How to Manage Personnel Files

Manage personnel files by choosing a proper storage area that can be locked.

Manage personnel files to keep detail records safe and accurate with a comprehensive filing system. Include medical leaves, performance appraisals and contact information in the personnel files. Check with your state Department of Labor to see restrictions on personnel files such as supplying basic information upon request. Choose a site to keep the personnel files such as a locked cabinet or closet as required by law to limit assess to only specified individuals such as managers. Keep detailed records by having a folder or binder for each employee.

Instructions

1. Choose a storage area for the personnel files that can be locked such as a closet or cabinet to manage the files. Limit access to personnel files, and monitor employees when viewing the files to prevent alterations or removal. Keep employee medical records and immigration forms separate from employee's main personnel file. Visit the Cooperative Grocer website to learn legal issues regarding privacy for allowing specified individuals access such as payroll bookkeepers and supervisors. Confirm laws concerning personnel files with your state by visiting the Department of Labor website on employee access and privacy restrictions.

2. Develop a method for organizing the personnel files such as by employee. Purchase folders or binders to hold personnel records. Label the folders properly for easy retrieval in the future such as during the tax season. Divide the files into sections such as tax and benefit information and performance reviews. Include basic components in the personnel files such as hiring information and contact information. Dedicate a section to employment applications and history for future reference of unbiased pay evaluations and promotions. Keep records of health and injury records in the personnel files to track patterns of injury during employment. Maintain attendance records to reference if problems with attendance occur.

3. Manage personnel files electronically with software such as HyperOffice. Scan employee files and place on computer to upload to the software. Drag and drop files to your online account. Access files easily from any device with browser capabilities and Internet connection. Store unlimited numbers of documents that can be retrieved easily by hitting the "Search" button. Set up password protection to protect the privacy of the personnel files online.

References

• Office Arrow: How to Organize and Manage Employee Files

Resources

• HyperOffice
• Cooperative Grocer
• United States Department of Labor