HR Files is a segment that allows managers to ask questions answered directly by our CEO, Darcy Swift. This month we discuss: How to Create an Effective Employee Personnel File.
QUESTION: Other than application, resume and offer letter, what other documentation should be in an employees personnel file?
ANSWER: There are many things a hiring manager may want to add to each employees personnel file. Some choose to document everything, including closed door conversations, meetings, time-off requests and complaints. However, it is not required by law to be that detailed in your documentation.
If you want to be that detailed, you certainly can be. If not, then along with the items listed in the question you also want to make sure to include any contracts, agreements, corrective actions, notices and evaluations. In a separate file within the overall employee file you should have I-9, W-4, Background check and Direct Deposit.
PRO TIP: Electronic copies of each personnel file will allow easier access if something needs to be copied, retrieved or emailed. It also serves as a good backup in the case that the original documentation gets taken or misplaced (this should never happen but human error does play a factor and must be prepared for).
All personnel files, paper or electronic, should be put in a safe place with only the necessary people having access. A password protected or locked file would be idea to ensure that each file remains secure and private.
If you have a question you want answered, please CONTACT US HERE. We will feature one frequently asked question a month.
HR Files is a segment that allows managers to ask questions answered directly by our CEO, Darcy Swift. This month we discuss: How to Create an Effective Employee Personnel File.
QUESTION: Other than application, resume and offer letter, what other documentation should be in an employees personnel file?
ANSWER: There are many things a hiring manager may want to add to each employees personnel file. Some choose to document everything, including closed door conversations, meetings, time-off requests and complaints. However, it is not required by law to be that detailed in your documentation.
If you want to be that detailed, you certainly can be. If not, then along with the items listed in the question you also want to make sure to include any contracts, agreements, corrective actions, notices and evaluations. In a separate file within the overall employee file you should have I-9, W-4, Background check and Direct Deposit.
PRO TIP: Electronic copies of each personnel file will allow easier access if something needs to be copied, retrieved or emailed. It also serves as a good backup in the case that the original documentation gets taken or misplaced (this should never happen but human error does play a factor and must be prepared for).
All personnel files, paper or electronic, should be put in a safe place with only the necessary people having access. A password protected or locked file would be idea to ensure that each file remains secure and private.
If you have a question you want answered, please CONTACT US HERE. We will feature one frequently asked question a month.