Document Scanning and Document Management for Labor Unions

Why Scanning, Digitization, and EasyFile Matter for Labor Unions

Labor unions are responsible for extensive record-keeping, from membership data to financial records and meeting minutes, as required by the Labor-Management Reporting and Disclosure Act (LMRDA). Maintaining accurate and secure records is not only essential for LMRDA Compliance but also critical for effective representation, negotiations, and administration.

With CASO’s EasyFile Document Management Solution, unions can securely store and easily access all scanned documents in one centralized location, ensuring quick retrieval, advanced search capabilities, and full compliance with recordkeeping requirements.

LMRDA Recordkeeping and Document Retention Requirements for Unions

Under the LMRDA, labor unions must retain financial records and election-related documents for up to five years. Union officers, including the president and treasurer, are responsible for adequate union document retention and management. Required records include:

• Receipts and disbursement journals
• Cancelled checks, bank statements, and vouchers
• Internal union financial reports, payroll records, and meeting minutes
• Membership records, tax documents, and grievance histories Additional records include:
• Credit card statements and itemized receipts
• Member ledger cards for both current and former members
• Union financial records and supporting documents
• Health and safety compliance records

By digitizing records and storing them in EasyFile, labor unions can ensure compliance with union recordkeeping laws, improve document accessibility, and reduce the burden of physical document storage.

CASO’s Document Scanning, Digitization, and EasyFile Services for Unions

CASO’s Labor Union Document Scanning Services and EasyFile Document Management Solution are tailored to meet the needs of unions, focusing on:

• Secure digitization of union documents for better compliance and management
• Indexing union records for easy search and retrieval within EasyFile
• Secure, centralized document storage in EasyFile to support ongoing union recordkeeping requirements

Many unions have trusted CASO to digitize millions of records, converting microfilm and paper documents into searchable digital formats. With EasyFile, these records become accessible, searchable, and securely stored, significantly reducing the time and cost associated with union document management and file retrieval.

Sample Labor Union Document Retention Periods

Labor unions often require long-term document retention. Here are some examples:

• Financial Records: 7 years
• Collective Bargaining Agreements: Permanent
• Union Grievance Files: Up to 7 years post-resolution
• OSHA Compliance Records: Up to 30 years after exposure or termination
• Payroll Records for Unions: 7 years

Benefits of Digitizing and Storing Union Records in EasyFile with CASO

Unions that digitize and store their records with CASO and EasyFile gain benefits like:

• LMRDA Compliance: Meet all union record retention and document storage requirements
• Efficiency: Rapid union document access reduces administrative burdens
• Cost Savings: Lower union recordkeeping costs through a streamlined digital solution

CASO Document Management is committed to helping labor unions with document scanning and EasyFile document management solutions for all compliance, retention, and document management needs. Reach out to us to learn how our scanning and EasyFile services can support your union’s recordkeeping and compliance efforts.