Effective employee records management is essential for businesses to maintain accurate and up-to-date employee information, comply with legal requirements, and ensure that sensitive information is protected. Here are the top 10 best practices for employee records management:
By following these best practices, businesses can improve their employee records management processes, comply with legal requirements, and ensure that sensitive information is protected. This will help to avoid legal or financial penalties associated with non-compliance, minimize risks, and improve overall operations.
Here is a list of employee records that businesses typically maintain:
I. Basic employee information, such as name, address, Social Security number, date of birth, and emergency contact information.
II. Employment application and resume, which may include information on education, previous work experience, and references.
III. Offer letter or employment agreement, which outlines the terms and conditions of the employee's employment, including job title, compensation, benefits, and start date.
IV. Performance evaluations, which provide an assessment of the employee's job performance and progress over time.
V. Disciplinary actions and related documentation, which include warnings, reprimands, or other actions taken to address performance or behavioral issues.
VI. Time and attendance records, which document the hours worked by an employee, including any overtime or vacation time taken.
VII. Payroll and tax records, including W-4 forms, pay stubs, and other tax-related documentation.
VIII. Training and development records, including certifications and professional development courses taken by the employee.
IX. Medical and health-related records, including workers' compensation claims, disability accommodations, and medical leave requests.
X. Separation or termination documentation, including exit interviews, final pay stubs, and COBRA election forms.
XI. It's important to note that the specific employee records that a business maintains may vary depending on the industry, job function, and legal requirements in their jurisdiction.
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