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.