An employee file is a collection of information documenting a person's employment from the date of hire through the termination of employment, according to the University of California's human resources office. The management of employee files is governed by company policies and procedures that protect the confidentiality of employee information and that ensure employee files are comprehensive, accurate and well-organized. Proper employee file management protects the employee and the employer, and assists personnel offices in carrying our responsibilities.
Step 1
Develop a company policy for managing employee files. Include file storage, confidentiality, use of digital files, authorized access, the required content, how long files are kept after an employee leaves the company and the procedure for allowing individuals to view their own employee files. Include requirements to notify employees when additions are made to their personnel files and instructions to provide copies of added documents to the employees.
Step 2
Publish the employee file management policy, ensuring that all affected staff receives copies. Insert the policy in employee handbooks and in the company's policy and procedure manual. Meet with personnel staff to reinforce company policy.
Step 3
Select a file type that works well for your company, depending on the number of employees and the complexity of file contents. Use a brown file folder, or any color except the standard beige file folder. A colored file folder makes personnel files immediately recognizable, which helps to maintain confidentiality. File folders may have multiple sections and fasteners to hold paper in place. Affix typed labels with employee names to the file folders.
Step 4
Insert documents in employee files that company policy requires, including applications, resumes, offer and acceptance letters, training records, performance evaluations, disciplinary records, awards and separation documents. Organize documents in the files chronologically, with the most recent on top.
Step 5
Organize employee files alphabetically in locked file cabinets or use password protected files for digital copies of personnel files. Ensure that unauthorized personnel are not allowed access to personnel files or to copies of documents from the files. Instruct personnel staff that file cabinets holding employee files are to remain locked if located in an open area.
Step 6
Set up a place to store the files of persons who are no longer employees, keep the files for the length of time required by the company's file management policy and maintain restricted access to the files. Use a paper shredder to destroy employee files.
Tips and Warnings
- Many companies use separate file folders for health insurance information or for information not available to internal sources that have access to the files.
- The management of some employee file contents may fall under legislation that protects the confidentiality of health information--the Health Insurance Portability and Accountability Act (HIPAA).
Things You'll Need
- File folders
- File labels
- File cabinets
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