Delaware Personnel File Sheet
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FAQ
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.
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.
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.
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 these are letters, emails, diaries, photographs and daily planners. Personal records also include things like student identification cards and drivers' licenses. Dance cards, in which people kept a record of their dance partners at various social events, could be considered a type of personal record.
What to Keep in a Personnel Filejob description for the position.job application and/or resume.offer of employment.IRS Form W-4 (the Employee's Withholding Allowance Certificate)receipt or signed acknowledgment of employee handbook.performance evaluations.forms relating to employee benefits.More items...
Tips for personnel file organization Confidentiality: Maintaining confidentiality is important. Learn the rules and regulations regarding who can view which documents in the personnel file. Keep personnel files locked for safekeeping. Documentation: Have employees sign any form that goes into their personnel file.
Consider the following tips for sorting personnel files:Create some file backups.Use both electronic and physical filing systems.Use a consistent organization method.Create a checklist for tasks.Input formal company documents.Train HR staff members.
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.
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.
