The Complete Hiring & Interviewing
Guide 2009

Employee File Checklist.

Please check off each item as you verify it is in the employee’s file. Not all documents are required.

Ø Letters of Reference

Ø Employment Application

Ø Interview Record

Ø Pay Record

Ø Employment Agreements

Ø Employee Handbook Acknowledgment.

Ø Harassment and Discrimination Policy Acknowledgment

Ø Drug Testing Policy Acknowledgment and Results

Ø Police Check Policy Acknowledgment and Results

Ø Confidentiality, Trade Secret and Non-Disclosure Agreements

Ø Performance Appraisals and Performance Agreements

Ø Discipline Notices

Ø Absenteeism and Lateness Notices

Ø Termination Documents

Ø Exit Interviews

Ø Unemployment and Worker's Compensation Documents

Ø Severance Agreements and Releases

Ø Medical Records (limited access!)

Ø Injury Reports (limited access!)

Ø I-9 Forms

Ø W-2 Forms

Note: We recommend personnel file, payroll and other records be maintained for 5 years after employment. OSHA and other health and safety records should be maintained for 5 years.

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