of gold, it's filled with names, dates, and wages. These precious records include:
- Employee Names and Social Security Numbers: These are the keys to the treasure chest, identifying your crew and their tax contributions.
- Start and End Dates: When they walked the plank (or, you know, quit/retired).
- Payday Plunder: How much booty they earned (wages, overtime, bonuses - the whole haul!).
But Wait, There's More! Records with Specific Retention Periods
QuickTip: Read in order — context builds meaning.
Not all records are created equal. Some require longer stints in the filing cabinet, like:
- Performance Reviews: Federal law says you gotta keep these for one year to defend yourself if a former matey claims you were a harsh captain.
- Hiring Files: These can be tossed after one year from the date you fill the position, unless they contain juicy details like background checks (which need special care).
- OSHA Forms (if you have over 10 employees): These safety records are your life raft in case of a workplace incident, so hang onto them for a whopping five years.
Remember, These Are Just the Minimums!
While these are the baseline requirements, it's always a good idea to play it safe. Consider factors like:
Reminder: Save this article to read offline later.
- Potential Lawsuits: If you think an employee might raise a stink down the road, keep their records longer.
- State and Federal Overlap: Federal laws might have longer retention periods for certain records.
When in Doubt, Don't Throw It Out!
Still unsure? Err on the side of caution and keep those files a little longer. After all, a cluttered filing cabinet is better than a hefty fine or a lost legal battle.
QuickTip: Ask yourself what the author is trying to say.
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## Frequently Asked Questions (FAQ):
How to Dispose of Old Records Securely?
Shred those babies into confetti! This protects sensitive information like Social Security numbers.
How to Request Your Own Employment Records?
Tip: Focus on clarity, not speed.
In Washington, you have the right to access most of your employment records. Contact your previous employer for details.
How to Keep Digital Records Safe?
Use strong passwords and regularly back up your data. Cloud storage can be a secure option.
How to Avoid a Paper Avalanche?
Scan physical documents and store them digitally. Just make sure your digital storage is secure!
How to Make Sure You're Following All the Rules?
Consult the Washington State Department of Labor & Industries website or an employment lawyer for the latest regulations.
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