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Are You Keeping the Required Employment Records?

By Jennifer Brown, Founder and CEO of PeopleTactics

You probably know that you need to have a personnel file for each of your employees, but did you know that there are other records you should keep as well? In fact, some of these are mandated by the Federal Government and State laws.

In addition to payroll information, EEO records such as self-identification forms and government reports, and medical and insurance information, a number of records should be maintained in an employee’s file.

Other employment records to keep include:

  • U.S. employment eligibility form (I-9) and supporting documentation
  • Child support and wage garnishment orders
  • Workers compensation information and claims
  • Background investigation, drug testing results, and reference check findings
  • Requests for verification of employment
  • Documentation created in anticipation of or response to litigation and confidential, attorney-client privileged information
  • Investigation information such as the employee complaint, witness and employee interviews, findings, attorney recommendations, and resolution

Given the sensitive and confidential nature of the above records (e.g., social security numbers, medical information, personal employee situations), they need to be maintained separate from the personnel files. This will help limit who has access to these records.

For example, the main reason to create a payroll file is to enable your accounting personnel to have access to the information they need; while limiting their access to other confidential employee information that is not applicable. Be sure to identify who has access to the various categories of employee information and keep these records secure.

A well-thought out and organized employee records process will give you access to the information that you need when you need it, while maintaining the confidentiality of and limiting the access to the information.

Want to learn more about workplace requirements? Email us  or give us a call at 571-587-5615. We work with our clients every day to ensure they are in compliance with state and federal regulations.

PeopleTactics works with small business owners to prevent and solve Human Resources problems that can drain them of their time, money and energy.

To read testimonials from other small businesses, and learn more about our services, please visit our website now!

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As Founder and CEO of PeopleTactics, Jennifer Brown is devoted to helping small business owners implement solutions to prevent Human Resources (HR) problems that can drain them of their time, money, and energy. Small business owners work with Jennifer to help them build stronger employee relationships, understand and comply with employment laws, establish policies, and set up easy-to-use HR systems to consistently avoid problems. Jennifer’s clients receive proven, cost-effective, and specific instruction on setting up their HR practices to prevent problems, allowing them to focus on growing their business. Jennifer holds and undergraduate degree in Business Management and an MBA, both with concentrations in HR and Organizational Development from The University of Maryland. Additionally, she maintains the Senior Professional in Human Resources (SPHR) certification. Career highlights include various Senior Human Resources roles at Freddie Mac as well as Senior and Staff Consultant positions at Anderson Consulting (Accenture). She is also an adjunct faculty member at the University of Maryland’s Robert H. Smith Business School, and has developed and taught Human Resources, Employment Law, and Organizational Development courses.