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Employee Personnel File Content. Contents of an Employee Personnel File. By Susan M. Learn about our editorial policies. Be sure to take into account the documents that you already have and what you need from each employee. Use an employee personnel file checklist list to make sure everything is in order.
Each person might require their own list. It would also be best if you start auditing files periodically to make sure every piece of information is up-to-date and accurate. Ideally, you should create a personnel file for each employee on the date of hire. However, if you forget to do so, you can find documents—like employee resumes, performance reviews, and tax forms—in your email or online storage. Make sure you also have I-9s for each employee as well, but they should be kept in a separate file.
If there are documents on your list that you cannot find in your files, you can request these documents from your employees. Give each employee their individual checklist to show what they need to submit to update their personnel file.
Set a due date for all employee documents to be in and complete. Follow up with each employee you requested additional documents from before the deadline so that everyone has time to submit the missing documents. Then, store your documents online, on your computer network, or in a locked file cabinet.
We recommend that you keep employee personnel files in a locked cabinet to safeguard confidential employee information from unauthorized personnel. Access to employee files should be limited to an authorized individual or department whose permission is needed to view the files.
Documents can also be stored online with an encrypted service. Rippling provides secure online document storage, including copies of employee contracts, policies, and a copy of your employee handbook. This can be done when you conduct their annual evaluation.
Ensure that the files are accurate, up-to-date, and complete. If not, you can ask the employee to provide you with the updated files or information. Your business should verify that files are in order before any audits such as payroll or labor. Please note, personnel files can be viewed during a government audit or subpoenaed in the event of a wrongful termination lawsuit. Maintaining accurate, up-to-date files will help you avoid liability. It's a good idea for an employer to maintain a personnel file for each employee.
Documentation of employment history, records of contribution and achievement, disciplinary notices , promotions , performance development plans , and much more, belong in a personnel file. Responsible, careful employers keep more than one personnel file, too, as each type of file has content that is appropriate for their purpose. The employer has good reasons to keep several personnel files—some legal and some for employment best practices purposes.
Documentation is needed so the employer has an accurate view of an employee's employment history. Documentation supports the employer's decisions and may protect the employer in a lawsuit—preserved correctly. The contents of the personnel file provide a historical overview of the important happenings during an employee's career. They support the decisions that are made about the employee and his or her career. They demonstrate the employer's rationale behind hiring , promotions, transfer, rewards and recognition, and firing decisions.
Because several types of personnel files are recommended, different rules and guidelines are associated with each type of personnel file for where they are kept and who has access. For example, most organizations do not allow the employee's manager to access the overall personnel file.
They expect the managers to keep relevant documentation in their own management employee file which is not the official personnel file. Here are the types of personnel files recommended and what you need to know about working with them. This is the main personnel file an employer maintains for each employee.
The personnel file stores the employment history of each employee. This is what you need to know about an employee personnel file.
Step 2: Save a Sample Employee File Checklist Since you already have your resources prepared, do not forget to find a sample employee file checklist and save your preferred template. The sample template becomes your worksheet to build an employee file checklist without needing to start from scratch. You can even download, edit, and print such samples whenever you want, making it a lot easier to craft checklists in no time. And if you wish to search for more checklists like a new employee orientation checklist and more templates in general, Template.
Step 3: Divide the Enlisted Files to Collect into Categories Each sample gives you detailed notes on what specific files to collect and keep from all employees. But you can also divide them according to categories for a much easier experience. For example, your checklist can have one column to classify employment history, and it would consist of the job application, job offer, employee onboarding verification, references, etc. Another column or category would be the employee performance development that would list down the attendance logs, employee appraisals, performance improvement plans , and more.
And you continue the rest of those categories rather than making a master list of the employee files only. Step 4: Add a Corresponding Checkbox to Each Item Of course, any checklist would not be complete without the checkboxes.
Since your checklist basically lists down every personnel file per item, there should be a corresponding checkbox to every item as well. And using the employee file checklist is too easy to work with since you merely mark the checkbox whose item beside it is already collected or managed. You could even insert another column specifically for notes. Just log what other details you want to add to complete your checklist. An example is to be straightforward, meaning complete sentences are unnecessary in listing every employee file.
Just use tables, organizational charts , and graphs to enumerate the personnel documents needed, perhaps. Finalize how you want the checklist should look like for the output as well, may it be printed or not. When you check if all employee files are complete and secure, for example, then put checkmarks to all checkboxes in the list. Also, do not just monitor your personnel files once.
You could do it monthly to really assess if any document is missing or not. More so, you might need to add new requirements to the checklist if necessary.
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