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retention schedule for HR records

informationalLegal & ComplianceAnalyzed 07/01/2025

AI Search Visibility Analysis

Analyze how brands appear across multiple AI search platforms for a specific prompt

Prompt Report Analysis Visualization
High Impact

Total Mentions

Total number of times a brand appears

across all AI platforms for this prompt

Reach

Platform Presence

Number of AI platforms where the brand

was mentioned for this prompt

Authority

Linkbacks

Number of times brand website was

linked in AI responses

Reputation

Sentiment

Overall emotional tone when brand is

mentioned (Positive/Neutral/Negative)

Brand Performance Across AI Platforms

3
Platforms Covered
0
Brands Found
0
Total Mentions
No Brands Found
No brands were mentioned in the AI platform responses for this prompt.
Referenced Domains Analysis
All 13 domains referenced across AI platforms for this prompt
ChatGPT
Perplexity
Google AIO
ChatGPT:
0
Perplexity:
2
Google AIO:
0
2
ChatGPT:
0
Perplexity:
1
Google AIO:
1
2
ChatGPT:
0
Perplexity:
1
Google AIO:
1
2
ChatGPT:
0
Perplexity:
1
Google AIO:
0
1
ChatGPT:
0
Perplexity:
0
Google AIO:
1
1
ChatGPT:
1
Perplexity:
0
Google AIO:
0
1
ChatGPT:
1
Perplexity:
0
Google AIO:
0
1
ChatGPT:
0
Perplexity:
1
Google AIO:
0
1
ChatGPT:
0
Perplexity:
1
Google AIO:
0
1
ChatGPT:
1
Perplexity:
0
Google AIO:
0
1
ChatGPT:
0
Perplexity:
0
Google AIO:
1
1
ChatGPT:
0
Perplexity:
1
Google AIO:
0
1
ChatGPT:
1
Perplexity:
0
Google AIO:
0
1

Strategic Insights & Recommendations

Dominant Brand

No specific brands are prominently featured across the responses, as the content focuses on federal regulations and compliance requirements rather than commercial solutions.

Platform Gap

ChatGPT provides the most comprehensive coverage with 17 document types, while Google AIO offers a concise overview and Perplexity focuses on compliance and security aspects.

Link Opportunity

There are opportunities to link to HR compliance software providers, document management systems, and legal consultation services that help organizations maintain proper retention schedules.

Key Takeaways for This Prompt

Personnel files must be retained for 3-7 years after employee termination, with state variations affecting exact timeframes.

I-9 forms have specific retention requirements of 3 years after hire or 1 year after termination, whichever is later.

OSHA medical and exposure records require the longest retention period at 30 years beyond employment duration.

Secure storage and proper disposal procedures are essential for protecting sensitive employee information and maintaining compliance.

AI Search Engine Responses

Compare how different AI search engines respond to this query

ChatGPT

7402 Characters

SUMMARY

Provides comprehensive HR record retention guidelines covering 17 different document types with specific timeframes. Key requirements include: personnel files (3-7 years after termination), payroll records (3 years minimum), I-9 forms (3 years after hire or 1 year after termination), FMLA records (3 years), OSHA records (5-30 years), and benefit plan records (6 years). Emphasizes state-specific variations and best practices for secure storage and consistent application across organizations.

Perplexity

2980 Characters

SUMMARY

Details HR record retention requirements with specific focus on compliance and security. Key retention periods include personnel records (4-6 years post-termination), payroll records (3 years), I-9 forms (3 years after hire or 1 year after termination), benefit plans (6 years), OSHA logs (5 years), and military leave records (indefinite). Emphasizes secure storage, proper disposal methods, and the importance of reviewing both federal and state regulations for complete compliance.

Google AIO

1050 Characters

SUMMARY

Outlines essential HR record retention periods ranging from 1-7 years after termination. Highlights key documents including personnel files (4 years), recruitment records (1 year), I-9 forms (3 years after hire or 1 year after termination), medical records (3-6 years), and payroll records (4 years, some states require 6). Notes that dispute-related records may require longer retention periods beyond standard timeframes.

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