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Organizing personnel files: 4 FAQs

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in Centerpiece,Office Management,Records Retention

Personnel filesEmployee lawsuits often use personnel files as evidence of wrongdoing by employers. Among the critical record-keeping issues involving personnel files are what to include in the typical employee file, when separate files (medical, IRCA, etc.) should be maintained, and how long to retain the wildly different types of information in personnel files.

FAQs about organizing personnel files

1. What guidelines should we follow when setting up and organizing personnel files?

"Personnel records" are records kept by an employer about an employee's qualifications for employment, promotion, transfer, additional compensation, or disciplinary actions.

Note: A personnel record may not include personal information about another person.

Employees' medical files should be kept separate from their personnel files. This includes medical certifications, doctor's notes, requests for family or medical leave, results of medical exams, and the ...(register to read more)

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{ 5 comments… read them below or add one }

Mahbub September 24, 2017 at 3:00 am

I have some problems to keep personnel files. I need some guide line to maintain Personnel files


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Joe January 9, 2013 at 2:02 pm

Moving personnel files online offers a number of benefits, including accessibility and search. Instead of disposing or dealing with storage former, or dealing with their storage, they can be archived electronically, out-of-the-way but ready to be pulled up if needed with just a mouse-click. Our own product, TrackerSuite.Net, offers an online employee file system, you can learn more here: http://www.trackersuite.com/scrn_employee_file.html , as well as register for a hands-on demonstration.


Emma March 29, 2012 at 1:16 pm

I’m currently in the process of re-organizing some messy personnel files I inherited. I am a little unclear on how we should divide documents between the personnel and medical files. In the article, it says we should put leave records in the personnel folder. It also says that we should put doctor’s notes and requests for leave in the medical folder. If someone goes on medical leave, should I put the request form in the medical folder or with the other leave requests?


Jas Burgess February 21, 2012 at 11:15 am


Least is best.



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