HR records: retention, legal hold, records exports and disciplinary actions

Keep HR records for as long as your policy says and then archive and purge them; place a legal hold that the database itself enforces; export everything about one employee, applicant, matter or the whole company as one sealed bundle; and record disciplinary actions that are rescinded, never deleted.

ते कुठे मिळेल

• Platform › Data & Documents › Data Retention › Retention Policies, Retention Runs, Archived Records.
• Platform › Data & Documents › Records & Legal Hold › Legal Holds, Records Exports, Hold Coverage.
• HRMS › Compliance › Employee Relations & Records › Disciplinary Actions, and a read-only Legal Holds.
• Roles: Records & Legal Admin runs retention, holds and exports; Governance Auditor (read only) sees them; Human Resources adds and changes disciplinary actions and sees HR’s Legal Holds.

Retention for HR records

Nothing is shipped: with no policy, data stays for ever, and a new policy starts switched off. A Retention Policies target can now be an HR record — for example Former employees, with their HR, pay, time and leave records; Posted or cancelled payroll runs, with their payslips; Closed job applications (hired, rejected, withdrawn); Closed disciplinary actions; Completed, expired or cancelled course enrollments.

1. New policy: choose the target, the age, and Archive or purge. Archive moves records out of the live tables, readable and restorable.
2. Then purge the archive after (years), for example <7>: an archived record is deleted from the archive that many years after it was archived. Empty keeps it in the archive.
3. Preview says what it would do now; Run now or the schedule does it. Retention Runs shows Purged from archive. Records under legal hold are kept.

Legal Holds

1. Platform › Legal Holds › New: Matter (for example <Doe v. Contoso>), Reason (litigation, audit, investigation, public_records_request, grievance, complaint), the Custodian, and what it holds — Employees, Applicants, Document types, Records made from / to, and if you want Only these tables.
2. What it holds counts the records it reaches now. Hold Coverage lists every table a hold can reach.
3. Release, with Why it is released, ends it. A hold is never deleted: “Release it instead; the hold and its release stay on record.”

While a hold is active the records it reaches cannot be changed, deleted, archived or purged, whoever asks: “This record is under legal hold LH000001 and cannot be changed until the hold is released.” Their files cannot be deleted either.

Records Exports

1. Request an export: Export employee, applicant, hold or company; choose the person or hold, With attachments, and Why.
2. It is built in the background (RX000001 and up). Download it when it says succeeded.
3. The ZIP holds every record as JSON and CSV (and XML and Excel for a person or a matter), its audit history, its attachments, a manifest with a SHA-256 of every file and a PDF summary. Passwords, keys and tokens are never exported.

Every request and every download is audited, and an export is never edited or deleted: it is the record of what left the system. On a hold, Export its records does the same for everything the hold holds.

Disciplinary Actions

• Fields: Employee, Incident date, Type (verbal_warning to termination), Category, What happened, Policy or rule, Issued on, Acknowledged by the employee on, Appeal (none, filed, upheld, overturned), Outcome, Status and Closed on. Numbered DA000001 and up.
• An action is never deleted: “A disciplinary action is not deleted. Set its status to rescinded; the record stays.”
• Disciplinary actions are retained, held and exported like every personnel record.