I-9 records management schedule

asked on October 17, 2019

My organization is accountable to the Library of Virginia (LVA) for records management, so we follow their Record Series schedules. I'm an IT type, not an HR type so as I'm implementing records management with Laserfiche, I find myself confused on how to handle I-9 forms.

An I-9 form for an employee that is with the organization for less than 2 years has one Record Series number, with a defined retention period, but if they are with the organization for 2 or more years, it's given a different Record Series number and retention schedule.

From what I know of Laserfiche Records Management, this could have been easily handled with just one Record Series number with an alternate retention schedule, depending on either the termination date for employees that have separated from the organization, or for active employees the time elapsed since the hire date.

However, I have two different Records Series, with different retention schedules for the same document based upon the length of employment.

I don't see a way to handle this with Laserfiche Records Management (i.e. not employing some sort of Workflow).

Has anyone dealt with this situation before? If so, how do you handle it?

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replied on October 17, 2019

When setting up your retention schedules, you can define an alternate retention event that will apply a different retention schedule. So, perhaps you could start all documents with the longest retention schedule. If the person leaves before 2 years, you can apply a "Left before 2 years" event that would trigger the shorter retention schedule.

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replied on March 19, 2020

Definitely true, but my problem is that I have to move the records from one record series into a different record series as well.

But, you cleared my thinking a bit by mentioning that the alternate retention schedule would be named differently, so it might not be as hard as I thought to have a Workflow come by after the fact (i.e. run on a scheduled basis), checking for records in series "1" that now belong to series "2" due to the alternate retention applied to the record and making sure that happens.

So thank you for that! ;-)

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