What Should Be Kept in Personnel Files?

There are many different types of information you collect for each employee, which is why it is important to keep organized personnel files.  But what exactly should be kept in the personnel files?  Below is a list of some of the different pieces of information that should be contained within the personnel file.

·         Employment application and resume

·         Offer letters and signed agreements, such as employment agreements or contracts

·         Basic employment data, such as the W-4

·         Performance evaluations

·         Job description

·         Employment status changes

·         Continuing education and certification documents

·         Awards and recognition letters

·         Performance management, including disciplinary notices

·         Exit interview information

·         Termination documentation, such as a resignation letter

All medical information on any employee should be kept in a separate file and only accessible to those that must have access to this information.  The type of medical information that should be kept in a medical file includes any Workers’ Compensation information, Family and Medical Leave Act forms, Leaves of Absence forms, and the Americans with Disabilities Act information.

Additionally, the I-9 Form should be filed alphabetically and kept in a completely separate file from the medical or personnel file. 

It is important to remember that all employee files are subject to audits or legal proceedings; thus, it is critical to ensure that your personnel files are kept neat and organized, containing only the required documents inside of them.  A good practice is to hold your own audit of the personnel files at least once a year, purging terminated employee files from the current files and storing them elsewhere for the retention period. During the annual audit, you could also make sure all of the employee records are up-to-date and complete, making sure you are storing the same information for each employee.

Keeping neat and tidy personnel files with only the documents that are to be stored inside of each folders will make it easier to review your company’s employee information, either by you or an audit team.