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.

Mid-Year Document and Process Review

As we discussed last week, summer often provides employers with a chance to do a thorough mid-year review. While there are a number of deadlines and goals that need to be met at this annual halfway point (e.g., EEO reporting preparation, planning for an audit, etc.), this is also a great time to take a step back and review any documents or internal policies and processes that your organization has in place, and determine if any modifications are warranted for efficiency, compliance, and best practices.

Items that warrant a go-over include:

  • Employee Handbook – January is fairly standard for handbook reviews and updates 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. However, updates are often made periodically throughout the year, so a review at this time to ensure compliance with employment and labor law, and to make certain all polices are adequately modified in a timely manner, is a great way to stay on top of these constant changes.
  • 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 positions changes on an incredibly regular basis, so taking the time to sit down with your employees and review these duties is essential for FLSA (Fair Labor Standards Act)  and DOL (Department of Labor) compliance.
  • Internal Processes/Systems – The culture of an organization is something that is always changing with the times. As such, it is important to take a look 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 (e.g., modifying a telecommuting policy during the summer months or revamping your process for employee suggestions and feedback).

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

Winter is Coming: Inclement Weather Policies

Winter is coming.

And with it, inclement weather. Most employers have an Inclement Weather Policy in place for when the elements make traveling conditions unsafe. Poorly constructed policies could sour the relationship between employer and employee: If an employee is called in when the conditions are bad, they could harbor resentment for their employer. Likewise, if an employee is taking advantage of a weak policy with the threat of a few flurries, it could easily upset an employer.

While there is no way for a Policy to cover every possible emergency weather situation, here are some suggestions on how to streamline your Inclement Weather Policies in order to keep your employees well-informed and prepared in the event of unsafe weather.

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