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Employee personnel files — what should and shouldn’t be included

BMT Office Administration

While some variance may occur between companies, certain papers commonly belong in these files and some definitely do not. For instance, employers cannot include medical information in an employee’s general personnel file due to the Americans with Disabilities Act (ADA). Medical leave of absence requests. Health insurance forms.

Filing 121
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Employee Files: What to include, what to leave out, and what’s confidential

BMT Office Administration

Besides that, your confidential medical records will let you know if any team members have disabilities that you need to consider when planning and assigning tasks. If so, then you’ll definitely want to have the proper documents on-hand to defend your managers. health insurance, dental, vision, etc.).

Filing 52
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It’s time to review (or create) your document retention policy

BMT Office Administration

Employers covered by the Family and Medical Leave Act ( FMLA ) are required to make, keep and preserve certain records pertaining to their obligations under the law. Each employer shall preserve for at least three years payroll records, collective bargaining agreements, sales and purchase records. Per the U.S. Department of Labor.

Policies 105
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Stay organized and secure with electronic records management

BMT Office Administration

Some need to be easily retrievable should a government agency such as the Department of Labor (DOL) want to check employment verification or the Occupational Safety and Health Administration (OSHA) need to investigate an environmental concern. Payroll information. Others, such as emails and social media posts, are not so obvious.