Things You'll Need:
- Employee files
- Locking file cabinet
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Step 1
Keep all employee files in locking file cabinet. The normal practice is for the business owner or Human Resources to hold the keys. The file cabinet should be locked when not in use.
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Step 2
Keep regular employee files apart from the employee medical files. This is especially important in the event of a audit or lawsuit. Medical files should also be kept under lock and key.
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Step 3
Supervision is required if an employee or other authorized person needs to access the employee file. The employee or other authorized person should not be left alone to review an employee file. Documents have been known to disappear. It might be helpful to have a log of any person who reviewed the employee's file. This could be kept in the employee file.
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Step 4
Be organized. A business owner or Human Resources should keep track of the documents in the employee file. If you need to copy a document from the file make sure you paying close attention to that task. Don't leave originals of salary surveys left in the copy machine. This is a breach of confidentiality of employee files.
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Step 5
Shred all employee data you will not store in the event of a company closure. This should occur regardless of the date or age of employee document. Exception to this is I-9s for employees former employees after one year.
