• Employers should create a written policy for maintaining employee records.

Creating a written policy for managing employee records is essential. The goals set should be straight-forward and simple. The system should encompass employment history, medical data, confidential information, payroll records, I-9 forms, and protected status information.

Employee files should be centrally located and appropriately secured. Additionally, employers should develop criteria to evaluate requests to view records, using the “need to know” standard. It’s important to review state laws on file access and record retention.

Most common-sense suggestions and tips are not mandatory; rather, they provide guidance to assist employers in accurately completing and maintaining employee records.