Ontario new record retention rules that affect employers are starting January 1, 2026.
From here, employers in Ontario must follow updated standards for storing and managing recruitment records under the Employment Standards Act (ESA).
To stay compliant, secure, and ready for audits, this article will guide you through everything you need to know about these new rules and how to prepare effectively.
Let’s get started.
Starting in 2026, employers in Ontario will be required to retain recruitment records for three years after a job posting ends.
This includes:
Records must be easy to access, accurate, and stored securely to comply with ESA standards.
Employers should back up the information, label it clearly, and make sure it can be found during an inspection or legal request.
If you need help with the right systems, check out the benefits of outsourcing HR.
HR partners like TROIS Collective can assist you in setting up secure data management systems that make compliance easier.
Record retention is a key part of HR compliance and managing risk, even if it doesn’t sound exciting.
If employers fail to follow these record-keeping rules, they may face fines or struggle to respond to government audits and employee disputes.
So, keeping good records also promotes fairness, equality, and accountability in the organization.
In addition to compliance, effective record retention:
This new compliance is a great opportunity to enhance your recruitment systems with strong HR strategies and employee retention, as consistency leads to better HR outcomes.
Employers should start updating their systems now to avoid last-minute stress.
We have implemented certain measures with our clients that we suggest you adopt as well:
Good record retention practices can also improve your efficiency.
For example, linking your ATS with performance systems can help you track candidate quality over time.
Having a good record retention policy helps you stay compliant and makes your organization more organized and transparent.
You can also:
At TROIS Collective, we help growing organizations create efficient, compliant, and secure HR systems that follow Ontario’s new laws.
Our HR consultants can assist you with:
1. Reviewing your current documents and hiring practices.
2. Designing a record retention policy that meets ESA standards.
3. Suggesting HR technology (like ATS or HRIS) to automate tracking.
4. Training your team on privacy, security, and compliance best practices.
If you want to get ready before 2026, contact TROIS Collective today.
In Ontario, employers with 25 or more employees must keep job postings, candidate applications, and communications after interviews for at least three years after a job posting closes.
Keeping records helps employers follow the law, protects them during audits, and promotes transparency in hiring.
Employers need to keep all job postings, application forms, and communication records (like interview feedback and outcome notifications) for three years after the job posting closes.
Small businesses can prepare by setting up digital filing systems, controlling access to documents, and creating clear timelines for keeping records.
We assess your current processes and design documentation systems that meet the new requirements.
We also recommend HR software solutions and train your staff to manage data securely and efficiently.
Starting January 1, 2026, Ontario’s new record retention rules require employers with 25 or more employees to keep job postings, applications, and candidate communications for three years.
These rules help employers follow the law, promote transparency, and reduce risks, allowing Ontario employers to create fair and consistent hiring practices.
To improve your compliance, contact TROIS Collective.
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