Employee Recordkeeping Folders

Picture for category Employee Record Folders

Keep Employee Folders Together With A Record Organizer

ComplyRight™ Employee Record Organizers are the perfect all-in-one record filing solution. This organizer is made to house a variety of record keeping file folders for each employee. Simply add the file types you need.

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.

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as low as $47.95

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 $7.45

Confidential Employee Record Folder

A0503

Securely Store Employee Information

This easy-to-use Confidential Employee Record Folder covers employee information from the first day to the last. It includes places to store salary information, performance warnings, job appraisals, and much more - all the critical information you need to access, in one convenient folder.

This folder not only organizes your paperwork - it actually helps simplify it - by capturing important personnel information right on the folder itself. Additional space for confidential information is concealed on the inside. See more details...

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$85.95

Benefits/Insurance Record Organizer Folder

A0309

Benefits and Insurance Folder For Your Employee Record Organizer System

This folder not only organizes your employee benefits and insurance 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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$85.95

Personnel File Vertical

A223

Personnel Folders Keep Quick Information on the Outside and Confidential Records on the Inside

It's a breeze to file, store and protect employee records when they're in one central place. Our affordable, durable Confidential Personnel Folder has plenty of room to neatly organize papers and protect legally sensitive documents.

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$85.95

Separation Record Organizer Folder

A0313

Separation Folder For Your Employee Record Organizer System

This folder not only organizes your employee separation 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...

All ComplyRight™ recordkeeping solutions are fully compliant with federal and state laws.

Compliance Guarantee

All ComplyRight™ products sold by HRdirect® are 100% compliance guaranteed.

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$85.95

Employee Medical Records Folder

A2211

Employee Medical Records must be Filed Separately

A number of federal laws, including the Americans with Disabilities Act (ADA), Family and Medical Leave Act (FMLA), Health Insurance Portability and Accountability Act (HIPAA), Genetic Information Nondiscrimination Act (GINA) and Occupational Health and Safety Administration (OSHA), require employers to maintain the confidentiality of employee medical information. These records must be stored in dedicated folders and not in employees’ personnel files. See more details...

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$85.95

Employee Records Jacket

A5001

Keep Personnel Records Organized and Secure

The Employee Records Jacket - Letter Size stores confidential employee documents in one convenient location. Jacket features fields for frequently requested employee information such as home address, emergency contact and dates of employment - making hours spent sifting through files a thing of the past.

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$85.95

Envelo-File Confidential Personnel Folders

Personnel Envelo-File®

A0717

Store 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 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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$85.95

Personnel Pocket File® Folder

A1202

Confidential Employee Folders

File confidential employee records safely and permanently using the durable Personnel Pocket File®.

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$85.95

Payroll/Tax Record Organizer Folder

A0311

Payroll and Tax Folder For Your Employee Record Organizer System

This folder not only organizes your employee payroll and tax 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...

All ComplyRight™ recordkeeping solutions are fully compliant with federal and state laws.

Compliance Guarantee
All ComplyRight™ products sold by HRdirect® are 100% compliance guaranteed.

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$85.95

Personnel File Horizontal

A221

Confidential Personnel Files Store Sensitive Employee Information

State and federal recordkeeping laws require that business record and make essential employee documents readily accessible. Use our Confidential Personnel Files to file and protect important, legally sensitive employee documents such as performance reviews and hiring records.

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$85.95

Confidential Employee Record Folder - Concealed Cover - Employment File Folders

Concealed Cover Employee Record Folder

A0653

Concealed Storage for Your Employees' Information

Take employee records filing confidentiality one step further with a ComplyRight™ Concealed Cover Confidential Employee Record Folder. A checklist on the protective cover shows you what records are inside the folder, but the sensitive documentation is shielded from view. Like the Standard Cover Confidential Employee Record Folder, it allows you to store salary information, performance warnings, job appraisals, and much more - all the critical information you need to access, in one convenient folder. Two spacious pockets provide additional storage room for documents; specific information can be recorded right on the pockets.See more details...

All ComplyRight™ record keeping solutions are fully compliant with federal and state laws.

Compliance Guarantee
All ComplyRight™ products sold by HRdirect® are 100% compliance guaranteed.

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$85.95

Performance Record Organizer Folder

A0312

Performance Folder For Your Employee Record Organizer System

This folder not only organizes your employee performance 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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$85.95

Employee Safety and Training Record Folder

A2210

Stay Organized with Employee Safety Training Folders

Keep OSHA mandated safety training records organized and easy to review in an employee safety training folder.

This folder stores emergency information, accident reports, training records, violations, specific hazardous material records, personal protective equipment requirements and more.

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$85.95

Orthodontic Patient File Folders

A1048

Secure Patient Folders Designed Specifically for Orthodontist Offices

Keep all orthodontic case documentation for your patients in one secure place. This special Orthodontic Case Analysis File safely stores patient records and allows you to record key patient information, case details and benefits.

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$85.95

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

What information should be stored separately from an employee’s personnel file?

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.

What documentation may be requested during an EEOC or DOL investigation?

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

How often should employee records be reviewed and updated?

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.

What is the best practice for managing documentation after employee termination?

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.

How long should employee records be maintained?

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.

Who should have access to personnel files?

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.

Can employees request to see their personnel file?

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.

How should personnel files be stored to ensure confidentiality?

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.

Can I receive a free sample?

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.

Can I get a discount if I order large quantities of an item?

Yes. Call our sales department at 800.999.9111 or email service@hrdirect.com to receive a quote.

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Employee Recordkeeping Folders

Keep Employee Folders Together With A Record Organizer

Presentation Folders

Securely Store Employee Information

Benefits and Insurance Folder For Your Employee Record Organizer System

Personnel Folders Keep Quick Information on the Outside and Confidential Records on the Inside

Separation Folder For Your Employee Record Organizer System

Employee Medical Records must be Filed Separately

Keep Personnel Records Organized and Secure

Store Employee Documents For Easy Access

Confidential Employee Folders

Payroll and Tax Folder For Your Employee Record Organizer System

Confidential Personnel Files Store Sensitive Employee Information

Concealed Storage for Your Employees' Information

Performance Folder For Your Employee Record Organizer System

Stay Organized with Employee Safety Training Folders

Secure Patient Folders Designed Specifically for Orthodontist Offices

Employee Recordkeeping FAQs

What should be included in an employee personnel file?

What information should be stored separately from an employee’s personnel file?

What documentation may be requested during an EEOC or DOL investigation?

How often should employee records be reviewed and updated?

What is the best practice for managing documentation after employee termination?

How long should employee records be maintained?

Who should have access to personnel files?

Can employees request to see their personnel file?

How should personnel files be stored to ensure confidentiality?

Can I receive a free sample?

Can I get a discount if I order large quantities of an item?