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Pre-Hire Records
JOB POSTINGS
What?• Copies of all job postings• Track all postings open &
close dates• Track where you posted
your openings
Why?To prove you didn’t state anything discriminatory
What?• Copies of all job
descriptions & each revision date
• Track when duties changed for each job(Essential Functions & Required Knowledge, Skills and Abilities)
Why?To support your
compensation, hiring and promoting decisions
What?• Applications• Resumes• Interview Notes
Why?You may want to tap into
the candidate pool at some point in the future or if
candidate selected did not work out
JOB DESCRIPTIO
NS
NON-HIRED
CANDIDATES
Copyright 2017 The Galatas Group
Post-Hire Records
• Employment Application *• Resume• Interview Notes• Offer Letter*• Reference and Background Checks• Employee Invention Agreements*• Proprietary Information
Agreements*• Confidentiality Agreements*• Non-compete Agreements*• Employee Handbook/Policies
Acknowledgements*• Performance Reviews*• Development Plans*• Training Documentation*• Disciplinary Documents*
EMPLOYEE FILE
• Status Change Form*• Time Off Requests*• Attendance & Absence
records• Commendations & Awards
Documentation• Promotions• New Hire Orientation
Checklist• Relocation Agreements or
Documentation*• Employment Contracts*• Company Car/Credit Card
Agreements*• Transfer Notices*• Internal Job Applications• Testing & Assessments
* signed and dated by all parties
Copyright 2017 The Galatas Group
Post-Hire Records
• Direct Deposit Form• Time Sheets *• Salary Information• Salary Change Form*• Merit Increases*• Promotion Increases*• W4 Form*• State Income Tax Form*• Payroll Deductions• Wage Garnishments• Child Support Orders• Attendance Records• Qualified Domestic Relations
Orders (QDRO’s)• Leave Requests Except FMLA*
(Vacation, Sick, Jury Duty, Bereavement)
PAYROLL FILE
• Expense Reports*• Tuition Reimbursement Forms• Pay Advance Requests• Company Loan Documents &
Payment Schedule*• Verification of Employment • Bonus/Profit Sharing Information• Recognition Awards• W2 Forms• Copy of SS Cards (For Tax filing
purposes)• Credit Reports• Military Records (Orders or DD214
Forms)• Copy of Drivers License• Proof of Insurance (For Non-DOT
Drivers)• EEO Self Identification Form
* signed and dated by all partiesCopyright 2017 The Galatas Group
Post-Hire Records
There is NO such things as ONE complete Employee File.
You MUST separate your documents into these categories.
John Doe – Hired 4/12/2006
Employee FilesMedical & Benefit Files
Payroll Files
Copyright 2017 The Galatas Group
Post-Hire Records
Use this folder to store confidential medical information of an employee
• Benefit Application & Enrollment Forms*
• Doctor Notes• FMLA Requests• STD/LTD Information Including
Medical Release to Return to Work (Not work related)
• Medical Support Orders• Medical Exams• Medical Job Restrictions
MEDICAL FILE
• COBRA Enrollment*• HIPAA Statement• Beneficiary Forms• Drug & Alcohol Form and
Testing Results• Reasonable Accommodations
and the Interactive Process for Disabilities
• Emergency Contact Information
* signed and dated by all partiesCopyright 2017 The Galatas Group
Why Separate these files?
Use this folder to store confidential medical information of an employee
Never be used by management to make employment decisions or decisions about:• Pay Increases• Transfers• Training Opportunities• Relocation• Promotions, etc.
Violating HIPPA (Health Information Accountability Act) Laws bring major consequences
Copyright 2017 The Galatas Group
Post-Hire Records
• I-9s (Active):o I9 Form*o Copies of supporting documents (If you
are keeping documents, keep for everybody)o Keep in a separate bindero Lock it in a cabinetI-9s
* signed and dated by all partiesCopyright 2017 The Galatas Group
Post-Hire Records (If Applicable)
• Allegations of Harassment, Discrimination or other Misconduct:
o Thefto Retaliation Claimso False Imprisonmento Intentional Infliction of
Emotional Distresso Assault & Batteryo Malicious Prosecutiono Invasion of Privacy
INVESTIGATIVE FILE
• EEOC Charge Documents & Company Responses
• Witness Statements*• Emails and Other Written
Documentation Used to Defend or Support the Charges*
• Documentation Relating to the Investigation or Lawsuit*
• Documentation of Final Disposition/Settlement*
* signed and dated by all partiesCopyright 2017 The Galatas Group
Post-Hire Records (If Applicable)
• Workers’ Compensation/Accident Reports:o Report of Accident or Injury*o Witness Statements*o Drug & Alcohol Testing Related to the
Incidento Medical Examinations & Doctor’s
Reporto Investigator Statement*o Modified Work Assignmentso Claim documentationo Investigative Report*o Settlement Documentation*
WORKERS’ COMPENSATION
& ACCIDENT REPORTING
FILE
* signed and dated by all partiesCopyright 2017 The Galatas Group
Post-Termination Records• Records to Collect and ADD to Employee
File:o An Exit Interview Form* (If
Completed)o A Standard Resignation Form * or a
Counseling Form with Reason for Termination *
o Termination Checklisto Separation Agreement (Copy) *o Non-Compete Agreement (Copy) *o COBRA Enrollment Materials (Copy)
*o WARN Notice (Copy)
• I9s (Inactive)
EMPLOYEE FILE
• Separate Centralized Binder for Originals
* signed and dated by all parties
o Employee Fileo Payroll Fileo Medical/Benefits
File
Combined Employee File
Copyright 2017 The Galatas Group
