Compliance · Retention · July 2026
How long must you retain attendance records? US vs Japan
Direct answer
US FLSA rules commonly require three years for payroll records and two years for supplementary time records (DOL Fact Sheet #21). Japan's Labor Standards Act requires employers to retain wage-related records for three years (労働基準法第109条). Always layer state, local, and industry rules on top.
Retention is where US and JP teams confuse each other — "seven years" finance habits vs FLSA minimums vs Japan's three-year wage record rule. Cite primary law, then archive exports consistently.
⚖️ This article is general information only — not legal advice. Consult qualified counsel for your jurisdiction, industry, and workforce. StaffiX does not provide legal or compliance certification.
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United States baseline
DOL: payroll records — three years; records on which wage computations are based — two years. IRS and state tax authorities may expect longer retention for tax-related documents — separate from FLSA.
Japan baseline
Labor Standards Act Article 109 requires employers to preserve wage ledger and related records for three years. Time records supporting wage calculation fall within wage recordkeeping obligations.
Cross-border practice
Multinationals often adopt the longest applicable period company-wide for simplicity — but document the legal basis. Export monthly CSV from your attendance system to immutable storage (S3, Google Drive with retention policy).
Primary sources
- DOL Fact Sheet #21 — Recordkeeping Requirements Under the FLSA — U.S. Department of Labor
- 労働基準法（第109条）— e-Gov Japan — e-Gov / 日本法令
How StaffiX supports this (factual)
StaffiX CSV exports include timestamped attendance, breaks, and approved leave suitable for archival. Configure your retention policy in storage; StaffiX enterprise can discuss export automation and access controls with your security team.
FAQ
Can we delete records after three years everywhere?
Not automatically — check state US laws, industry regulators, and active litigation holds.
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