What should personnel files contain

Maintaining personnel files is an important part of being an employer and protecting yourself from liability. You can store all employee documents in an online database and collect electronic signatures with ease. The files are stored on a secure server and are accessible even after the employee leaves the company.

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Fit Small Business content and reviews are editorially independent. We may make money when you click on links to our partners. Learn More. Before you dive in, please download the free employee file folder checklist and personnel file audit checklist below so you can follow along: Download employee file folder checklist as a DOC or PDF file Download personnel file audit checklist as an XLS or PDF file Legally Required Documents to Keep in Personnel Files There are eight employee-related HR documents that every personnel file must contain, which include legal employment records—such as payroll tax forms and employee-employer agreements.

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Was this article helpful? Yes No. Feedback Yes No. Expense management: how to get it right in your business. Published on 16 Sep What should be in an employee file? Blog HR Management What should be in an employee file?

What to keep in employee files Employee file contents will vary from person to person, but we think there are a few key aspects that should be included. Find out more. Like our style? X Get free employment law alerts Keep up to date with employment law changes that might affect your business. I'm happy to hear from citrusHR about improving HR in my business.

These include documents that contain information such as date of birth, marital status, dependent information, Social Security number, immigration status, national origin, race, gender, religion, sexual orientation and criminal history. It is common for employers to have a "confidential" or "other" file that contains these records. You may be trying to access this site from a secured browser on the server.

Please enable scripts and reload this page. Reuse Permissions. Page Content. Tip: A common recommendation is to keep I-9 forms separate from all other records. Some employers choose to use a binder system for all employee I-9 forms maintained alphabetically and separated by current or terminated status. A similar system could be used for employee benefit enrollment forms that do not contain any personal employee medical information and beneficiary forms.

Records and Reports. You have successfully saved this page as a bookmark. These laws include:. In particular, performance related documents need to be filed and saved, with access typically limited to the HR department. In some situations, there is a requirement for the employer to report the employee issue to a particular agency or regulatory body. If the parameters of the job should change, updated descriptions should be added to the personnel file.