By having a process to create and maintain employee HR files, you can make sure you stay organized and meet requirements for employee documents you have to have on hand. Here is a process for creating HR files. Bon Appetit!
Before we get cooking, here are a few helpful hints:
- Use a checklist to track documents in an employee’s file. To make sure you have the documents you need in an HR file, download a copy of our document tracker here. Print it out and staple it to the inside of each employee’s personnel folder. Then mark all the documents as you add them.
- Separate documents with a paperclip. Separate employee tax forms, performance documents, time-off requests, etc. into different sections for easier navigation.
- Keep extra, empty folders on hand. You’ll always be ready for the next file you have to make.
If you’re ready to cook up your own perfect process for employee HR folders, let’s get cooking!
An easy 6 Ingredient recipe for Filing an Employee’s HR Folder
Essential ingredients
- Folder for each employee
- Employee’s training, tax, performance, and time off documents
- Filing cabinet to keep the folders in
- Personnel folder checklist
- Stapler
- Pens
Optional ingredients
- Colored paper clips
- Label maker
- Scanner (for a digital copy)
Directions
- Take out a new folder and label with one employee’s first and last name.
- Add employee’s personal files: include an employee’s resume, application, contact information, offer letter, W-4 and I-9, state tax documentation, payroll documents, employee benefit forms, two copies of identification documents, and termination papers or contracts if applicable.
- Store the file in a filing cabinet.
- Repeat steps 1-3 for each employee.
- Review each employee’s file once a year to make sure the information is up to date.
- Optional: Copy all physical files and save a copy of the employee’s HR file on your accounting server.
At Pretty Books, we are always whipping up new and helpful ways to keep your business moving. While there are tons of ways to prepare these processes, we believe that this one is the best. Enjoy!
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