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Personnel Records
Every employer maintains personnel records to document the employment relationship with employees. Personnel records range from employee recognition letters to job applications to personnel files. Personnel records provide a paper trail of an employee's background, experiences, history, accomplishments, goals, feedback, disciplinary action (if any), recognition, and promotions, to name just a few personnel records. Find out more about personnel records and see examples of personnel records.
Personnel Files
An employee personnel file is an employers’ saved documentation of the history and status of the entire employment relationship with an individual employee. The employer maintains this employment documentation in a personnel file for three reasons. Multiple personnel files are maintained for each employee. Find out more about employee personnel...
What Employers Should Not Keep in Personnel Records
Employers should never place particular items in your general personnel records. The contents of your personnel files and records are generally accessible to Human Resources staff, the employee, and the employee’s manager and supervisor. The contents of the personnel records can be subpoenaed by lawyers for lawsuits and EEOC complaints. A...
Medical File and Medical File Contents
The employee medical file is the repository for everything that has to do with health, health benefits, employee health-related leave, and benefits selections and coverage for the employee. Because the medical file contains sensitive and confidential information, it must reside in a safe, locked, inaccessible location. Access to employee medical...
Payroll File Contents
The employee payroll file is the repository for everything that has to do with an employee's pay check. The main reason to create a payroll file is to limit access to other employee confidential information. The payroll file enables accounting staff to pay the employee without accessing employee confidential information. Accounting staff can...
I-9 File Contents
Filling out an I-9 form on every employee is required by the U.S. Citizenship and Immigration Services (USCIS), formerly the INS. You may want to keep all employee I-9 forms in a separate personnel file for these reasons.
Personnel File Overview
An employee personnel file is an employers’ saved documentation of the history and status of the entire employment relationship with an individual employee. The employer maintains this employment documentation in a personnel file for three reasons. Multiple personnel files are maintained for each employee. Find out more about employee personnel...
Personnel File Policy Sample
The Company maintains three employee files for each employee. The files maintained include the personnel file, the payroll file, and the medical records file. Employees may access their personnel file by contacting Human Resources staff. See more about personnel files in this sample personnel file policy.
Employee Records
Want to know what employee records to maintain as an employer? The employer maintains three employee record files for each employee. Additionally, the employer maintains other employee record files for all employees. See more about the employee records an employer will want to retain.
Personnel File Access Policy
All employees, former employees, and representatives of employees may view certain documents from their personnel file with advance notice to Human Resources staff. Documents that relate to the employee's qualifications for hire may be viewed. Documents that may not be reviewed are also described.
I-9 (Employment Eligibility Verification)
The Employment Eligibility Verification (I-9) is the form that is required by the Department of Homeland Security - U.S. Citizenship and Immigration Services to document eligibility for employment in the United States. All employees, citizens and noncitizens, hired after November 6, 1986, must complete Section 1 of this form at the time of...