Managing the Remote Agent | Important Facts to Remember About HR Documentation
Quality Human Resources records documentation is vital to the readiness of your company to be able to meet state and federal compliancy, support best operational processes, and to validate correct handling for both audits and legal purposes. When documenting the remote employee, it is key to remember that it is your responsibility to protect the employee’s sensitive and confidential information.
Things to Remember When Managing Remote Agent Documents
- Always store documentation in two places via secure cloud-based options.
- Understand the documentation requirements and time frames in which to update or purge records for state and federal organizations such as but not limited to the EEOC, FLSA and FHLA.
- A document stored as a PDF is considered a legal document, a WORD document is not although it can be still be used against you in an audit or legal scenario.
- Some documents should be saved in different files under the employee. The company’s HR Manager may maintain 5 to 8 files: Personnel, Confidential, Medical, Payroll, Background Checks, Worker’s Comp, and single I9 folders in order to prevent overreach in the event any information request during an audit or allegation investigation.
- If a file contains sensitive or confidential information, encrypt it!
- It is important that you know the person you are hiring sight unseen is legal to work in the US. E-Verify can help accomplish this.
No one should be able to access the company records without the proper authorization by HR. The companies HR Manager should be made aware of any changes or additions made.