Employee Records Checklist
An employee records checklist covering every document a complete personnel file needs, where to store it, and how long to retain it so you stay organised and compliant.
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What you get
- A document-by-document personnel file checklist
- Guidance on what to store separately for compliance
- A retention-period reference table
- A per-employee audit you can run any time
Template preview
The structure, not the finished file. The PDF and CSV carry the complete version.
Record review details
- Employee name
- Reviewer
- Review date
- Storage location— HRIS / secure drive / physical
Core personnel file
The main employment record — these documents should exist for every employee.
- Signed offer letter and employment contract
- Job description and any role-change records
- Employee information / data form
- Policy and handbook acknowledgements
Store separately (restricted access)
Keep these out of the main file to comply with privacy and anti-discrimination law.
- I-9 / right-to-work verification
- Medical, occupational health, and accommodation records
- Benefits enrolment and beneficiary forms
- Investigation and grievance records
The preview stops here; the template continues in the download.
How to use this template
- Audit each file. Run the checklist against one employee at a time to find missing or misfiled documents.
- Separate sensitive records. Keep medical, I-9, and investigation records in separate, access-restricted files.
- Apply retention rules. Use the retention table to keep records long enough — and purge them when you safely can.
Frequently asked questions
What documents belong in a personnel file?
Employment contract, job description, the employee information form, policy acknowledgements, performance and disciplinary records, and training history. Medical, I-9, and investigation records should be stored separately.
Why store some records separately?
Medical, I-9, and investigation records carry privacy and anti-discrimination obligations. Keeping them out of the main file and access-restricted limits who sees them and keeps you compliant.
How long should I keep employee records?
Retention periods vary by record type and jurisdiction — often several years after employment ends. Use the retention table as a starting point and confirm exact periods against your local law.