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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. Doctor’s notes.

Filing 121
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How Michael J. Fox Finds Ways Around Life’s Obstacles

Success

While there are physical reminders of his disease, he’s able to control it most of the time with medication and a healthy lifestyle. There’s a definite hitch in his gait and some slight shaking in his head and arms. The son of a sergeant in the Canadian Army Signal Corps and an actress and payroll clerk mom, he had four siblings.

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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. Here’s what you’ll need to include in your confidential employee files.

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

Be certain employees know not only your organization’s precise definition of a business record but also the various forms such records may take. Requirements may prove surprising, such as certain employee medical records that OSHA wants retained for 30 years. Payroll information. Figuring out what to keep and for how long.

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How long do employers keep employee records?

BMT Office Administration

Otherwise, your organization could wind up in hot water if you’re subjected to an audit, which is something you definitely don’t want to deal with. Payroll files. Your payroll files should include W-4s, W-2s, timesheets, direct deposits, and wage rates. Medical files.

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