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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.

Other Items to Keep in Your Personnel Files The job application and resume of the employee; Your offer of employment to the employee; The employee's W-4 Form (Employee's Withholding Allowance Certificate);

An employee's personnel file usually contains information related to their performance, salary, and any investigations of misconduct or medical issues. As a result, these records are generally considered private and can be accessed by only the employer and the employee.

Only key HR personnel and designated company officers, like your chief operating officer (COO), should have access to employee personnel files.

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.

Primary data maintained about employees includes personal information, like full name, preferred name, home address, mailing address, date of birth, emergency contact, spouse, employment status, and so on. Education, certifications, and qualifications are also maintained as basic personal information.

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.

Immediate supervisors or managers of various departments can also legally access details within personnel files. Often, managers are given special access to make changes or update documents on an as needed basis. This ensures they are able to input information regarding an employee's performance and job duties.

Exposure records must be maintained for 30 years. Medical records must be maintained for the duration of employment plus 30 years.

You must retain copies and present them with Forms I-9 in case of an inspection by DHS, the Department of Labor or the Department of Justice.