Abstract
This paper will discuss the importance of having a well documented document employee file. The paper will inform the employer on having four different files that they must keep which are personal file, payroll file, performance file and confidential file.
How to Keep Records of Employment
All companies must implement a system for retaining employee records. Companies must decide what files to have, where to keep them, and what to keep in the files. Employee records should be kept in locked cabinets in a secure area, with access allowed only to individuals who have a business need-to-know. When determining where to store employee records, employers should keep in mind that various laws dictate that employers must keep certain documents confidential and be able to produce certain documents on demand for inspection by employees, union representatives, or government agencies.
There are many documents that an employee file must have and the first step in order to get employed would be is having an application. A. Grimes (personal communication, October 12, 2008) the employee file must consist of four different sub files which are the Personal, Payroll, Performance/Training and Confidential files. A. Grimes (personal communication, October 12, 2008) suggested that each file be color coded for easy reference Personal (Manila), Payroll (Green), Performance/Training (Red) and Confidential (Red).
Personal File
Employee’s original employment application- The employment application is an important document of the hiring process: it provides the employer with clear and relevant information about applicant. An application is also a legal document and becomes a part of ...