Help with Employee Personnel Filing
jillbartlett 6 Posts
I am somewhat new to HR and new to the company I am employed at. My first project is making sure our employee personnel files are in order. Can someone direct me to a website or point me in the direction of a guideline of what folders I should have set up for each employee and what should be contained in each folder? Thank you!
If you have a membership to this website, HR.blr.com, they have some good information. If you don't then you may want to look into it. They have a lot of good information for those that are new to HR.
Just as a general guideline here are some of the things that should be in the file - application, job description, offer letter, pay plan or change in pay information, performance reviews, acknowledgement for handbook, etc.
Things that should not be - medical records (should be in a separate file, I also put my benefits information in this file), I-9s (should be in a separate file, I actually have mine in a binder), garnishments, confidential investigations (like sexual harassment).
Where do you keep the result of a background investigation?
Here is the breakdown we use for our filing – it can be difficult to get this going since the result is we have 7 files for each employee, but we have found it to be worth it in the long run! Some of these forms are specific to us, but you will get the feel for how and why we separated them the way we did. Hope this helps!<?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />
As a side note, when we were converting our files for our employees we did an audit for any information we were missing.
As for the unemployment notices we were advised to keep them with the payroll info for the employee and not separate (we are in <?xml:namespace prefix = st1 ns = "urn:schemas-microsoft-com:office:smarttags" />Illinois).
HR Filing Audit
Breakdown by Folder
Personnel File (MAIN):
Payroll File (Sub-Folder #1)
Benefits (Sub-Folder #2):
Medical (Sub-Folder #4):
Confidential (Sub-Folder #5):
EEO (Sub-Folder #6):
The medical file should not be with the personnel file. It should be a completely separate file in a seperate location.
Also discrimination notes and investigation notes should be kept separate.
[quote user="EStewart6032"]Training documentation should be kept in a seperate folder as well. I am in Ohio but I believe that is standard.[/quote]
That's standard -- line supervisors need to know who can be assigned to what but they don't need to be rooting around in employee files.
Great point - Thanks
Quick question: Terminated / Released employees... does the record seperation apply to their file as well. Once they are terminated I usually categorize all paperwork but condense to one file? I can't seem to find the 'rule of thumb' on this.
Anyone ??? Thanks
Thank you for the info.
I have most of the files sepereated as sub files within the main file. I really need to categorize the medical files. I have all the medical information, dr. slips, BWC etc. compiled into one folder and it really is a headache to review.
We are a small company and hired someone to help us in the office. She made A HUGE mess of things too. Didn't condense folders but she was in charge of running payroll and made a huge mess of electronic information. Needless to say it caused havoc with our employees who saw the electronic information on the stubs which was not accurate.
Child support docs can be in the EE file.
I-9s CAN be in the employee file but there are a lot of good reasons why they shouldn't be. Among them are issues like getting all the I-9s back out of the employee files before the auditors show up after they give you a 48 hour notice of impending audit. If you can't get all the I-9s out, you'll end up giving them access to your EE files. That sounds like fun.
Medical information of ANY kind, including doctor's excuse notes, health insurance forms with health related questions on them, and actual medical records including drug test results may not be in an employee file. ADA requires that they be seprate and most people generally agree that separate lock and key from EE files is a good idea.