Organizing Employee HR Files

In Human Resources Departments, it is sometimes hard to know where to store employee information - especially when you are dealing with employee records and [insert hokey movie music: dum dum dum dum…] the government.  Questions about filing employee personal and job information start to arise. What exactly goes in a “personnel file”?  What other kinds of files do you even need?

It’s up to each company to decide how many kinds of files they need to create.  The key question to ask is Who has access to information contained in the file??  Should the information contained in the file be protected from those working outside Payroll and HR?

Protected information should never be included in a “personnel file”.  Protected information includes, but is not limited to:

  • Date of birth
  • Social Security Number
  • Marital status
  • Dependent information
  • Sex
  • Ethnic/Race/National Origin, including I-9 forms
  • Medical information, including drug test results, doctor notes, insurance forms
  • Workers Comp information
  • Financial, criminal, or background history, including reference checks
  • Employment verification requests
  • Garnishment or child support orders

Information that is not considered protected could be viewed by supervisors, managers, administrators, as well as Payroll and HR.  This information should be included in a regular:

  • Job description
  • Job offer and job change (promotion, transfer, demotion, pay changes, etc)
  • Awards and disciplinary actions
  • Performance evaluations
  • Termination documentation

When determining what to file and where to keep it, use this as your Go To list for a quick reference. For more assistance in managing your personnel data, fill out the form to the right for a free demo of Optimum’s HR Software today.

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Director of Human Resource Sherri Pappas, B & B Distributors, Inc.

Large variety of reports. Great Year-end and Quarterly Tax Filing. Detailed user manuals and customer support. Quick answers to problems. Great value for the system you receive.