Did you know it’s important to keep certain personnel records separate? Well it happens to be very important.  Quite simply, you should have at least 2 separate personnel files for each employee.

Why should we have separate files for each employee? 

There are both federal and state laws that require employers to administer and maintain multiple types of personnel records. Due to record sensitivity and subject matter, certain personnel records must be kept separate from the main personnel file. The primary file should house all records directly relating to the employees position with your company. Any non-job related records must be kept separate.

PRIMARY Personnel File (#1) - employees' personnel related records:  

• Completed Job Application (with attached resume, references, certificates etc)
• Signed acknowledgement and receipt of  handbook (policies/guidelines)
• Employee agreement/non-compete (contract)
• Direct Deposit & Payroll authorization forms
• Change forms (pay, title, payroll, address etc)
• Performance reviews
• Counsels / disciplinary actions (completed forms)
• Termination forms / layoffs / LOA
• Equipment record (assigned items – company phone, vehicle, tools etc)

SECONDARY Personnel File (#2) - confidential, sensitive records:
This file will contain confidential and sensitive personnel information so should be restricted to authorized staff members only: 

Keep your employee personnel files separate to protect your company and your employees. Failure to keep certain records separate could lead to large fines should your company ever be audited.