Robust employee records are crucial to protecting your business, but it can be hard to develop an effective filing system. While there are few federal laws outlining employee records retention, the following checklist has been designed to help you create a system that will help your business and employees.

  • Personnel File: Keep records relating to the employee’s hiring and ongoing employment, and any items that may impact their employment in the future.

  • Medical and Benefits File: Due to various privacy laws and the Americans with Disabilities Act (ADA), employee medical records must be kept separate from basic personnel files. Separating these files can further help protect against claims of discrimination as it’s illegal to base personnel decisions (such as promotions) on medical history.

  • Injury File: If an employee is injured on the job, start a third file within your personnel records for them. This file should contain workers’ compensation claim records and injury reports, as well as any additional medical records on the injury.

  • Payroll File: If HR manages payroll (as opposed to Accounting or Finance), separate payroll-related records from other files and familiarize yourself with all laws governing payroll records.


Employee Records Filing Checklist


Payday HCM

Payday HCM

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