How to Manage Employee Files

Filing System

Keeping track of employee files can be a difficult task, particularly if you have lots of employees. Without a filing system, managing employee files is a headache. An efficient filing system includes individual binders for each employee divided into sections of information, and filed alphabetically for easy retrieval. There are strategies to manage files efficiently.

Instructions

1. Obtain separate binders for each employee. Choose a binder big enough to allow for expansion of the file over the course of an employee's work term, such as a 2-inch binder. Label the binder with the employee's last name and first name on the spine. Include a cover sheet on the inside front of the binder with the employee's name and position.

2. Use tabs to divide the sections of the employee's file. Label the dividers based on what information is contained within the section. Make tabs for hiring, contact and policy information, as well as tax forms, benefits paid and any other forms of information that the company collects from employees.

3. File the employee's information as you receive it. Don't leave loose paperwork. Secure any loose paperwork in an inbox that is locked up and out of plain view of other personnel. Use a three-hole punch to prepare the files for the binder. File each piece of paper in the appropriately labeled section of the binder.

4. Store the employee binders in a locked cabinet filed alphabetically by last name. Keep the key with you or in a safe place. Lock the cabinet when you are done working with the employee files. Always check the lock on the cabinet before you leave your work area. Never leave an employee's file sitting out in the open when you walk away or leave work.

5. Allow employees to view their files upon request. Do not let the file leave your sight to ensure that the employee doesn't tamper with the files. Do not let employees take their files out of the office. Make sure employees have permission to copy the files in the binder by asking management first. Lock up the binder after the employee is finished reviewing the contents.

References

• Office Arrow: How to Organize and Manage Employee Files