How long should employee records be kept?

Employee Record Retention Requirements in New York

Maintaining accurate employee records is essential for compliance and operational efficiency in New York. Proper recordkeeping supports payroll accuracy, tax reporting, and audits.

How Long to Keep Employee Records

• Payroll Records: Keep payroll and wage records for at least 6 years. This includes time sheets, wage rate tables, and payroll tax filings.
• Personnel Records: Retain personnel files, including hiring documentation, performance reviews, and disciplinary actions, for a minimum of 6 years after termination.
• Tax Records: Maintain federal and state tax documents related to employees, such as W-4 forms and tax withholdings, for at least 4 years.
• Workplace Injury Records: Keep records of workplace injuries and OSHA logs for 5 years.

Operational Tips for Recordkeeping

• Use secure digital storage with backup to protect sensitive employee information.
• Implement automated systems for tracking retention deadlines and securely deleting records after the required period.
• Ensure access controls are in place to maintain confidentiality and comply with privacy regulations.
• Review records periodically to confirm compliance with New York state and federal requirements.

As of 2026, these retention periods reflect New York state operational standards and support compliance with federal labor and tax regulations.