Employment

Use a chronological organization system. To organize your personnel files chronologically, you'll create a separate file for each employee. Within that employee file, you will include all of the pertinent documents in chronological order.

Current and former employees have a right to their personnel records under Labor Code section 1198.5. Under California Labor Code section 1198.5(a) provides that every current and former employee, or their representative, has the right to inspect and receive a copy of their personnel records.

Take an inventory. First, you will need to take an inventory of what you already have for each employee. Figure out what you are missing and from whom. Hold a meeting. Give each employee a personal list of documents you need from them. Follow up and secure files within one week.

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.

The personnel file is the employees and the employers complete record of their relationship together. It contains a history from job application right the way through to the exit interview, termination of employment or even retirement. Needless to say, the personnel file is highly confidential.

Pre-employment records (with the exception of the application and resume) Monthly attendance transaction documents. Whistleblower complaints, notes generated from informal discrimination complaint investigations, Ombuds, or Campus Climate.

Although electronic storage of personnel records is permissible under federal employment laws, employers must be mindful of the statutory rules relating to document retention periods and electronic storage systems to avoid legal pitfalls.