Personnel File Meaning
Description
How to fill out Personnel File Access Log?
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In each employee's personnel file, include signed copies of the following: Employee handbook acknowledgments. Policy acknowledgments (such as harassment prevention policies, social media policies, etc.) Confidentiality agreements. Noncompete agreements. Relocation agreements. Other signed contracts or agreements.
These records have been used to determine the employee's qualifications for hire, promotion, additional compensation, disciplinary action, or even termination. Your personnel file can also become important evidence in a lawsuit against your employer for discrimination, wage violations, or wrongful termination.
The best way to organize employee files is electronically, ideally using a dedicated HR document management system like Connecteam. You can create a standardized file naming system, control access permissions, easily stay on top of document expirations, and more.
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.
Standardize your filing system At the level of employee folders, you can apply a similar standardization. For example, each employee can have a folder with their name or employee number. Within that folder, you can have sub-folders labeled ?Onboarding,? ?Payroll,? ?Performance Reviews,? and so on.
