The Right Way to Handle Old HR Records

Introduction

Sorting through piles of old HR paperwork isn’t anyone’s favorite job. Still, it’s one of those things that’s worth getting right. Whether you run a small business or manage a big team, keeping HR records organized protects your staff, keeps you compliant, and saves a lot of trouble later.

If you’ve ever opened a drawer stuffed with old folders and thought, “Do I really need all this?”, you’re not alone. Figuring out what to keep, what to toss, and how to do it properly can get confusing. So let’s go through it together, in plain, easy language.

And when it’s time to get rid of old documents, calling a shredding company is the smartest move you can make.

Why Old HR Records Still Matter

HR paperwork might look dull, but it’s more valuable than it seems. Every form, every record tells part of your company’s story, from the moment someone applies to the day they move on. Those personnel files are proof of decisions, legal compliance, and your professionalism.

But here’s the tricky part. You can’t hold on to everything forever, and you can’t toss things out too soon either. Some employee records have to be kept for a few years after a person leaves, depending on your state law and your internal policies.

For example, payroll records usually need to stay for around three years. Files about hiring, promotions, or terminations should be kept for at least a year, mostly due to anti-discrimination laws. Medical or health-related files often need to stay much longer because they deal with private information.

So yes, knowing how long to keep each type of document isn’t just about being organized, it’s a big part of doing HR right.

Why Keeping Everything Isn’t the Answer

It’s easy to think that keeping every file “just in case” is the safer choice. But actually, it causes more harm than good.

The more personal information you store, the higher your risk. All it takes is one misplaced folder or one old drive with staff details, tax info, or medical records to end up in the wrong hands. That’s how privacy breaches and identity theft happen, and that’s the last thing any business wants.

The good news? Identity theft can be prevented if you securely shred your documents from time to time. It’s a small step that protects everyone.

And let’s be honest, clutter doesn’t help anyone. Extra paperwork slows down your work, takes up space, and makes it harder to find what you actually need. It’s like never deleting old photos from your phone; after a while, it just becomes a mess.

The Safe Way To Dispose Of Old HR Files

Once you’ve sorted what can go, the next step is proper disposal. And no, the trash bin isn’t an option.

Employee files usually contain private information like names, addresses, salaries, and tax forms, things that must stay confidential. The safest solution is to use a mobile shredding service.

Here’s how it works: a shredding truck comes to your office, shreds everything on-site while you watch, and provides a certificate of destruction afterward. That certificate is your proof that all files were safely and legally destroyed.

Let’s say you’re clearing out folders from employees who left five or six years ago. A shredding company can take care of all of it in one visit. It’s quick, secure, and efficient, and it frees up a lot of space instantly.

Keeping The Files You Still Need

Of course, not every file should be shredded. Some records still need to stay. The key is to stay organized.

Sort your records into categories like employment, payroll, medical, and so on. Each has its own retention period, so keeping them separate makes reviews much easier later.

If you’re switching to digital storage, take security seriously. Encrypt all files, back them up, and use a secure cloud-based HR system that controls who can access what. Avoid random shared drives.

And if you’re unsure about whether to keep or shred a document, check your state’s retention laws or ask a legal or HR advisor. A five-minute check can save you big headaches later.

Creating a Record Retention Plan

If your business doesn’t already have a clear plan, now’s the perfect time to make one.

A record retention policy doesn’t have to be complicated. It just needs to outline how long you’ll keep each type of file, where you’ll store it, and when it’s safe to destroy it.

For instance, you might keep payroll records for three years, employment files for one year after an employee leaves, and medical files for longer. The timelines may vary depending on your state and industry, but what matters most is being consistent.

Having a written policy also helps everyone follow the same rules, especially new HR team members. And it sends the right message to your employees: their information is being handled with care, not just sitting around forgotten in a file cabinet.

When to Shred and When to Wait

Timing is important. If you shred too soon, you might lose something you need. If you wait too long, you’re just creating clutter.

The best approach? Set a yearly review. Go through your old HR files once a year, identify what’s past its retention period, and schedule a shredding session.

Adding this to your HR calendar makes it part of your routine. Over time, your records stay clean, your storage stays clear, and your business stays protected.

Time to Clear Out and Make Space With Secure Shredding Services

Dealing with old HR files might not sound exciting, but it makes a real difference. When you clear out the paperwork you no longer need, you’re protecting your employees’ information and keeping your business on track.

If you’re in Missouri, you don’t have to do it alone. Professional shredding services in St. Louis can take care of everything securely, right at your office.

So go ahead, open those drawers, sort through what’s left, and schedule a clean-out. Once those old files are gone, your office will feel lighter, and you’ll know your data is in safe hands.

Your employees will appreciate it, and so will you.