Colorado Personnel File Sheet
Description
How to fill out Personnel File Sheet?
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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.
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.Whistleblower complaints, notes generated from informal discrimination complaint investigations, Ombuds, or Campus Climate.More items...
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.
Personnel files usually contain documents that the employee has already reviewed and so he or she is familiar with their content. This includes documents such as job applications, performance evaluations, letters of recognition, training records, and forms that relate to transfers and promotion.
To organize electronic files, you should create folders that clearly explain your organizational method. You can organize files by employee, in which case you'll have a folder with the employee's name that contains all of the related documents.
The number one item that should not be kept in the employee's personnel file is medical information. Under California regulations, medical information should be kept separate from the personnel file to protect the employee's confidential information.
Employers should review and update their Employee Handbook to ensure ongoing compliance with state and federal employment laws. For example, Colorado state implemented several changes recently that should be included in your 2020 Handbook: Workplace accommodations for nursing mothers. Pregnancy accommodations.
The things to include in an employee's personnel file are:Job application, CV and cover letter.Education and past employment info.Role description.Job offer letter and employment contract.Emergency contact information.Training records.Payroll and benefits information (but not bank details)Performance appraisal forms.More items...?
Whether you use paper, electronic files or both, consistency is the key to effective recordkeeping. For example, if your hiring records are sorted by employee name, organize payroll records the same way. Keep the same system across all types of records, and make sure your file folders have accurate, uniform names.
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. Several categories of records must be maintained according to specific requirements.
