Monthly Archives: October 2016

Drowning in Employee Paperwork? These HR Records are Safe for Disposal

By | Blog | No Comments

Secure document destructionThe job of a human resources department is to oversee all aspects of employment: hiring, termination, benefits, labor laws, and more. As a result, this job requires a lot of paperwork to be filed. For each employee, records are kept of just about everything from performance to tax info.

This type of paperwork can build up over the years. When handling an employee file, it’s often hard to determine exactly which information is relevant and which is simply taking up space.

Many of these forms have been updated over time and reprinted, leaving useless, outdated information in the file. Secure document destruction is the best way to dispose of sensitive employee information, but which forms can be thrown away worry-free?

Below is a comprehensive guide to when certain documents can be bulk shredded:

  • Resumes and applications for employment: one year from date of submission
  •  

  • References: one year after record is made
  •  

  • Pre-employment testing records: one year from date of test
  •  

  • OSHA Forms: five years following the end of calendar year records cover
  •  

  • Basic employee information: four years after record is made
  •  

  • Payroll information: three years after record is made
  •  

  • Dates of leave, as noted by the Family and Medical Leave Act (FMLA): three years after end of leave
  •  

  • Record of promotion or demotion: one year after action was taken
  •  

  • Form I-9: Never less than three years from date of hire. If the employee was retained longer than three years, dispose of the I-9 one year after their termination. Use which ever date is later.
  •  

  • Job evaluations: two years after record is made
  •  

  • Records of discrimination charges: do not dispose until final charges have been pressed
  •  

  • Record of transfer: one year from transfer date
  •  

  • Timekeeping entries: two years after record is made
  •  

  • Records of termination: one year after termination

Failure to comply with these time frames may result in severe problems both to the HR department and the company as a whole. These files need to be kept for future reference, especially if the company or an employee comes under fire for legal reasons, such as discrimination. Failure to hold these documents will weaken a defense and come off as an intentional choice to cover up the alleged charge.

Secure document destruction solutions are important in order to keep personal employee information safe from potential misuse. In fact, 10% of people have already been victims of identity theft, often as a result of improperly disposed paperwork.

If you’ve successfully sorted through all your employee records, consider a secure document shredding service in NJ to recycle waste paper.

Recycling Waste Paper: Save Office Space, Save the Environment

By | Blog | No Comments

recycle waste paperCanadian Waste Reduction Week kicked off on Oct. 17 this year. This annual initiative is used to promote sustainable practices and environmental responsibility.

Even if you’re not Canadian, you should take care to properly recycle waste paper, batteries, plastic, and other items, and you should be doing so year-round.

Businesses are especially guilty of overusing paper. In fact, U.S. workers use 10,000 sheets of copy paper per person every year. That’s more than twice the amount of pages in all seven books of the Harry Potter series, combined!

Instead of collecting or throwing away paper, try to environmentally destroy documents by paper shredding. Here are some reasons why your company may want to start shredding documents with the help of a confidential paper shredding service:

  • Many pieces of paper are thrown in the trash or wadded up and left on the ground, posing serious risks for the environment and the creatures that inhabit it. Printer ink can be especically harmful to plants and animals and make them very sick. By recycling paper, it has the potential to be repurposed.
  •  

  • Paper shredding is the only guaranteed way of ridding your company of documents that contain sensitive information. Outdated material that contains account information, employee information, or tax ID numbers are still useful to criminals who are looking to steal identities and breach secure information. Recycling paper without shredding it gives these people opportunities to find your customers’ information in your waste removal bins — which happens more often than you may expect.
  •  

  • With all the paper that your company uses, it’s hard to get rid of unnecessary scrap paper, files, and forms. These sheets may be filed away or taking up space elsewhere. Instead of feeding the clutter, recycle waste paper to make room for new files. Reorganizing your filing systems will show you that you have much more available space than you ever thought.
  •  

  • Today many offices are going paperless, and many of the papers you have on file have been transferred to a digital file management system already. In this case, you can afford to get rid of everything — the cabinets too!

Green Office makes recycling waste paper easy for businesses by providing a mobile shredding service that can meet you right outside your building. Shredding 10,000 sheets per employee sounds tedious and exhausting, but our bulk shredding service makes the process quick and easy.

Unable to display Facebook posts.
Show error

Error: (#803) Some of the aliases you requested do not exist: greenofficellc
Type: OAuthException
Code: 803
Please refer to our Error Message Reference.