Employee File Management Policy

Maintaining employee files is required by law and also a good practice in general.

We keep digital records AND hard copies at all business locations for all employees for at least three reasons: 1) It ensures that if/when we change HRIS systems we don’t lose important data, 2) If an employee requests to review his/her file, we are required to accommodate, and 3) If we are required to produce employee files, we will need to provide paper documentation.

All employee files are to be maintained, kept secure, and only accessible by predetermined, approved managers. Additionally, all employee files must be kept on record for at least three years following termination and then properly shredded.

Each employee must have three separate folders within each file: Personnel, Medical, and Other. Three manilla folders within one hanging folder for each employee is recommended. Below is a list of what is to be kept in each file.

Revised 11/02/2023