Begin with a primary classification of records. Precisely, classify the files in four categories, namely administrative, organizational, program, and case files ( Armstrong, 2006) . The administrative files are those that document internal operation and administration in the human resource office. The organizational files are those that document the relationship of the human resource department and other departments within the organization. The program files are those documenting basic activities and programs within the organization and case files are those documenting specific events, persons, projects, and transactions.
The primary classification will be followed by secondary classification of records. Sort the case files into two classes, namely personnel files and payroll records. Keep the job-related documents in the personnel file of each employee. The important documents that should be kept in the personnel file of each employee file include a job description for the position, job application and resume, performance evaluations, IRS Form W-4, forms providing next of kin and emergency contacts, and complaints from coworkers and customers (Nolo, 2018). Also, keep in the personnel file of each employee warnings, records of attendance and completion of training programs, and documents detailing the employee’s departure from the organization. Ensure that the documents that are more than twenty years old are moved to the inactive storage.
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The documents that should not be kept in the personnel file of each employee include medical records, Form I-9s, and any other unnecessary material (Nolo, 2018). Ensure that the medical records and Form I-9s are not only kept in separate files but also their access is limited to only a few people ( Hubbard, Forcht, & Thomas, 1998) . This is because both the disabled and not disabled employees have the legal obligation to keep medical records private ( Mironi, 1974) . The unnecessary materials include but are not limited to employees’ private life or political beliefs. Also, ensure that the obsolete records are purged.
References
Armstrong, M. (2006). A handbook of human resource management practice . Kogan Page Publishers.
Hubbard, J. C., Forcht, K. A., & Thomas, D. S. (1998). Human resource information systems: An overview of current ethical and legal issues. Journal of Business Ethics , 17 (12), 1319-1323.
Mironi, M. (1974). The confidentiality of personnel records: A legal and ethical view. Labor Law Journal , 25 (5), 270.
Nolo. (2018). What to Keep in Employee Personnel Files . Retrieved 25 February 2018, from https://www.nolo.com/legal-encyclopedia/what-keep-employee-personnel-files-30240.html.
