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Need your help maintaining files

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Question: I am attempting to get information as to how other organizations are maintaining personnel files, medical files, workman's comp files, training files, etc.  All recommendations and current procedures your company follows would be greatly appreciated.  -- Jennifer


We keep a separate file for medical, and a separate file for workers comp on each employee which is entirely separate from their personnel history files and located in a separate place.
This is my understanding of the ADA.

We use software Tokopen and filemaker in maintaining personnel, billing, contracts and other paperwork. Most everything we do is scanned and in a secured area with different levels of access for supervisors and directors from the server. Before going to a computerized file maintenance system we color coded files for example in personnel. Red folders-medical, green-payroll, reprimands-blue, commondations-yellow, and general personal info-white. On the computerized system we still have color codes and the file drawers have gone from down the hallways around the corner to 4 drawers.

Our company has written an Document Imaging Software program called Confidential Scan, this was not a big seller for our clients so we have discontinued supporting the product. We still use the program but was very surprise at how many offices that have a large number of employees and confidential paper didn't jump at the chance to get rid of the paper. Another option, We needed a way to scan other documents that could if needed be stored in individual folder, and that could be emailed as well. Canon Scanner DR series has software that will allow you to do this. The only draw back is when you scan an item to a folder and you need to amend the documents you can't add to that batch of documents, you would have to use the same title with a differnt date or sub-title.
The scanners are costly but will do the job.

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