Employers must keep specific information on file for employees to comply with legal requirements, manage payroll and benefits, and maintain accurate employment records. Here’s a breakdown of essential information:
- Personal Information: name, address, email, emergency contact etc.
- Employment Details: job title & description, start date, employee contract, employment status, work schedule, salary or hourly rate, promotion records, termination or resignation details
- Tax and Payroll Information: tax forms, pay rate & schedule, overtime and bonus records, payroll deductions, direct deposit authorization forms
- Benefits and Compensation Records: paid time off or leave accruals, workers compensation claims, agreements regarding benefits
- Legal and Compliance Documents: work visas or permits, confidentiality agreements, disciplinary action records, performance review and evaluations, signed acknowledgment of company policies, performance improvement plans
- Training and Certifications: training records, onboarding, safety, compliance, certifications or licenses, completed professional development
- Health and Safety Information: workplace injury or illness reports, medical records for workplace accommodations, accommodation requests
Retention Guidelines
- Active employees: Maintain all records securely and ensure they are regularly updated.
- Former employees: Retain records for the required statutory period (e.g., 3–7 years, depending on the jurisdiction and type of document).
Always ensure compliance with data privacy laws and secure sensitive information appropriately.
Need guidance with employee record keeping? Book a meeting to discuss.
