Cleaning Up – Your Files!

Cleaning Up – Your Files!

Last week we discussed how this start of the new year is a prime time to take a look at your processes/procedures, Employee Handbook, and Job Descriptions to ensure efficiency and compliance with regards to HR best practices.

Not only is it necessary to regularly review those items, but it is also critical to conduct annual, if not more frequent, reviews of employee personnel, confidential, medical, and other related files (e.g., I-9 and payroll). Not only do well-organized files ensure that items are quickly located, resulting in a more efficient use of time (both for HR and management), but it is vital to regularly audit your files to ensure compliance with federal and state regulations. When conducting an audit of your personnel files, ask yourself these questions to ensure that these basic guidelines are met:

  • Are files stored and maintained separately, in accordance with relevant state and federal laws? (E.g., are personnel files stored in a locked, secure location, separate from confidential and medical files?):
    • Is access to confidential and medical files limited to HR and managers with a “need to know”?
    • Are documents contained in these files stored in their proper location? (E.g., is leave paperwork stored in the medical file, and are performance and disciplinary documentation stored in the personnel file?).
  • Are I-9 forms filled out correctly and stored in a secure location, separate from all other files?
  • Does your organization have policies and procedures in place for document retention and timely destruction of expired documents?

Every organization has their own way of maintaining their employee files. Variations in processes and systems are fine, as long as compliance standards are met, any documentation containing confidential or personal identifying information (e.g., SSNs, financial data, medical information, etc.) is kept separate and secure of standard personnel data.

One of the most important things to make sure of is that whatever procedures you implement for file maintenance are consistent and maintained on a regular basis. Conduct annual, if not more frequent, audits of your employee files and make certain that all employees in charge of ongoing upkeep are aware of best practices and adhere to these policies.

Contact HRCentral today for assistance with conducting an in-depth employee file audit, or for the implementation of applicable policies and procedures to ensure your files safeguarding and organizing your employee files. are maintained in compliance with applicable law.

Tidying Up for the New Year

Tidying Up for the New Year

The start of the new year has many of us motivated to make positive changes in our lives, both on a personal and a professional level. At work, January often provides employers with a chance to take a step back and review any internal policies and processes that your organization has in place, and determine if any modifications are warranted for efficiency, compliance, and best practices. In a nutshell, reviewing and preparing for a more thorough HR audit.

Items that warrant a go-over include:

  • Employee Handbook – January is fairly standard for handbook reviews as the start of the year is typically when state and federal agencies release any updates and changes to governing law and regulations applicable to employers. Take a look at any updates that have been made in your state and at the federal level to ensure compliance with employment and labor law, and to make certain all polices are adequately updated.
  • Job Descriptions – A document that is habitually forgotten about once the initial copy is drafted and put in place, job descriptions should be reviewed regularly to make any changes needed to ensure that the essential functions accurately reflect the work actually being done. The scope of work for so many employees and positions changes.
  • Internal Processes/Systems – The culture of an organization is something that is always changing with the times. As such, it is important to take frequent looks at how you manage your employees, what processes work and what ones don’t, and how systems can be modified to encourage productivity and loyalty.

Making the time to do periodic reviews to documents, processes, and policies can save you a ton of time in the long run and can help ensure that your HR and employment-related documents are always compliant and up to date. Follow along in our next post as we discuss how to properly review those HR and employment-specific documents (including form I-9s, new hire documentation, medical paperwork, etc.), to ensure compliance with retention and destruction guidelines.

HRCentral specializes in reviewing, updating, and creating these documents. Contact us today for a complimentary consultation to see if your organization can benefit from an HR department review, refresh, or complete audit!

Nuts-and-Bolts: Affirmative Action Programs – Who, What, and When

An Affirmative Action Plan or Affirmative Action Program (AAP) is a management tool designed to ensure equal employment opportunities (recruitment, selection, advancement, etc.) through the use of diagnostic analyses based off internal audits and reporting systems. For the past two weeks, we have blogged about the inner workings of EEO and VETS Reporting. To piggy-back off those topics, we’re going to take a closer look at AAPs and the Who, What, and When of the Program’s process. (more…)