In Ontario, the rules for retaining employee records vary depending on the type of record. Here are some general guidelines:
HR Records: There is no specific legislation in Ontario that sets out how long HR records must be retained. However, the Canada Revenue Agency (CRA) requires employers to keep records related to payroll, including records of employment, for six years from the end of the last tax year they relate to. Therefore, it is generally recommended that HR records be retained for at least six years.
WSIB Records: The Workplace Safety and Insurance Act, 1997 requires employers to retain all records related to workplace injuries or illnesses for a period of three years from the date of the last entry in the record. This includes information such as the date of the injury or illness, the worker’s name and address, and the nature of the injury or illness.
Disability Records: The Accessibility for Ontarians with Disabilities Act, 2005 requires employers to retain records related to accommodation of employees with disabilities for at least one year after the accommodation has been provided. However, it is generally recommended that these records be retained for as long as the employee is employed, in case of any future issues or disputes.