November 21, 2016
Hello Leaders!
Welcome to The Nelson HR Review! While conducting HR Audits, I often run across inappropriate information kept in personnel files.  It is a great time to make sure you are compliant, therefore below are a few tips to help you protect your organization.

As always, call me at (877) 356-6175 for any questions or assistance with HR issues. Have a fantastic week!  

Vanessa G. Nelson
Personnel Files: Are You Compliant?
Will your personnel files stand up to a government audit?

In addition to being a good business practice, employers may be required to keep certain types of records in order to comply with specific provisions
under both federal and state law. 

When collecting and maintaining information to be kept in employee personnel files, it is important to comply with all applicable federal and state laws, including any requirements as to what information must or should be collected, what your company may or may not do with that information, and how long employee records should be kept.

All employee records should be kept in a secure location, such as a locked cabinet or locked office.

What should be included in a basic personnel file?

  • Recruiting and screening documents such as applications, resumes and educational transcripts.
  • Job descriptions
  • Records relating to job offers, promotion, demotion, transfer, layoff, rates of pay and other forms of compensation, and education and training records.
    Pay and compensation information.
  • Records relating to other employment practices (including policy acknowledgments and agreements).
  • Letters of recognition.
  • Warnings, counseling and disciplinary notices.
  • Performance evaluations and goal setting records.
  • Termination records.

It is a good idea (and in certain instances may be legally required) to keep certain employee records and information in a confidential file separate from the personnel file. Of course, other records are created and must also be maintained.

These types of records are kept separate from the basic personnel file:

  • Equal employment opportunity (EEO)/invitation to self-identify disability or veteran status records.
  • Reference/background checks...

Click here to read more information about the Personnel files...         

New Audio Clip! Click here to listen to Is Your Compensation Plan Legal?             
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