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Personnel files — Maryland

Maryland has no laws governing the creation, maintenance or contents of personnel files, nor does it require that employees be provided access to or copies of their personnel files. Thus, employers in Maryland have wide discretion as to how to handle personnel files for their employees. Nonetheless, there are certain guidelines that employers should follow in terms of personnel files. The most challenging issue with personnel files is to determine what information goes in a personnel file and what does not.

What should be kept in a personnel file

Typically, a personnel file contains the following categories of documents:

  • Employment information - The employee’s resume, application, interview notes, employment/education verification, tests and results, background check, driving record, security clearance, offer letter, employment agreements (including non-compete and/or confidentiality agreements, arbitration agreements), relocation information, agency agreement if hired through an agency, relocation records orientation checklist, job description, employee handbook and other policy acknowledgments, employee contact information, promotion or transfers, certifications and licenses, etc.
  • Payroll information - W-4 form, attendance record, timesheets, garnishment or court orders, authorizations for deductions, leave requests (including vacation, sick and safe leave, personal, jury duty,...


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