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Florida Records: What you need to know

The information provided here highlights some of the more important recordkeeping requirements that apply to most employers in Florida, regardless of industry. There may be other state recordkeeping requirements that are specific to certain businesses or industries. In addition, there are many federal statutes that require employers to keep certain records related to employment. Additional information on federal recordkeeping requirements is available.
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Employers should keep in mind that the time period for retaining records set forth in the various statutes are minimums. Since these records are critical to the employer if its compliance with federal or state law is questioned or if it must defend itself against employment-related litigation, employers may want to retain employment-related records for longer periods. Moreover, the penalties for not keeping required records may be severe.
Covered employers. All employers of minors who are 17 years of age or younger are subject to the state recordkeeping requirements.
Required. Employers must keep on file proof of the age of minors; for instance, copies of driver's licenses, birth certificates, passports, visas, or age certificates issued by the school district in which the minor is employed. In addition, if a minor is employed in a hazardous occupation pursuant to a written agreement and subject to the minor being enrolled in a vocational program, the written agreement must be kept on file.
To be retained. Documents must be kept on file during the period of the minor's employment (FL Stat. Sec. 450.045, 450.161).
Covered employers. All employers are subject to the recordkeeping requirements.
Required.

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Record retention is complex and time consuming. However, in addition to complying with various federal and state laws, keeping good, well-organized records can be very helpful in documenting and supporting an organization’s employment actions.
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This special report will discuss how you can ensure your records are in good order, and establish a record-retention policy.

Topics covered:
1. Hiring Records
2. Employment Relationships
3. Termination Records
4. Litigation Issues
5. Electronic Information Issues
6. Tips for Better Recordkeeping
7. A List of Legal Requirements

Make sure you have the information you need to know to keep your records in order.