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Employee Record Maintenance and
Document Management

Document Management

Benefits of Cloud-Based Document Storage

One of the benefits of a cloud-based total workforce management system is the ability to store documents electronically. This allows for convenient online access, and it also frees up office space, securely preserves information, and helps organizations ensure compliance with federal, state and local laws.

A total workforce management system can track expiration dates and provide dashboard alerts year-round, allowing HR professionals to quickly see which employees require updated forms (for example, form I-9). This helps organizations proactively maintain compliance and avoid penalties.

Important Practices for Personnel Files

It is essential to maintain employees’ personnel files and keep them up to date. In addition to being a good business practice, keeping good records – whether electronically, on paper, or a combination of the two – can help protect organizations in case of an audit or legal action.

Personnel files should contain only employment-related information, such as documents about qualifications and job performance. Do not include information of a personal nature (private life, medical records, political views, etc.).

I-9 forms, which verify an employee’s eligibility to work in the United States, can either be stored separately in printed form, or electronically in a cloud-based document storage system like APS. If storing electronically, it is important to make sure the proper storage protocols (who has access, audit trails to track any changes, etc.) are followed. In the event that United States Citizen and Immigration Services inspects these forms, you can keep the rest of your employees’ personnel files private. Examples of documents to keep in an employee’s personnel file:

  • Employee’s resume and job application.
  • Contract and offer of employment.
  • Job description.
  • Benefits information.
  • Forms (W-4s, W-2s, etc.).
  • FMLA paperwork.
  • Training and certification information.
  • Performance reviews.
  • Changes to employee’s position or pay rate.
  • Employee commendations and awards.
  • Documentation about attendance problems, warnings and disciplinary actions.
  • Exit interview, termination letter, etc., for former employees.
  • Workers’ compensation reports.
  • Copy of driver’s license for workers who drive on the job.
  • Military paperwork for reservists.

Ensure that confidential information, such as employees’ medical information or workers’ compensation reports, are stored separately from general employment information.

Want to learn more about how a unified workforce management solution can streamline your business processes? Schedule a demo with APS today.

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