Are Your Employee Records Under Lock and Key?

North Carolina business says the number of files to keep may be more than you think

Sep 19, 2011, 14:58 ET from Confidential Records Management, Inc.

NEW BERN, N.C., Sept. 19, 2011 /PRNewswire/ -- Organizing employee files is important for all businesses. But what information you keep where is more important than you might think.

"Businesses often keep employee records lumped into one main file," said Gail Bisbee, President/CEO of Confidential Records Management, Inc., a full-service records and data management firm serving North Carolina businesses. "Having accurate information that is organized and accessible is important. Some employers don't realize that, because of government rules and regulations, you actually need to keep multiple files for each person depending on what's contained in the file. This multi-file system is essential to keep your business protected during audits or in the event of litigation."

What kind of employee files do you need?

  • A personnel file for each employee that outlines basic information including, name, address, phone number, emergency contacts, social security numbers and anything specific to the employee.
  • A payroll file for each employee that contains salary information, benefits, pay rate changes and other legal documentation impacting an employee's paycheck.
  • An employee medical file. HIPAA requires employee medical information be maintained and kept confidential. Any medical information such as health insurance, life insurance, medical leave or other documents containing private medical information should be in this file.
  • An I-9 form file. Having an I-9 form on file for every employee you hire is a requirement as the document verifies the employee is legally authorized to work in the United States. I-9 files must be kept separately from all other confidential employee files.

"Separating and maintaining employee files ensures your company is in compliance with state and federal regulations; that files are secure and will be managed appropriately," said Bisbee. "Plus, having a records management system in place will protect your company in the event of an audit or litigation and keep employee information from getting into the wrong hands."

Founded in 1995, Confidential Records Management, Inc. is a North Carolina-based business with state-of-the-art records and data management facilities throughout North Carolina. CRMI is the industry leader in professional records and information management.

SOURCE Confidential Records Management, Inc.