What do your personnel files look like?
Squishypig
73 Posts
I am just curious to see how other companies set up their personnel files. I work in the corporate office for a local restaurant chain. We have 4 compnay owned stores with a total of about 300 employees.
The corporate office has the file for each employee set up like this:
- Main file with new hire paperwork, tax forms, evaluations, tests, general information.
- I-9s in a binder in ABC order separated out according to store
- Health questionnaires in one folder, in ABC order according to stores (I don't particularly care for this but more on that later...)
- Benefit file for each employee
The stores also have satellite files with tests, general info, copies of evaluations, work permits and incident reports. All other info is sent to corporate office.
My problem is that some of the stores get doctor's notes from their employees when they have been out sick. They throw these in the employees files. Would that be considered health information? I feel that they should send it to me to put in the corporate file, but I do not feel comfortable putting it in the main file. At my old job, we had health files on every employee that contained at the least, the worker's comp health questionnaire. Of course there were only about 45 employees. Since the method that we have for the questionnaires here does not allow for that (one mass folder per store), I cannot put it with what I consider their "health information". I would have create separate health files for each employee but that would be over 300 files of just health questionnaires and a handful with doctor's notes and such. Am I being overly anal about these files and the notes should be kept in the store's files or should I create files for every employee?
The corporate office has the file for each employee set up like this:
- Main file with new hire paperwork, tax forms, evaluations, tests, general information.
- I-9s in a binder in ABC order separated out according to store
- Health questionnaires in one folder, in ABC order according to stores (I don't particularly care for this but more on that later...)
- Benefit file for each employee
The stores also have satellite files with tests, general info, copies of evaluations, work permits and incident reports. All other info is sent to corporate office.
My problem is that some of the stores get doctor's notes from their employees when they have been out sick. They throw these in the employees files. Would that be considered health information? I feel that they should send it to me to put in the corporate file, but I do not feel comfortable putting it in the main file. At my old job, we had health files on every employee that contained at the least, the worker's comp health questionnaire. Of course there were only about 45 employees. Since the method that we have for the questionnaires here does not allow for that (one mass folder per store), I cannot put it with what I consider their "health information". I would have create separate health files for each employee but that would be over 300 files of just health questionnaires and a handful with doctor's notes and such. Am I being overly anal about these files and the notes should be kept in the store's files or should I create files for every employee?
Comments
Margaret Morford
theHRedge
615-371-8200
[email]mmorford@mleesmith.com[/email]
[url]http://www.thehredge.net[/url]
We keep another separate folder for benefit related forms and records. Insurance, 401k etc.
Fortunately, I only have one location to worry about.