Updating Your Employee Records System
New Year, New System
Make a fresh start of your record keeping system this year. Whether you’re going to stick with paper files, create a computer-based filing system or store records on the cloud, you need to create at least four separate sets of records for each employee.
Personnel file – This file outlines basic information such as name, address, phone number, emergency contacts, SSN and anything else that’s specific to the employee.
Payroll file – This file contains salary information, benefits, pay rate changes and any other documentation affecting the employee’s paycheck.
Medical file – The Health Insurance Portability and Accountability Act of 1996 (HIPAA), requires employee medical information to be kept confidential. This file contains health insurance, life insurance, medical leave and other documents containing private medical information. Store these files so that managers or HR who need access to other files don’t have access to the medical files.
I-9 Form file – An I-9 work authorization form must be kept on file for every employee. The I-9 file must be kept separate from all other confidential employee files.
Keeping these files ensures you’re in compliance, protected in case of an audit or litigation, and keeps employee information from getting in the wrong hands.
Also, if you’re converting to electronic files, it is best practice to keep them in a format viable for future use such as a picture document (.jpg or .tif) or as a PDF file.
For more information contact firstname.lastname@example.org. The information contained in this post, and any attachments, is not intended and should not be misconstrued as legal advice. You should contact your employment, benefits or ERISA attorney for legal direction.