Employee Personnel File Format
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FAQ
Employers should keep all job-related documentation such as hiring records, performance reviews, disciplinary actions and job descriptions in an employee's general personnel file. Consider whether the document would be relevant to a supervisor who may review this file when making employment decisions.
Personnel files cover employment history and should include hiring documents, employee and emergency contact information, and a signed acknowledgment of your company's employee handbook. Over time, you can add performance reviews, disciplinary forms, employee awards, training records, and termination letters.
How to organize personnel files Determine which documents to store. Review company policy, federal law and state regulations to learn which documents to include in a personnel file. ... Choose a filing method. ... Format your documents. ... Learn who can access the files. ... Create a file retention policy. ... Update the files as needed.
If you choose to retain copies of an employee's documents for reasons unrelated to E-Verify requirements, you must do so for all employees, regardless of actual or perceived national origin, citizenship, or immigration status, or you may violate anti-discrimination laws.
Here's what you should typically keep in each employee file: Main file. Pre-hire information. Personal information. Business-specific forms. Job performance records. Separation / termination information, if applicable. Confidential information. Payroll records. Benefit information. Medical records. Form I-9.