Intern to Sort Through All the Employee

¶ … 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 training, nondisclosure agreements and employee policy acknowledgment here. 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 from those of current employees.

Another file may be opened just for payroll records.

Although the above outline may be more specific than many others, the basic requirement is that at least two files should be opened for employees.

As a general warning: all employee files are thoroughly confidential and should be kept in a safe and locked environment. Employees are allowed to review their files, but are disallowed to remove items from it.

It is important that the intern be scrupulous and careful about organizing these files since civil and criminal penalties can ensue from deficiency in doing so. Federal laws and state laws require that certain forms be kept; each state has its own requirements for the length of time that they be kept following employee's departure from company. The requirements should be investigated.

Federal policies have records too on maintaining employee privacy and these can vary from state to state. It is recommended that the employer access the details and transmit those to workers of his company so that they should be aware of the details regarding when, where, how, and how often workers can access records.