There are two main purposes for maintaining physical employee files:
- For Legal Compliance
- For Employment and Employee Decisions
An official personnel file is a compilation of communication and documents related to the job and employment details for an employee. The file serves as the historical record of information pertaining to an employee from their initial employment application through their date of separation.
It is recommended that one single file should be kept for each employee that includes sub-sections (individual folders) for each category as listed below:
General File (Generally subject to Public Records Law)
| Employee Performance File (Generally subject to Public Records Law)
| Miscellaneous File (May or may not be subject to Public Records Law)
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Medical File (Generally not subject to Public Records Law)
| Controlled Access File (May or may not be subject to Public Records Law) Attorney Client Privilege documents are exempt.
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However, the separate file should be maintained for the following records:
- I-9 File – Employment Eligibility Verification
- DMA File Declaration Regarding Material Assistance/Non-assistance to a Terrorist Organization form
Not sure if your organization is in compliance? Need an auditor or an independent consultant to bring you up to speed or teach you how to do it? Email jprice@jumpstart-hr.com for more information.