Human Resource Files: Category Breakdown

If you have employees then you have the most common records out there: Human Resource (HR) files, also known as Employee Files. Below we breakdown the common HR record categories, contents, and access that you may consider. These categories help take a paper employee file and create a useful digital copy, making access easy and simple. 

Here’s the breakdown.

Hire- The hire section contains documents that are used during the processing of a new employee. 

• Job Application
• Resume
• New Hire Checklist
• Interview 
• Education Diploma/Degree
• Education Transcripts
• Hire Miscellaneous

Screening & Processing

• Background Check (Fingerprint Check) Authorization
• Background Check (Fingerprint Check) Results
• Drug Screening Authorization
• Drug Screening Results
• Reference Screening Results
• Active Personal Information (Secure information screening processing)

Orientation 

• New Hire Orientation Documents
• Department/Job Related Orientation Documents
• Initial Orientation Reviews (Orientation Evaluation)

Acknowledgments & Agreements

• Company Acknowledgment Types
• Job Description Acknowledgement
• Employee Contracts
• Confidentiality Statements/Agreements
• Conflict of Interest Agreements
• Non-Compete Agreements

Performance Evaluations

• Annual Evaluations
• 30/60/90 Day Evaluations
• Disciplinary Communications (Written/Verbal with employee signature) [ May be own category if needed]

Licensures- Certifications

• Occupational Licenses marked with Expiration Date (Registered Nurse, Forklift Cert., Job specific requirement)
• Driver’s License with Expiration Date (If on job driving is required)
• Automobile Insurance Proof with Expiration Date (if on job driving is required)

Competency (ALL) (Often referenced as a “Departmental File”)

• Initial Competency types (Onboard training)
• Corporate Competency/Continuing Educations
• Job Specific Competency- Annual Continuing Educations
• Competency Certifications (outside of Job Description need)

Benefits/Compensation/Government Related Forms

• Employer Benefits information
• Compensation Calculations
• Market Adjustments
• State Related/Federal Related Filing Forms

I-9 Documentation

• Form i-9
• Form i-9 Identification (Scanned separate of i-9 for ease of updating)
• Electronic Verification Services (E-VERIFY)
• Immigration Documents