How long should employee records be kept?

Employee Record Retention Requirements in North Dakota

Maintaining accurate employee records is essential for compliance with state and federal regulations. In North Dakota, businesses should follow these practical guidelines for how long to keep employee records.

Recommended Retention Periods for Employee Records

• Payroll Records: Keep payroll records, including wage statements, hours worked, and pay rates, for at least 3 years. This aligns with both North Dakota and federal Department of Labor requirements.
• Tax Records: Retain all tax-related documents such as W-2s, W-4s, and tax filings for a minimum of 4 years to support IRS and state tax audits.
• Hiring and Employment Records: Maintain job applications, resumes, offer letters, and employment agreements for at least 3 years after an employee leaves to comply with Equal Employment Opportunity Commission (EEOC) guidelines.
• Employee Benefits and Leave Records: Keep records related to employee benefits, leave requests, and Family and Medical Leave Act (FMLA) documentation for at least 3 years.
• Health and Safety Records: OSHA-related records, including injury logs and safety training, should be retained for at least 5 years as per federal OSHA standards.

Operational Tips for Managing Employee Records

• Use secure digital storage: Automate recordkeeping with secure cloud platforms to ensure easy access and protection of sensitive information.
• Regularly review records: Schedule periodic audits to remove outdated records and ensure compliance with retention policies.
• Maintain confidentiality: Limit access to employee records to authorized personnel to protect privacy and comply with data protection standards.
• Coordinate with payroll and HR systems: Integrate recordkeeping with payroll and HR software for streamlined compliance and reporting.

As of 2026, these retention periods reflect current best practices for North Dakota businesses. Staying organized with employee records supports smooth audits, payroll accuracy, and regulatory compliance.