Select a type of filing system that best accommodates your company's needs and preferences.
Training program verification: Documentation of training programs a staff member attended for their jobĮmergency contact information: The names of family members or other close relations the company can call if an employee requires external help Performance evaluations: Official descriptions of every performance review, typically written by supervisors and filed by HR staff Tax information: The Wage and Tax Statement (W-2) and the Employee's Withholding Certificate (W-4) forms, which describe a staff member's filing status with the federal government Here are some examples of documents to include in a personnel file:Īpplication materials: An employee's resume, cover letter and any materials they submitted in their original applicationĮmployment offer materials: The original offer of employment letter and a signed work contract for the company For instance, the Americans with Disabilities Act (ADA) and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) require that you store reasonable accommodation and medical records in a separate location from all personnel documents.
Some laws require you to store files in unique categories, so it's important to establish a scope for personnel files before you begin to organize them.
Review company policy, federal law and state regulations to learn which documents to include in a personnel file. Here are some key steps to help you organize employees' personnel files in your organization: 1.
TO ORGANISE HOW TO
Related: Q & A: What Are the Main Functions and Goals of HR? How to organize personnel files Depending on a company's individual policy, supervisors or department leaders may have some access to certain documents in an employee's file. They typically ensure the files remain confidential by storing them in private, highly secure locations and overseeing the activities of people who receive access. Related: Documentation in the Workplace Who needs to know how to organize personnel files?Įmployees in the human resources (HR) department need to know how to organize personnel files because they often manage these documents on a day-to-day basis. Certain laws determine what type of information to include in personnel files and how long a company can store them. They allow companies to maintain accurate information about employees and submit important data to governmental offices, including the Internal Revenue Service (IRS) and your local state branch. The files typically contain all information about the employment relationship between a company and a staff member, including their initial hiring records and exit interview materials. Personnel files are a company's official records regarding a staff member's employment history. Related: How To Organize Your Office Files What are personnel files? In this article, we define what personnel files are, describe who needs to know how to organize them, provide key steps for how to organize personnel files and list some tips for sorting them effectively. By learning strategies to store, receive and secure employee documents, you can determine a method that best addresses your needs. It's important to develop a procedure that adheres to both a company's policies and legal regulations. Organizing personnel files can help a human resources department store documents more effectively and submit accurate tax information to the federal government.
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