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Recordkeeping

Still using traditional paperwork for employee recordkeeping? In this category we share best practices and guidelines for transitioning to paperless HR and cover important documents such as forms I-9, W-4 and more.

While you’re here, register for your free Employee Records Smart App and see first-hand how simple and efficient paperless HR can be for your business.

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By: | May 28, 2019
Over time, employee records can begin to accumulate and take up precious space. At which point you may be tempted to throw some of them out. But did you know that when you hire employees, you’re required by law to keep certain records from one to 30 years? These range from salary and payroll information... read more
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By: | Apr 03, 2018
Digital filing system. Office automation. Cloud-based administration process. Although the terms sound rather technical, the objective is quite simple: an updated, ultra-efficient, paperless business. There are various ways to go about it, but before you can put paper behind you, you need to know if it’s a good idea for your business. Here are the... read more
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By: | Jan 01, 2018
If you’ve stepped off the conventional paper trail for faster, more efficient electronic recordkeeping, congratulations! You’ve taken a smart, timesaving approach to the type of “busy work” most small business owners and managers dread. But just because you’ve put paper in the past doesn’t mean you can ignore the rules. Shifting from paper to online... read more
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By: | Aug 28, 2017
Proper completion of the Form I-9 is a must to satisfy workplace immigration laws — and to avoid government fines if you’re ever audited. But it’s not unusual for even the most conscientious employer to make mistakes. Here’s a handy checklist of what to fill out — and troublesome areas to doublecheck — to ensure... read more
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By: | Aug 18, 2017
“Should I photocopy or scan employee documents?” This is a question I receive a lot regarding the Form I-9 process. Small business owners understand the importance of completing this mandatory form, but they’re not sure if they should keep copies of the documents new hires provide. The short answer: You can ... but you don’t... read more
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By: | Jun 20, 2017
Knowing how to fill out an I-9 form correctly is the most important aspect of immigration compliance. When it’s done correctly, your completed I-9 forms are your best proof of compliance and your key defense against government fines and lawsuits. And even if all of your employees are legally authorized to work in the United... read more