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[Music] if you took compliance guidance from government agencies literally you'd have a lot of separate files spread throughout many different filing cabinets while you might get points for being compliant this solution isn't reasonable for most employers fortunately CAI offers an easier way to organize your files that balances your need to be reasonably compliant with your needs to be practical there are certain types of information that need to be maintained separately from the employees main file a good process is to have medical files and ions locked away separately other files can be kept inside a general employee found in small manila folders which can be removed if a supervisor needs to review any information here are the different types of files you can use in this filing system a pre-employment file which may include background checks drug screenings credit checks reference checks and any other EEOC pre-employment disclosures a benefit or 401k file would include enrollment information beneficiary information distribution information and any other benefit related information such as notices or requests for information a medical file would include doctor's note leave requests including FMLA ad a accommodation incident reports ocean incidents and workers compensation claims and incidents a payroll file would include federal tax forms garnishment requests w-2s any payroll information with Social Security numbers requests for employment and wage verification and a direct deposit authorization form you'd also want to have a confidential file which would include EEOC claim information investigation information such as EEOC internal investigations or any settlement claims lastly you can have a general employee file which would include employment application resumes an offer letter policy acknowledgments performance appraisals paying compensation information disciplinary actions and documents promotion transfer demotion layoff information exit interview notes and any termination documents to review you can have one at medical file one file with all your ions then organize everything into one big accordion file alternately you could convert everything to electronic personnel files overall the most important aspect of maintaining compliance with personnel files is securing access to the files the file should be kept in a secure location and access should only be granted to specific employees on that note it's important to remember that access to files should even be restricted within the HR department on a need-to-know basis payroll folks and payroll files benefit folks and benefit files if you have questions about updating your personnel file record-keeping contacting the member of the advice and resolution team also remember CAI can provide an on-site file audit through our HR Services team please contact a member of my a in our team and learn more about that process if you have any questions regarding this video feel free to contact a member of CAS advice and resolution team give us a call email or chat