Minnesota Personnel File Sheet
Description
How to fill out Personnel File Sheet?
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FAQ
N. A file containing duplicates of records kept by an individual for ease of reference.
Effective File ManagementAvoid saving unnecessary documents.Follow a consistent method for naming your files and folders.Store related documents together, whatever their type.Separate ongoing work from completed work.Avoid overfilling folders.Organize documents by date.Make digital copies of paper documents.
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.
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.
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 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...?16 Sept 2019
The MPRRAA allows an employee of any Minnesota employernot just ones with 20 or more employeesthe right upon written request to inspect and obtain a free copy of the employee's personnel file once every six months, and once each year after the employee is separated from employment, for as long as the employer
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.
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.
