HR AI Skill

Document & Records Management

Manage HR document repository, e-signatures, retention, and compliance. Triggers: 'hr document management', 'personnel file', 'document retention', 'hr records compliance', 'e-signature request', 'document audit', 'hr file access', 'record purging', 'retention policy', 'legal hold', 'file access', 'document destruction', 'eDiscovery'

Document & Records Management

Overview

Organize, secure, and retain all HR documents compliantly including personnel files, contracts, I-9s, and policy acknowledgments. Ensure eDiscovery readiness and regulatory compliance.

Workflow

Document Lifecycle Management

Creation & Capture:

Standardize templates for all HR documents
Automated generation from HRIS data
Scan and digitize physical documents (with OCR)
Metadata tagging for easy retrieval

Storage & Organization:

Centralized repository with folder structure:
Employee personnel files (confidential)
Policy documents (public/internal)
Contracts and agreements
Compliance records (I-9s, OSHA logs, EEO reports)
Training records
Disciplinary files
Role-based access controls
Version control for all documents

Review & Approval:

Workflow routing for document approvals
E-signature integration (DocuSign, Adobe Sign)
Audit trail for all changes and access

Retention & Disposition:

Automated retention scheduling per document type
Legal hold capability for litigation
Secure destruction when retention expires
Annual retention audit

Personnel File Management

Central File (accessible to HR and authorized managers):

Job offer and acceptance
Performance reviews
Training records
Promotions and transfers

Confidential File (HR access only):

Medical information (FMLA, accommodations)
Disciplinary actions
Complaints and investigations
Background check results
Salary and compensation data

I-9 File (separate from personnel file):

Form I-9 (Section 1 & 2)
Supporting documentation copies
E-Verify results

eDiscovery Readiness

Legal Hold:

Identify and preserve relevant documents
Suspend automated purging for affected records
Document preservation scope and timeline

Production:

Search and export relevant documents
Redact privileged/confidential information
Maintain chain of custody documentation

Compliance Audits:

Regular internal audits of document practices
External audits as required by regulation
Remediation of identified gaps

Templates

Document Retention Schedule

HR Document Retention Schedule
===============================
Jurisdiction: [US Federal + applicable state]
Last Reviewed: [Date]

Document Type          | Min. Retention | Trigger        | Storage       | Disposition
-----------------------|---------------|---------------|---------------|------------------
Personnel Files        | 7 years post-employment | Separation  | Encrypted digital | Secure delete
I-9 Forms             | 3 years after hire or 1 year post-separation (whichever later) | Hire/Separation | Separate file | Secure destroy
Performance Reviews   | 7 years post-employment | Separation  | Encrypted digital | Secure delete
Compensation Records  | 7 years       | Annual update | Encrypted digital | Secure delete
Training Records      | 3 years       | Completion    | Digital | Archive
Disciplinary Files    | 7 years post-employment | Separation  | Confidential | Secure delete
Medical Records       | 7 years post-employment | Separation  | Confidential | Secure delete
Employment Apps/Resumes (hired) | 1 year post-hire | Hire    | Digital | Secure delete
Employment Apps/Resumes (not hired) | 1 year | Application close | Digital | Secure delete
EEO/OFCCP Records     | 2 years       | Annual update | Digital | Secure delete
OSHA 300 Logs         | 5 years       | Calendar year end | Digital | Archive
Policy Acknowledgments | 7 years post-employment | Separation | Digital | Secure delete
Background Checks     | 3-7 years (varies by state) | Check date | Confidential | Secure delete
Workers' Comp         | 7 years post-employment | Separation | Digital | Secure delete

Document Access Control Matrix

Role                  | Personnel Files | Confidential Files | I-9 Files | Policy Docs | Compliance Records
----------------------|-----------------|-------------------|-----------|-------------|-------------------
HR Director          | Full            | Full              | Full      | Full        | Full
HR Generalist        | Read/Edit       | Read/Edit         | Read/Edit | Read        | Read/Edit
HR Coordinator       | Read/Edit       | Read              | Read/Edit | Read        | Read
Hiring Manager       | Read (own team) | None              | None      | Read        | None
Employee             | Read (self)     | None              | None      | Read        | None
External Auditor     | Read (scoped)   | None              | Read      | Read        | Read
IT Admin             | None            | None              | None      | None        | None (infra only)

Edge Cases

| Scenario | Handling | |----------|----------| | Employee requests their file copy | Provide copy per state law; exclude confidential notes, investigation details | | Litigation pending | Place legal hold immediately; preserve all related documents | | State-specific retention laws | Maintain jurisdiction-specific retention rules (CA, NY, IL differ) | | Physical document transition | Scan with OCR; verify accuracy; securely destroy originals; document destruction | | Former employee document access | Terminate access immediately upon separation; retain records per schedule | | GDPR data subject request | Locate, provide, or delete personal data within 30 days | | Natural disaster/backup | Off-site encrypted backups; test recovery procedures annually | | M&A due diligence | Secure transfer of personnel records; verify compliance of acquired company |

Integration Points

Document management: DocuWare, M-Files, SharePoint, Box, Google Drive
E-signature: DocuSign, Adobe Sign, HelloSign
HRIS: Workday, BambooHR, Rippling (source of truth for employee data)
Records management: Iron Mountain, Shred Everything
eDiscovery: Relativity, Nuance
DLP tools: Prevent unauthorized document access/sharing
Backup/DR: Encrypted cloud and off-site backup systems

Best Practices

Separation of concerns: Keep confidential files separate from general personnel files
Access minimization: Principle of least privilege for all document access
Regular audits: Quarterly access audits; annual retention audits
Training: HR staff trained on document handling and privacy requirements
Digital-first: Minimize physical documents; scan everything that arrives in paper
Consistent naming: Standardized naming convention across all HR documents
Change management: Document process changes; update retention schedule as laws change

Disclaimer: All rights reserved by Circulos AI. These skills are specifically designed for Claude Code, Claude Cowork, Codex, and OpenClaw. When using or referencing any skill, please provide proper attribution to Circulos AI.