Workforce & Finance Glossary

Employee Records

Summary Definition: A complete file of employment-related documents and data used to manage, support, and legally protect both the employee and employer.

What is an Employee Record?

An employee record is an organized collection of information that captures key milestones and employment details throughout an employee’s lifecycle.

As a comprehensive employee personnel file, it typically includes hiring documentation, role and pay changes, performance reviews, benefits enrollment, and any disciplinary actions.

Key Takeaways

An employee record is a centralized file containing key employee data, such as personal details, job history, performance evaluations, and compliance documents.
Effective employment record handling requires secure storage, controlled access, clear separation of confidential files, and the use of digital tools to improve accuracy and compliance.
Proper personnel file management (e.g., secure storage, routine audits, timely disposal, etc.) and data security ensure compliance with employment laws, protect sensitive employee information, and support clear, consistent HR procedures.

Why Do Employee Records Matter?

Government agencies, such as the Equal Employment Opportunity Commission (EEOC) and the Department of Labor (DOL), require employers to maintain specific personnel records for audits, investigations, or legal compliance. Under the Fair Labor Standards Act (FLSA), for example, employers are legally required to retain records such as hours worked, pay rates, and total earnings per period.

The EEOC, meanwhile, requires employers to maintain workplace records related to hiring, promotions, and terminations (e.g., job applications, resumes, interview notes) to support fair employment practices and prevent discrimination.

However, the general value of employment records goes far beyond meeting regulatory standards. Well-maintained workplace records support informed HR decisions, help resolve disputes, document disciplinary actions, and provide a clear paper trail in the event of legal claims or employee grievances.

What is Included in an Employee Record?

The exact contents can vary by company or industry, but employee records typically include some of the following:

Personal details (e.g., name, address, and Social Security Number)
Hiring documentation (e.g., applications, resumes, and offer letters)
Job descriptions and employment contracts
Payroll records, tax forms, and pay rate history
Attendance, time-off requests, and leave of absence details
Performance evaluations, training certificates, and disciplinary actions
Benefits enrollment forms and medical accommodations
Termination records, including exit interviews and final pay documentation

How Should Employers Handle Work Records?

Handling work records effectively involves striking a balance between consistency, security, and accessibility.

Employers should ensure that only authorized personnel have access to personnel files and that sensitive information is stored in a secure and organized manner. Digital solutions, like employee file management software, can make this easier by automating routine tasks, reducing manual errors, and improving access across teams.

It’s also important to keep general employment records separate from confidential files, such as medical records or materials related to any investigations.

How Long Do Employers Keep Employee Records?

The length of time employers must keep an employee file varies by document type and relevant laws. Although specific requirements differ, many organizations follow some standard guidelines:

Employee Record Type	How Long to Keep Employee Files	Workers Record Contents
Basic Employee Info & Job History	At least 3 years	Name, address, Social Security number, job titles, and employment dates
Payroll and Tax Records	3 to 4 years	W-4s, pay stubs, tax filings, and wage/hour records
Benefit and Pension Documents	Minimum of 6 years	Retirement plan documents, benefits enrollment, and financial reports
Medical and Safety Records	Varies	Workplace injury reports, medical accommodations, and exposure records

What is the Correct Way to Dispose of Workplace Records?

When the required retention period ends, employee records should be disposed of safely and securely, as improper disposal can pose serious risks (e.g., data breaches, identity theft).

Therefore, simply deleting a digital file or tossing documents into the trash isn’t enough. Employers should use secure methods, like shredding physical documents and permanently deleting digital files from all systems, including backups.

Moreover, it’s important to keep a clear record of the disposal process to demonstrate compliance with data privacy laws and internal policies.