Am I required to keep a copy of my applicant's authorization/release forms?

According to the Equal Employment Opportunity Commission (EEOC) guidelines, it is recommended that employers maintain a record of the applicant's authorization and release forms for a period of two years. This practice serves as a crucial aspect of compliance with federal regulations governing the hiring process. By retaining these documents, employers not only demonstrate adherence to legal requirements but also establish a systematic approach to documentation that can be valuable in the event of an audit or legal inquiry.

Preserving a copy of the applicant's authorization and release forms for the specified duration ensures that the organization has a comprehensive record of the candidate's consent to background checks and other pre-employment inquiries. This information may prove essential in addressing any disputes or discrepancies that may arise during the hiring process or later stages of employment.

Additionally, the two-year timeframe aligns with the EEOC's expectations for the retention of relevant records, allowing employers to fulfill their obligations without unnecessarily burdening their record-keeping systems. Employers should also be mindful of state-specific regulations, as some jurisdictions may have additional requirements or varying retention periods.

In summary, the retention of applicant authorization and release forms for a minimum of two years not only upholds legal compliance with EEOC standards but also contributes to a well-documented and organized hiring process that can be instrumental in navigating legal and administrative challenges.

 For more information see "What employers need to know - FTC and EEOC" under the Resources tab in Aegis, or visit the EEOC Website.