Dear Rita: We've never paid too much attention to our personnel files, but we've just entered a contract with the county and we think it's time for us to get our act together on this. I know we need a personnel file for each employee -- but what should be in it? Signed, An Accidental HR Manager
Dear Accidental: It's great that you are asking this question now! Good personnel files are important not just for your county contract but because documentation of various employment matters is required by many state and federal employment laws and most employee-specific documentation is best retained in a personnel file.
- For example, to comply with the Fair Credit Report Act (FCRA) when doing a background check, you've got to give specific written notices and get a written authorization if a third party conducts the records check. The proof that you've complied with FCRA should be kept in each individual's personnel file.
- The file should also contain performance evaluations and any documentation that evidences the employee's employment status (a signed offer letter, an Employee Change Form reflecting things such as job title, wage rate, promotions, benefit coverage, and leaves of absence). The personnel file should read like the rings of a tree, giving evidence of an employee's history with your agency.
The rest of this article provides an overview of how to manage your organization's personnel files and a checklist of documents to include in a personnel file. First, let's talk about what should not be in a personnel file, which is just as important from a legal perspective.
What NOT to put in . . .