As an employer, are you sure you have all the employee files that are relevant to your business? It’s good if you already know what files are necessary, but if you’re not sure about it, it’s high time for you to be aware of the four most important employee record files you should keep.
Here are the most important employee files you must maintain. These can certainly help you to keep track of your employees’ strengths, weaknesses and potentials.
Every employee is assigned one personnel file. These are maintained by the Human Resources Department. These files contain documents which are available only to authorized HR staff and the employee concerned.
Information contained in personnel files include the employee’s application, resume, duties and responsibilities, letters of commendation, warnings, disciplinary actions, employee handbook, training certificates, and family emergency contact information.
Payroll files keep track of an employee’s jobs and compensation history. It can also contain government forms including W-2, W-4 and social security documents. Payroll files hold documents that tell of an employee’s jobs, salary, loans, garnishments and other information essential to an employee’s compensation.
Information contained in an employee medical file is very important to an employer. It contains records that tell about an employee’s health condition, type of sickness, medication, and medical records including drug test results.
An employee medical file can also contain medical health records of dependents. These files are maintained in the company clinic and can only be accessed by the company doctor, company nurse, or any authorized personnel. Employee medical files should be treated with the highest degree of confidentiality. It should not accessible to unauthorized personnel.
Form I-9, which is also called the Employment Eligibility Verification form, is a form that emanates from the United States Citizenship and Immigration Services. It is used to verify a person’s identity and legal qualification to render paid services. All U.S. employers are required to comply with the I-9 requirement for all employees. As an employer, you should keep your I-9 records separately from other employee records to ensure confidentiality of information.
Can Employees Access their Records from HR?
Employee records in HR department are highly confidential. But for employees who own the records and files, these are all accessible during normal business hours.
Employees are not allowed to tamper their records on file, and they can only access these files with the presence of Human Resources personnel.
If an employee resigns and asks for a copy of his personnel records you should send him/her a copy.
Lori Palermo is a corporate consultant who is experienced in the areas of fund administration, corporate solutions, human resources, technology and small business. He likes to share his knowledge about business and human interests. .