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Personnel File Audits An application. Letters of recommendation, references, and interview notes. A background check (if required by your state and/or your own internal policy) A signed job description, which should contain descriptions of physical requirements for job/position.
A personnel file contains all the important information about an employee's history in an organization such as their appraisals, qualifications, raises, promotions, and any disciplinary hearings they might have attended.
Employers should keep all job-related documentation such as hiring records, performance reviews, disciplinary actions and job descriptions in an employee's general personnel file. Consider whether the document would be relevant to a supervisor who may review this file when making employment decisions.
Employee files should be stored in a secure location and be kept strictly confidential. Access should be restricted to those with a legitimate need to know or as required by law....These records include: Pre-employment documents. ... Employment documentation. ... Separation of employment documents.
Most, but not all, important job-related documents should go in the file, including: job description for the position. job application and/or resume. offer of employment. IRS Form W-4 (the Employee's Withholding Allowance Certificate) receipt or signed acknowledgment of employee handbook. performance evaluations.

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1. Start With Employment Documentation and Relationship Statuses Job application, resume, and cover letter. Employment verification and signed offer letters. Emergency contact information. Performance assessments, evaluations, and more. Compensation information and IRS withholding documents.
Here are some key steps to help you organize employees' personnel files in your organization: Determine which documents to store. ... Choose a filing method. ... Format your documents. ... Learn who can access the files. ... Create a file retention policy. ... Update the files as needed.
Label each employee folder with the name, department and date of hire. Create individual sections within the folder for different types of information, such as forms related to hiring, tax documents, compensation, attendance, disciplinary action, annual reviews and documents related to benefits.

employee documents checklist