Q. What kinds of information and documents should we keep in our personnel files?
A. You should include pretty much all documentation concerning an employee’s history with the company—attendance, pay history, job history, discipline and evaluations—except medical documentation and, perhaps, protected activity information concerning matters such as discrimination and harassment complaints.
Under the Health Insurance Portability and Accountability Act, or HIPAA, and other statutes, it is important to protect and keep medical information physically separate from other personnel files.
Make sure if supervisors keep their own files for counseling, warnings or other information, copies make their way into HR’s filing cabinet, too.
- How to Fire an Employee the Legal Way: 6 Termination Guidelines
- How to Write Meeting Minutes
- Catch 22: The records-retention steps you must always be ready to take
- Red Light, Green Light: How HR Must Prepare for Political Change
- Slow business forces RIF? Most staffing decisions won't trigger bias liability
- Do U.S. employment laws apply overseas?