HR Glossary

Employee File

What is an Employee File?

An employee file is a document or collection of documents that contain personal and employment-related information about an employee. Files may include, but are not limited to, the employee’s name, Social Security number, date of birth, address, job title, salary, and benefits information. The file may also contain performance reviews, disciplinary action, and other employment-related documentation.

What sort of information is kept in an Employee File?

An Employee File typically contains a variety of information about an employee, including but not limited to:

  • Name
  • Address
  • Phone number
  • Social Security number
  • Date of birth
  • Gender
  • Nationality
  • Work authorization status
  • Employment history
  • Education
  • Skills
  • References
  • Salary history
  • Benefits

Who has access to an Employee File?

An Employee File is a confidential document that is only accessible to the employee and those authorized by the employee. The employee has the right to review and amend the contents of their file at any time. The file may contain personal information such as the employee’s name, address, social insurance number, date of birth, and other information related to their employment. The file may also contain information about the employee’s performance, attendance, and disciplinary record.

Who keeps an Employee File?

Typically, the individual responsible for maintaining employee records is the human resources manager or department. However, depending on the size of the company and the type of records being kept, other employees may be responsible for specific files. For example, the payroll manager is responsible for tracking employee pay and benefits, while the benefits manager maintains information on employee health and life insurance. In some cases, the company’s information technology department may be responsible for tracking employee passwords and computer access.


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