Personnel Files
Employers must keep records on all aspects of an employee’s time with them. Whether you keep these records in paper form, electronically, or both, there are numerous laws and regulations that determine the factors for how long you keep them, where they are maintained, who has access, etc.
All employee information is confidential, meaning that only those with a true need should have access. Anyone having access to employee information should be advised of the requirement for confidentiality and be required to sign a statement as such.
Paperwork should not be filed together. The more sensitive the information, the fewer people who should have access.
- Employee file containing normal employment information such as new hire paperwork, performance records, disciplinary forms, and salary or bonus decisions should be accessible by HR and perhaps supervisors who may need to review for job-related purposes.
- Confidential file with sensitive (usually medical) information such as reasonable accommodations requests, medical leave paperwork, injury reports, and drug test results should be kept even more protected, with only HR having access.
- I-9’s should be kept in their own file(s). Copies of documentation can be kept with the I-9’s or in the employee’s regular file.
- Payroll records usually contain information on all employees so are separate.
- Supervisor notes, if kept, should be secured and must become part of the employee’s file upon termination.
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Files should be physically secured and kept under lock-and-key, preferably in a locked room, where only those authorized have access. HR should be the keeper of the keys so he/she can control access.
Paperwork must be retained for a certain length of time, ranging from 1 year after termination to forever. A common best practice is to keep most records for at least 7 years after termination but some need to be kept even longer.
Follow state law regarding allowing employees access to their files or, if no law, establish a company policy.
If files are kept electronically, the above guidelines still apply – only authorized people should have access; confidential information should be on a drive only accessible by HR; records should be retained or purged in accordance with applicable law. IT personnel having access to this electronic information should be required to sign confidentiality statements.
Affinity HR Group is ready to answer your questions or to help you review your practices for compliance and efficiency.
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That Affinity HR Group is an endorsed HR provider for more than a dozen national trade associations? And that we can help you recruit for your next rock star employee for a fraction of the price of a typical recruiter?
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Chief Operating Officer |
Benefits Administrators
And Affinity can ensure your HR practices & policies are compliant and costs a fraction of the price of other national providers, such as Paychex & ADP.
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Managing Partner | Affineco
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The Monday HR Minute, brought to you by Affinity HR Group, is designed to provide you with practical, applicable human resources and management advice and information in a format that will take you 60 seconds or less to read. We believe that by dedicating just one minute a week to thinking about people management practices, business owners and managers can make enormous strides in improving workplace performance. |
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Affinity HR Group is a full service human resources consulting firm that specializes in advising small and medium-sized enterprises. Our services include recruiting and selection, HR policies and compliance, ad hoc HR support, compensation and performance management, and training and development. We are an endorsed HR partner of a number of leading national trade associations and offer free initial consultations and discounted services to their member companies.
Email us at contact@affinityhrgroup.com or call 877-660-6400.
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