Many employers fail to make employee recordkeeping a priority, and frequently pay the price when they are required to produce personnel file materials in discovery or when requested by subpoena. In the long run, all businesses will save time and money by taking a proactive approach to properly maintaining and preserving employee records. When a business has reliable policies and procedures in place to ensure that relevant employee documentation is maintained, the business will be better protected from liability and management will be in a position to make more informed employment decisions.
Required and recommended information
This chapter will refer to five different categories of employee records, which are as follows:
Employee history records – Employee history documents include those that relate to job performance, including employee performance, promotions, and corrective action write ups. Generally speaking, managers need access to employee history records to make appropriate employment decisions.
Medical history and other documents unrelated to an employee's job performance –Employers should ensure that medical documents and other information that managers should not consider in making employment decisions are maintained in a confidential file to which managers do not have...
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