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Employee Recordkeeping Folders

Picture for category Employee Record Folders

Employee Record Folders

Picture for category Employee Record Organizers

Employee Record Organizers

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Medical & Safety Folders

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Presentation Folders

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Hiring/Employment History Folder

Hiring/Employment History Record Organizer Folder

A3310

Hiring and Employment History Folder For Your Employee Record Organizer System


This folder not only organizes your employee hiring and employment history paperwork - it actually helps simplify it - by capturing important information on the folder itself. Use alone or with the ComplyRight™ Employee Record Organizer (A3101) for the perfect all-in-one record filing solution See more details...

 


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$88.95
Employee Records Jackets - Expandable Letter Size

Employee Records Jacket Expanded

A5008

Organize and Store All Confidential Employee Documents in this Expandable Folder


The Employee Records Jacket - Expanding Letter Size keeps employee information in one convenient location. The jacket has ample space for notes and includes fields for important reference such as home address, emergency contact and dates of employment. The folder expands up to an inch for plenty of document storage.


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$112.00
Confidential Employee Records Folder - Expanded - Employee File Folders

Confidential Employee Record Folder Expanded

A0175

Expanded Space to Securely Store Your Employee's Information


The Confidential Expanded Employee Record Folder has double the storage capacity of the standard-sized folder and captures the same employee information. It includes fields to record salary information, performance appraisals, warnings, and much more - all the critical information you need to access, in one convenient folder. Additional space inside the folder to conceal confidential employee information.

$112.00
Confidential Personnel Pocket File Folder - Expandable

Personnel Pocket File Expanded

A1204

Store Confidential Employee Records Securely In One File


For heavier filing needs, the Personnel Pocket File® Expanded allows you to store up to 200 forms without tearing — more than double the regular capacity. File all your confidential employee records safely and permanently.

$112.00
Envelo-File Personnel Folders - Expandable

Personnel Envelo-File® Expanded

A0720

Easy Access to Employee Documents


Even though many personnel documents can be stored electronically, you still need original hard copies of forms such as employment applications, warning records and evaluation forms available. The Expanded Confidential Personnel Envelo-File® lets you safely store such employee documents, plus record key employee information and benefits on the outside. See more details...


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$112.00
Confidential Personnel Files - Expandable

Personnel File Horizontal Expanded

A222

Keep Employee Information Confidential


Protect legally sensitive information with Expandable Confidential Personnel Files. The folder complies with state and federal recordkeeping laws and makes it a breeze to record, store and file important employee data. Keep this filing system readily accessible to meet with employee recordkeeping requirements.
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$112.00
Picture of Personnel File Vertical Expanded

Personnel File Vertical Expanded

A224

Securely Store Employee Records in one Expandable Folder


File, store and protect employee records within one easily accessible folder. The  Expandable Confidential Personnel Folder  neatly organizes important employee records and secures legally sensitive documents. The twin pockets provide ample space for notes on the front or inside of the cover for quick and easy reference points. The expandable version has ½" spine with room to store up to 200 pages.


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$112.00
Confidential Employee Medical Records Expanded Folder - Employment Folders

Employee Medical Records Folder Expanded

A3325

Employee Medical Records Must be Stored Separately


Confidential Employee Medical Records Folders are the perfect option for storing required FMLA forms and for documenting accident and illness information as required by OSHA. The expandable version offers double the storage space of the standard Employee Medical Records Folder.


Record medical/insurance information on the front of the folder for easy reference.

$113.00
Envelo-File Confidential Personnel Folders - Legal Size

Personnel Envelo-File® Legal Size

A0731

Store Hard Copies of Employee Documents For Easy Access


Even though many personnel documents can be stored electronically, you still need original hard copies of forms such as employment applications, warning records and evaluation forms available. The Legal Size Confidential Personnel Envelo-File® lets you safely store employee documents, plus record key employee information and benefits on the outside. See more details...

 


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$118.00
Employee Records Jackets - Legal Size

Employee Records Jacket Legal

A5009

A Legal Size Jacket Keeps Employee Documents Safe and Secure


The Employee Records Jacket - Legal Size stores legal forms and papers inside with ample space for notes on the outside. The folder keeps employee information including pay rates, employment periods and related information for fast access.

$118.00
Employee Record Organizer for Small Business

Employee Record Organizer and 3 Folders

A3103

The Perfect Record Organizer for Small Businesses


ComplyRight™ Employee Record Organizers are the perfect all-in-one record filing solution. This solution includes the outer record jacket and 3 separate folders that store employee records for Hiring and Employment History, Payroll/Tax
and Benefits/Insurance.

 

Record basic employee data, such as address and emergency phone numbers on the outer jacket of the organizer. Store confidential information inside the record folders. All the folders tuck neatly into the outer jacket - which fits in any standard-sized filing cabinet. See more details...

