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https://www.thebalancecareers.com/what-should-employers-keep-in-an-employee-personnel-file-1918639
Employee Personnel File This is the main personnel file an employer maintains for each employee. The personnel file stores the employment history of each employee. This is what you need to know about an employee personnel file. Medical File The employee medical file has serious legal restrictions that the employer must know and heed.
https://www.patriotsoftware.com/blog/payroll/what-should-be-kept-in-an-employee-file/
Main employee personnel file Keep an employee file for each employee, including terminated employees. The main employee file should not contain any confidential information or forms, such as the employee’s Social Security number or Form I-9. Instead, those go into separate files (which we’ll cover later).
https://www.findlaw.com/smallbusiness/employment-law-and-human-resources/what-you-should-keep-in-your-employees-personnel-files.html
Employee Medical Records -- If you employ someone that has a disability, you are required by the Americans with Disabilities Act (ADA) to keep that employee's medical records in a separate file and limit the access to that file.
https://www.fool.com/the-blueprint/how-long-to-keep-employee-files/
Keep I-9s for all employees in a secure, separate file in case of a review by the USCIS. You need to keep only pages with signatures. You're responsible for IDs, but you don't have to copy them. If...
https://newfocushr.com/2018/04/11/critical-hr-recordkeeping-employee-files/
Form I-9s and medical files should be kept separate from the original employee file, again, in a locked file cabinet, preferably in a different file cabinet or drawer from all other employee files. As stated above, it is strongly recommended that all employee files be kept in one central location as a best practice.
https://smallbusiness.com/employees/small-business-employee-files-checklist/
There are several basic reasons for maintaining files related to each employee: They aid in promotion or layoff decisions They provide a means to track activities related to such things as training, vacations, accolades, conflicts They are necessary to comply with various local, state and federal laws and regulations
https://www.thebalancecareers.com/what-employers-should-not-keep-in-personnel-records-1918640
Payroll information belongs in the payroll file. Documents that include employee social security numbers or information about an employee's protected classifications such as age, race, gender, national origin, disability, marital status, religious beliefs, genetic makeup, weight, and so forth should never be kept in the personnel files.
https://factorialhr.com/blog/employee-files/
An employee file, also known as an employee record, is a paper or electronic folder made up of employee documents that detail the relationship between an employee and the company. Documents cover the entire employee lifecycle, from recruitment right through to termination or resignation.
https://www.hrdirectapps.com/blog/no-need-to-keep-paper-records-if-you-have-got-electronic-employee-files/
Under the Fair Labor Standards Act (FLSA), you must maintain the following background information and time & pay details for each non-exempt employee: Full name and Social Security number Address, including ZIP Code Birthdate, if younger than 19 Sex and occupation Hour and day the workweek begins Basis on which employee’s wages are paid
http://www.hrknowledge.com/wp-content/uploads/2017/02/What-to-Include-in-an-Employee-File.pdf
scenario, a personnel file may turn into evidence in an employment lawsuit. We believe all employers shoul d comply with the following tips for organizing and storing personnel records for compliance and security. 1. Consistency is the key You should begin a personnel file for each employee on the date of hire and most, but not all, important
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