How long must personnel records be maintained after the last date of employment?

The requirement to maintain personnel records for 24 months after the last date of employment is rooted in regulations designed to ensure that adequate information is available for any future legal, financial, or personal matters that may arise after an employee leaves an organization. Retaining these records for 24 months provides a sufficient timeframe to address potential inquiries regarding employment history, benefits, or any disputes that may occur post-employment.

This duration helps balance the needs of both the organization and former employees by ensuring that important employment documentation, such as performance reviews or disciplinary actions, is accessible, while also aligning with typical record retention policies in many states and industries. Keeping records for less time may not provide adequate support for these needs, while retaining them longer than necessary could lead to inefficiencies and increased storage costs for the institution. Thus, the 24-month period is established as a reasonable standard.