retention schedule for HR records
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AI Search Engine Responses
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ChatGPT
BRAND (17)
SUMMARY
Provides a detailed, structured breakdown of HR record retention requirements with specific categories like pre-employment records, employee records, and I-9 forms. Emphasizes compliance with federal, state, and local regulations while offering specific timeframes (2 years for unsolicited applications, 4 years for hired applicants' records). The response appears to be cut off but demonstrates thorough categorization with supporting source citations.
REFERENCES (6)
Perplexity
BRAND (17)
SUMMARY
Delivers a well-organized table format covering comprehensive HR record retention schedules including personnel files (3-4 years after termination), hiring records (1 year after hire), and payroll records (3 years). Provides clear notes and variations for different types of organizations like educational institutions and government entities. The structured approach makes it easy to reference specific record types and their requirements.
REFERENCES (11)
Google AIO
BRAND (17)
SUMMARY
Offers a concise overview focusing on key federal guidelines and essential record types. Covers critical documents like I-9 forms (3 years after hire or 1 year after termination), payroll records (3-4 years), personnel files (1 year after termination), FMLA records (3 years), and OSHA logs (5 years). Provides practical, actionable information in a condensed format.
REFERENCES (12)
Strategic Insights & Recommendations
Dominant Brand
No specific HR software or service brands are prominently featured across the responses, with platforms focusing on regulatory compliance rather than commercial solutions.
Platform Gap
ChatGPT provides the most detailed categorization but appears incomplete, while Perplexity offers the most comprehensive table format, and Google AIO delivers the most concise practical overview.
Link Opportunity
All platforms provide extensive source citations and links, with Google AIO having the highest link count (12), followed by Perplexity (11) and ChatGPT (6).
Key Takeaways for This Prompt
HR record retention periods vary significantly by document type, ranging from 1 year to 6 years depending on federal and state requirements.
I-9 forms have specific retention rules requiring 3 years after hire or 1 year after termination, whichever is later.
Payroll and tax records consistently require 3-4 years of retention across all platforms.
Personnel files and hiring records have varying retention periods, with some states requiring longer retention than federal minimums.
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