An employer generally maintains several types of personnel files, for business use, for employee confidentiality, for medical privacy, and for legal compliance.I am unaware of any law that says how many files an employer is required to keep.Employment File: An employment file, or record, may be maintained in paper or electronic format, or both.
Access to this file is limited to HR staff and assumes that each employee's manager maintains his or her own file with documents relevant to the employee's work performance.
Typical documents in a personnel file include the employment application, a family emergency contact form, documented disciplinary action history, a resume, employee handbook and at-will employer sign off sheets, current personal information, and job references.
A personnel file is maintained for each employee of (Your Company Name).
These personnel files contain confidential documents and are managed and maintained by Human Resources staff.
Employee personnel files are considered to be the property of the employer who has the responsibility to maintain and safeguard them.
Following is a sample personnel file policy for use in your company.
Employees are granted access to their official Human Resources records in accordance with applicable laws.
Employees must update their employment record in the Human Resources/Payroll system should their name, home address, citizenship, marital status, emergency contact or other data change.
Not all personnel files contain the same documents but each personnel file has some documents that are the same.
Payroll files are also maintained; payroll files contain a history of the employee's jobs, departments, compensation changes, and so on.
Student employees must submit a consent form if they wish employment information to be released by the University to The Work Number.