Employers should maintain a personnel file on each employee. Not only will this assist you in basic administration tasks, but it will also be helpful in reducing your risk of a claim if your documentation is in order. You should periodically review the files to be sure that they contain everything they should and that old or unnecessary information is removed. You don’t want a document that you didn’t know existed to become evidence if you end up in a lawsuit.
Keep 4 separate files for employee records:
Some of the items that may be kept in the file containing personnel records are:
Some of the items that may be kept in the file containing confidential medical records are:
Some of the items that may be kept in the file containing pre-hire records are:
Maintain all Form I-9s in two binders for USCIS, one binder for current employees and one binder for terminated employees. The government is entitled to inspect these forms, and if it does, you don't want the agents viewing the rest of the employee's personnel information at the same time. Not only would this compromise employee’s privacy, but it might also open the company up to additional questions and investigation. I-9 forms must be maintained for 3 years after the date of hire or 1 year after the date of termination, whichever is later.