Benefits records: what to keep and how to stay organized
Organize records by plan, period, and event so the right document can be found without searching personal inboxes.
In this guide · 5 sections
01
Start with a simple inventory
Start with a simple inventory of plan documents, employee communications, election records, notices, invoices, and administrative correspondence. The exact records and retention rules vary.
02
A shared structure by plan and plan period
Create a shared structure organized by plan and plan period. Within it, separate governing documents, communications, enrollment activity, and event-specific records.
03
Limit access
Limit access according to the sensitivity of the information. Benefits files can contain personal or health-related details that do not belong in general personnel folders.
04
Name one owner and a backup
Name one owner for the structure and a backup. Set a regular check to archive expired material, preserve what must be kept, and verify that current documents are easy to identify.
05
This guide is general orientation, not legal advice
Confirm current requirements with your plan documents, carrier, broker, or counsel.
