• 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 straightforward 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 a “need to know” standard. It’s important to review state laws on personnel 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.