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Apart from keeping a track record of the employee's legal details, an employee personnel file audit checklist also comprises salary records to showcase and comply with the individual and the company's tax particulars. It also consists of any period of absence and bonus awarded to the employee.
This includes the following types of records: Medical. The Americans with Disabilities Act (ADA) requires that employee medical records be maintained confidentially and separate from an employee's general personnel file. ... Credit information. ... Immigration forms. ... Documents related to complaints and investigations.
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.
In most cases, you'll need to maintain three types of employee records: personnel, payroll, and medical files. 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.
Here are some key steps to help you organize employees' personnel files in your organization: Determine which documents to store. ... Choose a filing method. ... Format your documents. ... Learn who can access the files. ... Create a file retention policy. ... Update the files as needed.