What Is The Best Way To Organize Employee Files?

How long must you maintain employee medical records?

Your employer or former employer is required to maintain any medical and exposure records created for you for specific periods of time.

Paragraph (d) of 1910.1020 requires that employers keep exposure records for 30 years..

What HR information is confidential?

HR maintains confidentiality about health-related data, pay levels, legal issues like identity theft and data breaches. But they also know a great deal about management and business information that’s not available to non-management employees.

How should HR files be kept?

Employee files should be stored in a secure location and be kept strictly confidential. Access should be restricted to those with a legitimate need to know or as required by law.

What are the 5 basic filing systems?

The five basic filing steps are conditioning, releasing, indexing and coding, sorting, and storing and filing.

What are the 3 types of filing systems?

Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified.

What is the most common filing system?

Alphabetic filing is the most common filing system for less than 5,000 records. Filing by alphabetic order is a system where you arrange files by names of individuals, businesses, institutions, agencies, subjects, topics or geographic locations according to dictionary order.

Can HR records be stored electronically?

Although electronic storage of personnel records is permissible under federal employment laws, employers must be mindful of the statutory rules relating to document retention periods and electronic storage systems to avoid legal pitfalls.

What should not be included in a personnel file?

Personnel files should only include items that are related to an employee’s job or employment status. 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.

Can i9 be kept in personnel file?

I-9 forms should always be maintained separately from personnel files and retained according to the U.S. Citizenship and Immigration Services (USCIS) retention requirements: “I-9 forms should be retained for three years after the date of hire, or one year after the date employment ends—whichever is later.” The Form I-9 …

How do you document effectively?

These file management tips will help you keep your files accessible:Use the Default Installation Folders for Program Files. … One Place for All Documents. … Create Folders in a Logical Hierarchy. … Nest Folders Within Folders. … Follow the File Naming Conventions. … Be Specific. … File as You Go. … Order Your Files for Your Convenience.More items…

What should be included in an employee file?

Most, but not all, important job-related documents should go in the file, including:job description for the position.job application and/or resume.offer of employment.IRS Form W-4 (the Employee’s Withholding Allowance Certificate)receipt or signed acknowledgment of employee handbook.performance evaluations.More items…

How long do you have to keep employee personnel files?

one yearEEOC Regulations require that employers keep all personnel or employment records for one year. If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination.

What payroll records must be kept?

Per federal law, you should retain payroll records for three years and payroll tax records, such as unemployment taxes, need to be kept for four years. States such as New York, and agencies such as ERISA (governing private retirement and health plans), require you to keep some records for six years.