An employee file typically includes records that define the employment relationship, such as agreements and reviews. It tracks the formal history of a worker’s time with a company. HR teams commonly keep sensitive files, like medical data, in different folders to maintain privacy and follow safety standards.
Employment records typically kept in the file
These records define the role and the status of the worker. The core file usually holds:
- The offer letter and signed employment agreement.
- Notices that show job titles, departments, or pay levels.
- Signatures that show a person read the employee handbook.
- Performance reviews and goal summaries.
- Formal disciplinary actions or warnings.
- Records of promotions or transfers.
The main focus in this case is on official documents. Managers often leave informal notes or draft reviews out of these files to make certain the record stays objective.
Records commonly kept in separate folders
HR departments often store certain documents in a different space to limit who can see sensitive data:
- Medical and health notes, as specifically mandated by ADA.
- Leave requests for family or medical reasons.
- Background checks and screening results.
- Immigration and right-to-work papers.
- Notes on internal complaints or investigations.
Keeping these files separate helps protect the worker's privacy and lowers the risk of accidentally getting out of compliance.
Managing access and file structure
Few staff members have full access to employee files. HR staff typically oversee these records, while managers typically only see reviews or role details. Digital tools help teams track every time someone opens or changes a record. This largely addresses the pitfalls of backups that live in personal email or on local drives.
Teams regularly use an AI-powered HR generator to create templates for these records. They frequently set a clear plan for how to name files and when to delete old ones. These steps help a business stay ready for an inspection or a dispute.
TL;DR
- Employee files hold offer letters, pay changes, and performance reviews.
- Companies store sensitive data, like health records, background checks, and right-to-work status away from core files, in separate files.
- HR uses digital systems to track every change and prevent "shadow files" on personal drives.