Your company collects a lot of data about an employee
and what you do with it is very important to both you and to your
employee. A lot of the information you collect is
"confidential" so careful control and restricted access to the
data is important. Here is my suggestion as to what information
should be kept in your company's Personnel Files:
- Employment applications,
resumes and offer letters
- Basic employment data,
including current and past Form W-4s
- Job description (if one
exists)
- Signed agreements, such as
employment agreements or contracts
- Employment status changes
- Employment test documents
that were used in making employment decisions
- Continuing education
documents such as courses, conferences or tuition assistance requests
- Awards and recognition
letters
- Performance evaluations
- Disciplinary notices
- Exit interview information
- Termination documentation
- Information pertaining to participation
in benefit programs. Benefit information can be kept in a
separate medical file, payroll file or sometimes, this personnel file
Other
information -
An employee’s medical
information must be kept in a separate file and maintained in a secure
place with only “need-to-know” access. Examples of medical information include
Family Medical Leave Act information, Americans with Disabilities Act
information and Workers’ Compensation information.
We suggest that I-9s be kept alphabetically in a separate file
because it is easier to maintain and, in the case of an audit, the
investigator cannot go fishing through employee files for other
information.
Your files on employees are discoverable
during an audit or in a legal proceeding.
