Employee File Components
Best Practices for Employee File Management

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Main File

EE Application Resume
Offer Letter
Job Descriptions
Pre-Hire Checklist
Orientation Process Checklist
Payroll Changes
Leave Requests
Letters of Recognition
Disciplinary notices or documents/Grievance Performance Evaluations
EE Handbook and Acknowledgement
Equipment Usage and Acceptance Form
Tax paperwork
Other misc employment related forms

Maintained in a separate file, file cabinet or area

Medical Records: The ADA now requires employers to keep all medical records separate. Physical exams, medical leaves, workers’ comp claims, and drug/alcohol testing records are included.
Benefit Enrollment Form
Employee Information Form (personal information)

To be maintained in a separate binder or file cabinet in another area:

“I-9 form: It is recommended that these forms be maintained chronologically by year. Keeping this information in a separate file reduces the opportunity for an auditor to pursue and investigate unrelated information. All I-9’s must be 100% completed with all info and signatures”
Authorizations and results of background checks
“Invitation to Self-Identify Disability or Vet Status: Only for Federal
contractors.”

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Employee File Components
Best Practices for Employee File Management

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