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How Do You Organize Employee Records?
June 12, 2008
It is essential that a small business owner properly organize its employee’s personnel files—for organizational and legal purposes. The following are some suggestions of how to organize and maintain employee personnel files.
- In today's computer age, many companies choose to keep files electronically or in databases, but plain folders still work fine in many cases. Just make sure to choose a folder that will accommodate the growth of your company. I find that one folder with five or six sections works best. Separate paperwork by sections.
- Try and keep the information in order by date, beginning with the worker's employment application, resume and references.
- Be sure to have a section with employee's personal information such as current address and phone number as well as emergency contact information.
- Another section should contain documents the employee signed when he or she joined the company. Such as an employee policy acknowledgment, security information acknowledgement, in our case a hazardous chemicals disclosure form, and of course a W-4 for payroll withholding and tax purposes.
- Remember to keep room for employee reviews.
- Lastly I keep room for copies of diplomas, certificates, and/or confirmation of training an employee received.
Posted by Shanu Singh Guliani on June 12, 2008 | Comments (0)
