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They include job and employer-related files such as the job application, performance reviews, and employee time-off records. The 10 documents that are nice-to-have in an employee personnel file are: Signed offer letter or employment agreement. Receipt or signed acknowledgment of the employee handbook.

Personnel File Guidelines Personnel files should only include items that are related to an employee's job or employment status. Examples of items that should not be included in the personnel file are: Pre-employment records (with the exception of the application and resume) Monthly attendance transaction documents.

Personnel File Guidelines Personnel files should only include items that are related to an employee's job or employment status. Examples of items that should not be included in the personnel file are: Pre-employment records (with the exception of the application and resume) Monthly attendance transaction documents.

Still, companies are required to maintain certain personnel records for at least three years after termination of employment. Under the Fair Labor Standards Act, employers must maintain basic information on all employees, such as full name, Social Security number, address, gender, occupation, pay and hours worked.

An employer is required to allow an employee to review his/her personnel record only two times each calendar year. ... Also, upon written request by the employee, the employer must provide the employee with the opportunity to review his/her personnel file within five business days of the request.

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Employee files should be stored in a secure location and be kept strictly confidential. Access should be restricted to those with a legitimate need to know or as required by law.

Federal Law & Personnel Files Labor laws apply to all employers covered by federal anti-discrimination laws, which is typically any employer with 15 full-time employees or more. However, the following laws apply to all businesses, and each agency has its own document retention requirements and/or guidelines.

Electronic files can be easily stored together even when created in different locations. This reduces redundancies and also makes it easier for managers to keep employee files in the same place that HR keeps them, when appropriate.

Place background checks including criminal history, credit reports, and so forth, and the results of drug testing in a separate file that supervisors, managers, and the employee cannot access. SHRM recommends either this separate file or recommends that this information may also be filed in the employee's medical file.

I-9 forms should always be maintained separately from personnel files and retained according to the U.S. Citizenship and Immigration Services (USCIS) retention requirements: "I-9 forms should be retained for three years after the date of hire, or one year after the date employment ends whichever is later."

Employers should use caution before deciding to maintain copies of employees' Form I-9 supporting documents. ... This is especially true if the copies show that the ID did not reasonably relate to the employee. If employers decide to keep even one copied document, they must make and keep copies of all workers' documents.

Even if you retain copies of documentation, you are still required to fully complete and retain Form I-9. ... However, if copies or electronic images of the employee's documents are made, they must be made available at the time of a Form I-9 inspection by DHS or another federal government agency.

Personnel File Guidelines Personnel files should only include items that are related to an employee's job or employment status. Examples of items that should not be included in the personnel file are: Pre-employment records (with the exception of the application and resume) Monthly attendance transaction documents.

DOL Wage and Hour Division, Fair Labor Standards Act (FLSA) The FLSA requires payroll information to be kept for three years. It doesn't specify any particular document be kept, but does require specific information such as employee name, address, social security number and pay rate.