Simple Tips to Organize an Employee Personnel File


Jordan Jimenez

Organizing files is very essential for most of business setting including small business and Human Resources department. With a proper file organization, you will be easier to access the file you need.


When you organize the file of an employee, there are some things which you need to consider. You will also need some tools including file folders in two different colors and office supplies. Here are some ideas for your file organizing tips. Firstly, you have to choose the folder which is ale to accommodate the company’s growth. Folder which typically will work best for it is the folder with six sections. For each section, you can use separated paperwork. Furthermore, you can organize the file about the medical records of your employee in the second folder. It usually needs a few sections. After choosing the first folder, you should organize the sections in the folder. For the example, you can put the personal information of your employee like phone number and current address in the first section. It will be better for you to update this information annually. Commonly, most company updates this file in the enrollment or the beginning of the year. In addition, you should always keep emergency contact information as well. The next thing you should do is to organize for the second section. You can put the job application and the resume. References can also be placed in this section. For the third section, you can put the documents which your employee signed when he entered your company. You can also find the documents like sexual harassment training, employee policy acknowledgment, and non-disclosure agreements. The fourth section of the folder will be better for accommodating the employee reviews. These documents will be better to be separated from the other documents but the review of the feedback of your documents. Furthermore, the fifth place will be best for certificates, copies of diplomas, and confirmation of training received by your employee. Another important thing you can save for your employee file is the medical information. You should keep it in a separate folder. It means that you can store all the information related to the health of your employee.

There are some other options of

expandable file folders

which can provide you larger storage for any documents. With the

expanding file folders

, you can keep a lot of documents in some different sections of he folders so that it will be more practical to use.

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Simple Tips to Organize an Employee Personnel File