How to organize employee records so they are complete, secure and easy to find, and what to keep out of the main file.
| Record | Why separate |
|---|---|
| Medical information, including doctor’s notes and accommodation requests | Federal law requires medical information to be kept confidential and in separate files |
| Form I-9 | Kept separately so it can be produced for inspection without exposing other records; see our Form I-9 guide |
| Background check reports | Access should be limited and specific notice rules apply |
| Investigation files | Often contain information about other employees |
| Benefits enrollment and claims | May contain health or family information |
| Payroll and time records | Usually kept in payroll and time systems, with their own retention rules |
Federal law does not give private-sector employees a general right to see their personnel file, but many states do. Rules differ on who may request access, how quickly the employer must respond, whether copies must be provided and whether employees can add a written response to items they disagree with. California, for example, gives employees the right to inspect and receive a copy of their personnel records within a set period after a request. Check your state’s rules and set up a simple request process.
EZTime digital HR forms let you send, sign and file employee documents online.
Retention periods depend on the type of record and on federal and state law. Many employers keep personnel files for several years after employment ends to cover the longest applicable period and the time limits for claims. Time and payroll records have their own rules, explained in our guide to time and payroll record retention. When a claim or investigation is pending, keep all related records until it is resolved.
Digital files are easier to organize, search and secure than paper, especially for teams across several locations. A digital employee file keeps documents, signed forms and certifications in one place, with access controls. E-signatures make it easy to collect acknowledgments without printing. When moving from paper, scan existing documents carefully, keep originals for any records where originals matter and set a cut-over date.
If an employee disagrees with something in the file, some states let them add a written statement. Even where it is not required, accepting a short written response can reduce conflict.
| Role | Typical access |
|---|---|
| HR or the business owner | Full access to personnel files |
| Direct manager | Job, performance, training and discipline records for their own team |
| Payroll | Pay rate, classification and tax documents needed to run payroll |
| Other managers | No access unless there is a specific business need |
| Employee | Their own file, as provided by state law and company policy |
Writing this model into your employee handbook or HR procedures helps managers know where the line is.
Running this check once a year keeps files ready for audits, claims and day-to-day questions.
When employment ends, add the resignation or termination documents, final pay records and any return-of-equipment checklist to the file, then move it to an inactive status rather than deleting it. Mark the date employment ended so it is easy to calculate when the retention period expires. If the person is rehired later, start a new active file and link it to the old one rather than mixing records from both periods. Our final paycheck guide covers the pay side of separation.
Hiring documents, job and pay history, reviews, training, recognition, discipline and separation records.
No. Medical information should be kept confidential in a separate file.
It depends on the state. Many states give employees the right to inspect or copy their file.
Separately from the main personnel file, so it can be produced for inspection on its own.
Yes, as long as they are secure, accessible to authorized people and retained for the required periods.
Retention depends on the record type and on federal and state law. Many employers keep files for several years after separation; check the rules that apply to you.
EZTime’s digital HR forms collect e-signatures and keep the signed copy in the employee’s digital file, with reminders before a document expires. See current plans and what each one includes on the pricing page.