The personnel file audit checklist can be used to document what s missing in all employee files as you build or audit your personnel folders.
Employee file folders system.
Documentation of employment history records of contribution and achievement disciplinary notices promotions performance development plans and much more belong in a personnel file responsible careful employers keep more than one personnel file too as each type of file has content that is appropriate for.
The employee personnel file is the main employee file that contains the history of the employment relationship from employment application through an exit interview and employment termination documentation only human resources staff and the employee s immediate supervisor and manager may have access to the information in the employee personnel file and it never leaves the human resources.
Keep the same system across all types of records and make sure your file folders have accurate uniform names.
Company b may opt to create folders for each type of document such as hiring records or i 9 files and create a sub folder for each employee in each section.
Whether you use paper electronic files or both consistency is the key to effective recordkeeping.
It should include basic employee and compensation information in compliance with federal and state labor laws.
Download employee file folder checklist as a doc or pdf file.
This folder not only organizes your employee performance paperwork it actually helps simplify it by capturing important information on the folder itself.
Typically when an employee disagrees with information found in the employee s personnel file removal or correction of the information may be agreed upon by you and the employee.
The eopf system combines document management with workflow capabilities.
The eopf allows each employee to have an electronic personnel folder instead of a paper folder.
Instead of flipping through folders and stacks while risking papercuts and headaches a digital system will allow you to search a few keywords or sort files into an alphabetical list and easily find what you want.
The eopf is an electronic version of the paper opf and a system for accessing the electronic folder online.
For example if your hiring records are sorted by employee name organize payroll records the same way.
The document names are shown at the top.
Digital filing systems automate the finding files aspect of your office filing system.
It s a good idea for an employer to maintain a personnel file for each employee.
Performance folder for your employee record organizer system.
List your employee s names down the left hand side.
At the end of the day as long as you have the proper safeguards in place to ensure that access is controlled the details of the file organization is up to you.
A personnel file is a paper or electronic folder for storing hr and payroll documents related to new existing or past employees.