$129.00
Employee Records Jackets- Expandable Legal Size

Employee Records Jacket Legal Expanded

A5010

Expandable Legal Size Folder Maintains Employee Records Securely


The Employee Records Jacket - Expanding Legal Size stores all confidential documents for each employee in one convenient location. The jacket features fields for frequently referenced employee information such as home address, emergency contact and dates of employment - making hours spent sifting through files a thing of the past. Plus, it expands up to an inch for ample storage.

$140.00
First Impression Presentation Folder Group

First Impression Folder

B0631

Presentation Folders


Whether you’re welcoming a new team member or making a business proposal, these Presentation Folders will make a great first impression. They’re perfect for bundling all the required “first day” new employee forms and benefits information in one impressive package. Add a professional touch by customizing the front with your own text and logo.

as low as $15.95
Employee Record Organizer Expandable Folder Set

Employee Record Organizer and 6 Folders

A1175

Keep Important Employee Information in One Place


Keep important information in one place with the Employee Record Organizer. Document basic employee data, such as address and emergency phone numbers on the outer jacket, while storing confidential information inside the individual folders. Each folder tucks neatly into the outer jacket — which fits in any standard-sized filing cabinet.


The Employee Record Organizer includes an outer jacket and 6 separate folders to store information regarding Attendance, Performance, Separation, Payroll/Tax, Benefits/Insurance, and Hiring and Employment History.

$187.00
First Impression Presentation Folder Capacity Group

First Impression Folder Expanded

B0632

Make a Big, Memorable Impression that Makes People feel Welcomed


Whether you’re welcoming a new team member or making a business proposal, these Presentation Folders have you covered. They’re perfect for bundling all the required “first day” new employee forms and benefits information in one impressive package. Add a professional touch to any documents you put inside these folders you can customize with your own text and logo.


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as low as $17.95

Employee Recordkeeping FAQs

What should be included in an employee personnel file?

A personnel file should contain essential employment records, such as:
  • Employee identification and contact information
  • Job application and résumé
  • Offer letter and employment agreement
  • Performance evaluations
  • Disciplinary actions
  • Compensation and benefits records
  • Training and development documentation
  • Termination records
Certain records must be maintained in separate, confidential files to protect privacy and ensure compliance:
  • Medical records – Required by the ADA and HIPAA to be stored separately, including doctor’s notes, drug test results, injury documentation and requests for accommodations or leave.
  • I-9 forms – Must be filed separately due to sensitive personal data such as Social Security numbers.
  • Workplace investigations – Documentation such as statements, interview notes, and final reports should be kept in a restricted-access file.

As a best practice, many employers also maintain separate files for background checks, benefits information, equal employment data and litigation matters.

Employers are often required to provide:
  • Policies – Copies of relevant company policies and procedures
  • Personnel files – Records of the employees involved, including evaluations and disciplinary actions
  • Employment records – Documentation related to hiring, termination, promotion or transfers
  • Communications – Emails, memos or written communications tied to the allegations
Employee records should be updated right away when significant changes occur, such as a promotion, salary adjustment or change in job status. Beyond those immediate updates, it’s a good practice to review files quarterly to confirm routine accuracy and consistency. In addition, a full audit should be conducted annually to ensure all information is current, compliant and properly maintained.
Maintain a complete record of the termination process, including exit interviews, final pay details and termination letters. All files should be stored securely with access limited to authorized personnel. Records must be retained for the legally required period, in case of audits or disputes.
Retention requirements vary by record type. For example, payroll records must be kept at least three years under the Fair Labor Standards Act (FLSA), while I-9 forms must be retained for either three years after hire or one year after termination, whichever is later. Because requirements differ by state and federal law, it’s important to establish a records retention policy that meets or exceeds the strictest applicable standard.
Access should be limited to HR professionals and managers with a legitimate business need. Supervisors may view specific information, such as performance reviews, but they should not have unrestricted access to sensitive or unrelated data. Access protocols help protect employee privacy and reduce liability risks.
Yes. In many states, employees have the right to review the contents of their personnel file, often by submitting a written request. Some states also allow employees to request copies. Employers should be aware of state-specific laws governing access and create a clear policy to handle requests consistently and compliantly.

Personnel files must be stored securely, whether in physical or electronic form. Paper files should be kept in locked cabinets with controlled key access. Digital files should be protected with password security, encrypted systems and role-based permissions. Employers should also have policies in place for secure file disposal when retention periods expire.

Yes. Call our sales department at 800.999.9111 or email service@hrdirect.com with the item you are interested in and we’ll send you up to three samples absolutely free.
Yes. Call our sales department at 800.999.9111 or email service@hrdirect.com to receive a quote.

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