{"id":65240,"date":"2022-01-19T19:08:22","date_gmt":"2022-01-19T17:08:22","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=65240"},"modified":"2025-05-17T04:56:25","modified_gmt":"2025-05-17T02:56:25","slug":"employee-files","status":"publish","type":"post","link":"https:\/\/factorialhr.com\/blog\/employee-files\/","title":{"rendered":"What Documents Should Be Included in an Employee File?"},"content":{"rendered":"

Accurate recordkeeping, as well as secure filing, storage, and maintenance of employee files, is an essential practice for all employers. Aside from protecting the security of confidential data, it is also a legal obligation as defined by a number of employment laws<\/strong>. For example, the Equal Employment Opportunity Commission (EEOC) requires that employers keep all employment records for one year. If an employee is fired, their personnel records must be retained for one year from the date of termination.<\/p>\n

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  1. What Are Employee Files?<\/span><\/a><\/li>\n
  2. Types of Employee Documents and Records<\/span><\/a><\/li>\n
  3. Documents Required for Employee Files<\/span><\/a><\/li>\n
  4. What Is Employee File Management?<\/span><\/a><\/li>\n
  5. How to Organize Employee Personnel Files<\/span><\/a><\/li>\n
  6. Managing Secure HR File Documentation<\/span><\/a><\/li>\n
  7. HR Document Management Software \u2705<\/a><\/li>\n<\/ol>\n

    In this guide, we will share an employee files checklist<\/strong> to help you maintain accurate records for all your employees. We will also discuss a few best practices for human resources file management<\/strong> to help you stay compliant.
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    \n<\/b>What Are Employee Files?<\/strong><\/p>\n

    An employee file, also known as an employee record or employment file checklist, is a paper or electronic folder made up of employee documents that detail the relationship between an employee and the company.<\/strong> Documents cover the entire employee lifecycle, from recruitment right through to termination or resignation. Employee files should also contain basic employee documents and compensation information in compliance with federal and state labor laws.<\/p>\n

    So, why are employee files so important, and how long do employers keep employee records<\/a>?<\/p>\n

    For one thing, employee file forms can serve as evidence of an employee\u2019s disciplinary history in the event of termination or dispute. Secondly, they help you to effectively monitor performance goals, attendance, and productivity levels. Finally, they serve as a written record of training development and requirements.<\/p>\n

    Aside from being a good business practice, certain employee records also need to be maintained in order to comply with specific provisions under both federal and state law.<\/strong> Laws such as the EEOC and the FLSA<\/a> establish what information must or should be collected, what your company can do with that information, and how long you should store your employee records. Make sure you are aware of all requirements in your area.
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    Types of Employee Documents and Records<\/strong><\/h2>\n

    An employee file contains a range of documents spanning the entire employee lifecycle, from hiring right through to when an employee leaves your company.<\/strong> Some documents are required by law, others are just recommended.<\/p>\n

    Here are some of the standard documents usually contained in employee files.<\/p>\n

    Basic Information<\/strong><\/h3>\n

    This includes any personal data that you need access to as an employer. For example, full name, address, education and qualifications, and date of birth. It\u2019s also a good idea to keep a record of an employee\u2019s emergency contact numbers.<\/p>\n

    Hiring Documents<\/strong><\/h3>\n

    Most employers also keep a record of documents relating to the hiring process in an employee\u2019s personal file. This usually includes job descriptions, employment applications, resumes, interview notes, and references.<\/p>\n

    It\u2019s also a good idea to keep a record of any signed acknowledgments as a written record that an employee has understood all policies contained within your employee handbook<\/a>. This will protect you against any potential disciplinary issues or disputes.<\/p>\n

    Employment-Related Agreements<\/strong><\/h3>\n

    Aside from the hiring documents mentioned above, you should also keep a record of all employment-related agreements in your employee files.<\/strong> This includes offer letters, employment agreements, confidentiality or non-disclosure agreements, union contracts, non-competition contracts, and non-solicitation agreements. You also need to keep a copy of any agreement relating to company cars or business credit cards.<\/p>\n

    Performance and Development<\/strong><\/h3>\n

    This might include any or all of the below. There is no legal obligation here so the records you maintain will depend on your company\u2019s HR strategic plan<\/a> and your annual HR plan<\/a>.<\/p>\n