How Long Should We Keep Ex-Employee Records and Can They Be Digitized?

Hi,

Could someone please help me in finding out:
1. What is the stipulated time for maintaining records/personnel files of ex-employees? Is there any legal provision that highlights the same?
2. Can we scan and keep the records? What type of records need to be stored in physical form?

Thanks and Regards,
Akanksha

Hi Akansha,

According to conventions, personal documents/records should be stored for at least a two-year period. This duration can be reduced to one year if needed. Keeping these records is essential for internal audits and to address any queries, such as during reference checks.

It is recommended that all relevant documents be removed, filed in separate box folders or individual closed files, and retained for a minimum of one year. After that period, you can dispose of them as necessary.

Best wishes,
S. Amarnath