When you get hired in a company, one of the basic requirements that your employer or the Human Resource department would be requiring from you is your personal data information. Such as basic personal information, academic background, employment history and achievements among others. And through the course of your stay in the company, more additional information are to be collected and documented in what we call an employee file. To get more information about this, do continue to read this article and check out below our free employee file checklist samples.

10+ Employee File Checklist Samples

1. Employee File Checklist

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Size: 126 KB

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2. Employee Personnel File Checklist

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Size: 95 KB

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3. Departmental Employee File Checklist

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Size: 6 KB

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4. Sample Employee File Checklist

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5. Standard Employee File Checklist

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Size: 107 KB

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6. Employee Master File Checklist

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Size: 86 KB

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7. New Employee File Checklist

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8. Printable Employee File Checklist

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9. New Hire Employee File Paperwork Checklist

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Size: 119 KB

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10. Community Waiver Employee File Checklist

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Size: 106 KB

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11. Staff Employee File Checklist

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  • DOC

Size: 7 KB

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What Is an Employee File?

An Employee File or Personnel Record are documents that contain all relevant information about an employee’s time in the company starting from the job application till the resignation or separation from the company. Keeping an employee’s personal file is important for documentation process, since these data may protect the company should any lawsuit occur. Or should an employee have any relevant complaints, the HR department can pull out the file anytime for reference. Most importantly should any emergency occur, the management can quickly refer to the file for any information.

How to Set Up an Employee File Checklist?

Aside from the an employee’s basic personal data, contents of the personnel file provide a historical overview of the important happenings during his or her career. They support the decisions that are made about the employee during the time spent in the company. This should demonstrate the employer’s rationale behind hiring, promotions, transfer, rewards and recognition, and firing decisions. Here are some key information you should consider to include in the checklist.

I. Personal File

As mentioned, these are the basic employee information such a current address, personal contact number, emergency contact information, academic background, employment history and other relevant information which would depend on the company’s policy.

Employment related files pertaining to the start of the employee onboarding till the offboarding that is important to any given employer.

  • Curriculum Vitae which is a document usually given to the employer during a job application process.
  • Government Related I.D numbers for tax or identity confirmation or proof
  • Job Order, Employment Contract or Job Description: a document which contains the company salary structure, designation & confirmed joining date. This are usually signed by an employee once he or she agrees to the terms.
  • Employee Manual confirmation receipt or acknowledgement

III. Employee Performance and Career Development

During the employee’s course of stay in the company, employees get to experience employee training session, career development programs, receive awards and benefits, disciplinary order among others. So these are some of the files to include in an employee file checklist:

  • Records of attendance or completion of employee training and developmental programs
  • Performance evaluations or appraisals
  • Awards and Benefits accumulated over the years
  • Disciplinary action reports
  • Any contract, written agreement, receipt, or acknowledgment between the employee and the employer such as company issued mobile phones, company car or laptop and insurance.

IV. Employee’s Departure

When an employee decides to resign or separate from the company, there are several documents that still has to go one file such as Resignation Letter, Exit Interview and  Turnover documents file.

Also, the HR department should conduct an annual review of their employee’s personal file to make sure that all information are accurate, up to date, and complete.

FAQs

What Is Employee Onboarding Process?

Employee Onboarding is the process of introducing new employees to the organization’s environment and culture. This is to help employees adjust to social and performance aspects of their new jobs quickly and smoothly, and learn the attitudes, knowledge, skills, and behaviors.

What Is an Employee File Audit?

This is the reviewing of employee files to ensure that they are in order or it can involve reviewing the effectiveness of corporate HR policies, which can help identify gaps or inconsistencies with HR processes.

How Long Do You Need to Keep Employee Files after Resignation?

This would actually depend on what kind of files should be kept and based on company policy. Some would keep employee files for a year to seven years.

 

It is good business practice that employers keep records in order to comply with specific provisions mandated by the government. Not only that employee files are important references in a lot of aspects that can not only help the employer but the employees themselves. Since documentation of these records can help evaluate a company’s way of running their business and handling their employees. And employees have a reference on record on how they developed in the company they have worked with.

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