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#596771 - 08/10/06 06:33 PM Personnel Files
tsmith Offline
Junior Member
tsmith
Joined: Feb 2006
Posts: 40
Alabama
I have recently taken ober the HR position at my bank and the personnel files are not consistent. Are there any guidelines on what should be kept in an employee's file?

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Human Resources
#596772 - 08/14/06 06:33 PM Re: Personnel Files
mck401 Offline
Diamond Poster
Joined: May 2006
Posts: 1,168
Texas
I just came across some helpful HR info HR Checklist

You will want to have centralized personnel files if you have a centralized payroll system. Personnel files should contain employment application, W-4, resume (if provided), copy of enrollment forms for health insurance, records of keys, cards, codes, etc. issued at beginning of employment, copy of salary actions, performance reviews, employees notices. I-9 Forms must be kept in a separate file.
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#596773 - 08/14/06 07:23 PM Re: Personnel Files
Lestie G Offline

Power Poster
Joined: May 2002
Posts: 3,605
Near the Land of Enchantment
Quote:

I-9 Forms must be kept in a separate file.




Why? Is there a reg or rule requiring this? Thanks!
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#596774 - 08/14/06 08:50 PM Re: Personnel Files
mck401 Offline
Diamond Poster
Joined: May 2006
Posts: 1,168
Texas
To protect the company from discrimination. It's been a practice for years. I do not believe there are any Regs or Rules that state this is what you must do.
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Work less, play more.....why not????

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#596775 - 08/15/06 12:43 AM Re: Personnel Files
rlcarey Online
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rlcarey
Joined: Jul 2001
Posts: 77,247
Galveston, TX
That is one importnat reason, but the second most important reason that if you are subjected to a I-9 audit by the USCIS, you will want them handy. Depending on the size of your organization, pulling I-9 information that is buried in 1000's of employees records is not a fun project.
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#596776 - 08/15/06 12:02 PM Re: Personnel Files
blue Offline
Platinum Poster
Joined: Jul 2005
Posts: 793
If you have any health care related claims that contain diagnosis or treatment information that is personally identifiable, you will probably want to keep that in a separate area with restricted access (HIPAA).

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