HR Record Retention Requirements

New Zealand - Summary Chart

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New Zealand

Document

Retention Period

Beginning of Retention Period

Legal Reference

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

Minimum 6 years, general best practice is to retain for 6 years or 2 years after termination (whichever is earlier)

From date of record

Employment Relations Act 2000, Sec. 4B

Time records (work hours, rest periods, vacation/sick/holiday, etc.)

Minimum 6 years

From date of record

Employment Relations Act 2000, Sec. 130-2 and Sec. 224; Wages Protection Act 1983, Sec. 11-2

Performance records (performance reviews, promotions/demotions, licenses/certifications, investigations, disciplinary actions, etc.)

Minimum 6 years (statute of limitation for grievances)

From date of record

Employment Relations Act 2000, Sec. 142

Data and personnel files

Minimum 6 years (statute of limitation for grievances)

From date of record

Employment Relations Act 2000, Sec. 142

Government verification records (work papers, immigration, eligibility to work, etc.)

Minimum 6 years or, the date of validity of the record plus a minimum of 2 years

From date of record

Employment Relations Act 2000; Holidays Act, Sec.81

Collective bargaining/union

Minimum 6 years

From date of record

Employment Relations Act 2000; Holidays Act, Sec.81

Background checks and drug tests

Minimum 6 years

From date of record

Employment Relations Act 2000; Holidays Act, Sec.81

Acknowledgements, policy agreements and required notices

Minimum 6 years (statute of limitation for grievances)

From date of record

Employment Relations Act 2000, Art. 142

Recruitment (interview notes, resumes/CVs, reference checks, etc.)

Minimum 6 years

From date of record

Employment Relations Act 2000; Holidays Act, Sec.81

Tracking/recordings (biometric, geo-location, online tracking, camera recordings, etc.)

Minimum 6 years

From date of record

Employment Relations Act 2000; Holidays Act, Sec.81

Miscellaneous 1

Record of strikes and lockouts: Minimum 6 years

From date of record

Employment Relations Act 2000; Holidays Act, Sec.81

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

Minimum 6 years

From date of record

Employment Relations Act 2000, Sec. 20; Holidays Act, Sec.81

Pension and retirement records

Minimum 6 years

From date of record

Employment Relations Act 2000; Holidays, Act Sec.81

Equity records

Minimum 6 years

From date of record

Employment Relations Act 2000; Holidays Act, Sec.81

PAYROLL/WAGE/TAX RECORDS

Payroll and wage data (payslips, etc.)

Minimum 7 years

From end of tax year to which record relates

Tax Administration Act 1994; Wages Protection Act 1983, Sec. 11-2

Tax records

Minimum 7 years

From end of tax year to which record relates

Tax Administration Act 1994

Miscellaneous 1

KiwiSaver and superannuation records: Minimum 7 years

From end of tax year to which record relates

Tax Administration Act 1994; Wages Protection Act 1983, Sec. 11-2

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

Minimum 6 years (including holiday and leave records)

From date of record

Employment Relations Act 2000, Sec. 142; Holidays Act 2003, Sec. 81-4

Injury and illness incident reports

Work-related personal injury claim files: Minimum 10 years; Records of first-aid provided to mine workers who are seriously injured on job: Minimum 7 years

Work-related personal injury claim files: After last date of action recorded on claim; Records of first-aid provided to mine workers who are seriously injured on job: From date of incident

Accident Compensation Act 2001; Health and Safety at Work (Mining Operations and Quarrying Operations) Regulations 2016, Sec. 129

Medical records

Health monitoring records relating to asbestos-related disease: Minimum 40 years; Other health monitoring records: 30 years

From date of record

Health and Safety at Work (General Risk and Workplace Management) Regulations 2016, Sec. 42

Hazardous material and other exposure records

Mine hazard exposure with delayed effect: Hazard exposure records that are known to have a cumulative or delayed effect: minimum 30 years; Other mine hazard exposure records: minimum 7 years; Health monitoring records relating to asbestos-related exposure: Minimum 40 years; Other health exposure: 30 years

Mine hazard exposure with delayed effect: From date record was made; Other mine hazard exposure records: From date record was made and after end of work at mining operation; Health monitoring records relating to asbestos-related exposure: From date record was made; Other health exposure: From date record was made

Health and Safety at Work (Mining Operations and Quarrying Operations) Regulations 2016, Sec. 127-4; Health and Safety at Work (General Risk and Workplace Management) Regulations 2016, Sec. 32-2

Ultimate Software's HR Compliance Assist team relies on a network of internal and external compliance experts and lawyers to provide clients with best practices and recommendations on topics such as HR document retention, employee data privacy, and HR electronic records. HR Compliance Assist also provides local compliance monitoring and alert services in select countries where Ultimate Software's customers have employees. HR Compliance Assist is a service exclusively available to Ultimate Software customers.

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