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¶ … intern to sort through all the employee files and make sure that all documents are in the proper folders.
To assist the intern, construct a guide that lists which documents are to be filed together and which are to be in separate files.
Include the length of time that material should be saved so old information can be removed. Explain the special requirements of human resource files, including confidentiality and privacy issues
This is a rough idea for how an intern can categorize the information. Each organization has its own preferred way for doing so:
The first folder should contain information such as current address, emergency contact information and phone number. This information should be updated on a yearly basis such as at the beginning of the year (for instance).
The second folder can contain job application and resume, as well as references and employer-employee contracts.
The third folder would contain all the following forms such as the W-4 tax form, sexual harassment...
The I-9 form should be stored elsewhere
4. This folder can be used for employee reviews with feedback form employee on review and documentation for salary increases or disciplinary actions relevant diplomas, certificates or confirmation of training the employee has received should be kept in this folder as well.
5. A separate section should be kept for medical records that include insurance, health and retirement reports
Some organizations keep medical information in a totally separate file folder. This folder is even more confidential than the other and cannot be used for premising promotions or other personnel decision. Some organizations use this file for also storing accident reports, worker's compensation claims and any other medical records. Some open a totally separate folder for this for worker who has been injured on the job.
Another file too may be opened for I-9 forms. The I-9s of former employees are separated…
References
How to Organize an Employee Personnel File | eHow.com http://www.ehow.com/how_2153444_organize-employee-personnel-file.html#ixzz2EfYFr8zk
HR Direct. Clear the Clutter with Organized, Efficient Recordkeeping
http://www.hrdirect.com/hr-101/clear-the-clutter-with-organized-efficient-recordkeeping
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