Rhode Island bill expands employer personnel record retention and increases violation penalties

Original title: AN ACT RELATING TO LABOR AND LABOR RELATIONS -- INSPECTION OF PERSONNEL FILES (Expands the obligations of employers to create, maintain and retain their employees' personnel records, it requires that records be retained for at least 3 years after employee's termination. It also increases the financial penalties for each violation.)

Last action · February 5, 2026: Committee recommended measure be held for further studySponsors: Evan Shanley and 6 others

Companion · S 2498same policy, Senate version

Bill progressHistory & official text ↓

Introduced

Committee

Floor Vote

Passed

Law

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What This Bill Proposed

Employers in Rhode Island are required to create, maintain, and retain employee personnel records for at least three years after an employee's termination under a newly proposed labor bill, which also increases financial penalties for violations.

Why it matters

The measure establishes a fixed post-termination timeline for document retention and alters the financial liability employers face for failing to comply with personnel file rules.

Who It Would Have Affected

Groups the bill's text would have affected, as described in the record. Being affected is not a position for or against it.

Directly affected

Employers

Employers must comply with extended record retention mandates and face increased financial penalties for violations.

Directly affected

Employees

Employees have guaranteed access to preserved personnel records for an extended period following termination.

Key Facts

Employers are required to create, maintain, and retain employee personnel records.
Personnel records must be retained for at least 3 years following an employee's termination.
Financial penalties for each violation of personnel file rules are increased.

Frequently Asked Questions

How long must employers keep personnel records after an employee leaves?

Employers must retain records for at least 3 years after an employee's termination.

What happens to penalties for violations under this measure?

The financial penalties for each violation are increased.

What else do you want to know?

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Where This Stands

This bill did not become law - Died at adjournment · in House committee.

Procedural history

3 actions

Feb 5, 2026
Committee recommended measure be held for further study
Jan 30, 2026
Scheduled for hearing and/or consideration (02/05/2026)
Jan 30, 2026Introduced
Introduced, referred to House Labor

Version history

Only one version on file - nothing to compare yet. As later stages (committee substitute, engrossed, enrolled) are captured, the redline appears here.

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