The filing isn’t your favorite task, but it is something that needs to be done, particularly when it comes to personnel files-you must keep them orderly and up-to-date, containing the required information. Storing employee information is essential for complying with any legal requirements your state may have, but also to help you and your managers make important employment decisions.
Whether you have an existing filing system that needs to be completely renovated, or you are setting up a new personnel filing system for the first time, it is crucial to ensure that only the appropriate employee information is kept in staff records and to keep out documents that are not supposed to be there. The types of information that should be contained in the personnel files include employment applications and resumes, compensation information, promotions, training, performance evaluations, and disciplinary warning documents. Documents that are not supposed to be in a personnel file include medical records because they should not be used for consideration of promotions and wage increases. You should not have any medical information or any other personal information that could potentially be seen as discriminatory. Medical information, including documents that are used for leaves of absences, need to be kept in an entirely different file.
You should strive to make sure your personnel records are always complete and up-to-date. It is also important to ensure that you establish a routine for going through the files to take out terminated employee records. Check with your state regulations, so that the records are retained according to the legal requirements for retention.
Once you have documented the procedure for establishing and maintaining the personnel files, it is imperative to train your HR staff, as well as the managers that will need to have access to them, so that everyone knows the legal requirements and to ensure the filing system procedure is adhered to, including the retention requirements and any limited access that others may have to the personnel files.
You may want to inspect your personnel file for multiple reasons. An employee wants to know that relevant records are included. Perhaps inaccurate information needs to be tagged, removed, or make subject to rebuttal. Your personnel file will be the basis for future decisions regarding pay, promotions, reassignments and transfer, and possibly layoff or termination. You may want to inspect your case in preparation for an upcoming meeting with management or to assess the fairness and truth of a performance evaluation.
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