Keeping track of certain employee records is required by law for business organizations. It also helps businesses to effectively maintain and address an employee's development and history with the company. Employee records consist of employment decisions and actions. These records should be kept confidential and should only be handled by authorized personnel in accordance to the Federal Privacy Act.
Instructions
1. Decide who will maintain the file. Employment records can be kept by the Human Resources Department, maintained by a contracted HR consultant or by a designated staff person who is responsible for handling HR related tasks.
2. Ensure that the individuals maintaining employment records are well versed and trained in the state and federal HR laws relating to personnel file management.
3. Decide where the files will be stored. Personnel files must be kept separate from other records and stored in a place that is not accessible to other non-authorized employees.
4. Make sure the file folders are sturdy and that documents will not easily fall out of place. Label the files with the employee's name and keep them in alphabetical order.
5. Maintain documents inside the file folder in a categorized order sectioning off the documents using labeled tabs. The first tab is labeled "Hiring Records" and consist of the employment application, resume, job descriptions, job acceptance letter, compensation, promotions, pay increases, orientation documentation with the employee's signature stating that the employee will comply with work policies and procedures. The second tab is labeled "Benefits Records". This section includes documents regarding occupation, attendance, pension payments, benefits, annuity, work schedule, overtime, and work hours. The third tab is labeled "Training Records". It consist of employee certifications, trainings, college transcripts, educational records. The fourth tab is labeled "Performance Records." This section consist of disciplinary action records, employee performance evaluations and reviews, recognition and awards. The fifth tab is "Termination Records". It includes documents such as a layoff notice, termination letter, resignation letter and exit interviews.
6. Designate a separate area and file folder for employment records that should be kept separate from the actual personnel file. These records include I-9 forms, Equal Employment Opportunity information or any information that identifies the employee's race or sex. Safety records and medical records should also be kept separately.
