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Employee Recordkeeping Folders

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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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Employee Safety Records Folders

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
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.


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$136.00
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.


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$115.00
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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$109.00
Employee Records Jackets

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
Employee Record Organizer Expandable Folder Set

Employee Record Organizer and 6 Folders

A1175

Keep Important Information in One Place


The Employee Record Organizer is the perfect way to keep all important information in one place. This solution includes an outer jacket and 6 separate folders that store employee records for Attendance, Performance, Separation, Payroll/Tax, Benefits/Insurance, and Hiring and Employment History.


Record 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. See more details...


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$182.00
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...


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$125.00
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Employee Record Organizer

A3101

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
Confidential Employee Medical Records Expanded Folder - Employment Folders

Employee Medical Records Folder Expanded

A3325

Employee Medical Records must be Filed Separately


Confidential Employee Medical Records Folders are perfect for storing required FMLA forms and for documenting accident and illness information as required by OSHA. Plus, the folder simplifies the employee medical records documentation process by using the sections on the front of each folder to record medical conditions and medications, plus medical, dental and life insurance information.

See more details...


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$110.00
Confidential Employee Medical Records Folder

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
Confidential Employee Records Folder - Expanded - Employee File Folders

Confidential Employee Record Folder Expanded

A0175

Expanded Space to Securely Store Your Employee's Information


With double the storage capacity of our standard-sized folder is ideal for heavier filing. This easy-to-use ComplyRight™ Confidential Expanded 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 help 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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$109.00
Confidential Employee Record Folder

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
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
Employee Medical Record Organizer

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

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.

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