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Employee Records

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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. Here's more about the employee records an employer will want to retain and make accessible to employees, and sometimes, to their supervisors.

  • A personnel file is maintained for each employee. These personnel files contain confidential documents and are managed and maintained by Human Resources staff. Personnel files are the main employee records utilized by the employer, the employee, and the employee's manager.

    Typical documents in a personnel file include the employment application, a family emergency contact form, documented disciplinary action history, a resume, the employee handbook receipt employee signoff, at-will employer sign off sheets, current personal contact information about each employee, and job references. Not all personnel files contain the same documents but each personnel file has some documents that are the same.

  • Payroll files also maintain employee records. Payroll files contain a history of the employee's jobs, departments, compensation changes, garnishments, loans, and other information essential to paying an employee and keeping a copy of the employee's compensation history.

  • An employee medical file is also maintained. The employee records in the medical file are not available to anyone except Human Resources designated staff and the employee whose records are retained in the file. Medical files, because of the confidentiality of the employee records, receive the highest degree of safe storage and confidentiality.

  • I-9 Files house employee records that are maintained for all employees in one file that is separate from other employee records. Employers keep this employee record separate from other employee records to maintain employee confidentiality from government officials and other entities who are authorized to review employee I-9s.

Employees may view their employee records by contacting a Human Resources staff person during normal business hours. No employee may alter or remove any document in his or her records which must be viewed in the presence of an HR staff person.

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