Employee Folder Checklist

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Employee Medical Records Folder:

• Drug Testing Policy Acknowledgment and Results;
• Medical Records (Health Card and Immunization Record);
• Injury Reports;

Attendance Controller Folder:

• Absenteeism and Lateness Notices;
• Attendance control timesheets;

 Confidential Employee Record Folder:

• Driver’s License copy;
• Social Security Card copy;
• Job description for the position;
• Employee’s Resume;
• Offer of Employment;
• Letters of Reference;
• Employment Application;
• Interview Record;
• Police Check Policy Acknowledgment and Results;
• Driver's Record  Policy Acknowledgment and Results;
• Emergency information, telephones, addresses;
• Pay Record;
• Forms and records referring to Employee Benefits (see more information in this Employee Benefit checklist);
• Union Membership Records;
• Employment Agreements;
• Employee Handbook Acknowledgment;
• Employee Safety Training Folder;
• Transfer Notices, Layoffs and Recall Notices;
• Confidentiality, Trade Secret and Non-Disclosure Agreements;
• Copies of legal documents as necessary (marriage certificate or divorce decree, birth certificate, etc);
• IRS Form W-4 (the Employee's Withholding Allowance Certificate);
• IRS I-9 Forms;
• Termination Documents (Separation checklist, etc);
• Exit Interviews;

Employee Safety and on-the-job Training Folders:

• Training strategy and plans;
• Test templates;
• Examination reports and results;
• Safety Skills Certificates;

Employee Performance Record Folders:

• Performance Appraisals (monthly, annual, etc);
• Performance Agreements;
• Discipline.......

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