Employee File FAQ

Here are the answers to some of the most frequently asked questions about the personnel file.

What is an employee personnel file?

An employee personnel file is a collection of documents containing information about an employee, such as their work history, job performance, and disciplinary actions. It is important to create a personnel file for each employee, as it can be used for various purposes, such as:

• Compliance with labor laws: Many labor laws require employers to maintain certain records, such as Form I-9s and wage and hour records. A personnel file can help employers comply with these laws. 

• Providing information to employees: Employees may need to access their personnel file for various reasons, such as verifying their work history or requesting a copy of their performance evaluation. A personnel file can ensure that employees have access to the information they need. 

• Resolving disputes: If an employee has a dispute with their employer, a personnel file can provide evidence to support both sides of the argument. This can help resolve the dispute quickly and fairly. 

• Conducting investigations: If an employee is accused of misconduct, a personnel file can provide information that may be relevant to the investigation. This can ensure that the investigation is fair and impartial. 

How to create a personnel file?

To create an employee personnel file, you will need to gather the following information:

• Personal information: the employee's name, address, date of birth, Social Security number, and driver's license number. 

• Work history: the employee's previous jobs, dates of employment, and positions held. 

• Education: the employee's educational background, including degrees earned and dates of attendance. 

• Training: any training the employee has received, such as safety or customer service training.

• Performance evaluations: any performance evaluations the employee has received. 

• Disciplinary actions: any disciplinary actions the employee has received. 

• Other relevant info: may include information about the employee's health, disability, or military service. 

Once you have gathered this information, you will need to create a folder for each employee. The folder should be labeled with the employee's name and must be kept in a secure location. Then, you should scan or copy all documents into the folder. Make sure to name the documents clearly so you can easily find them later.

How to maintain the employee personnel file?

• Accuracy: Personnel files must be accurate and up to date. This is important for both legal and practical reasons. 

• Confidentiality: Personnel files must be kept confidential. This means that only authorized individuals should have access to the files. 

• Security: Personnel files must be stored in a secure location. This means they must be protected against unauthorized access, destruction, or alteration.

• Retention: Personnel files must be kept for a specific period. This is determined by the laws of the country or state in which the employer is located. By following these guidelines, employers can create and maintain personnel files that are accurate, confidential, secure, and compliant with the law.

It is important to keep in mind that employee files are confidential and should only be accessed by authorized people. A good way to ensure this is by using work file software like sora. A platform that allows you to:

1. Electronically sign pay slips, contracts and labor documents

2. Send pay slips and documents in bulk

3. Create or export digital employee files

4. Control and track the percentage of signed documents

5. Classify and save documents in the cloud