Employee Recordkeeping Folders

Picture for category Employee Record Folders

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

Confidential Personnel Pocket File Folder - Expandable

Personnel Pocket File® Folder Expanded

A1204

Store All Your Confidential Employee Records Securely In One File

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

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

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$109.00

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

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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$109.00

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

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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$109.00

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

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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$115.00

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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$109.00

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

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

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

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

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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$85.95

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 $9.45

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

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

Separation Folder For Your Employee Record Organizer System

Store All Your Confidential Employee Records Securely In One File

Confidential Employee Folders

Securely Store Employee Records in one Expandable Folder

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

Keep Employee Information Confidential

Confidential Personnel Files Store Sensitive Employee Information

Store Hard Copies of Employee Documents For Easy Access

Easy Access to Employee Documents

Store Employee Documents For Easy Access

Performance Folder For Your Employee Record Organizer System

Payroll and Tax Folder For Your Employee Record Organizer System

Secure Patient Folders Designed Specifically for Orthodontist Offices

Hiring and Employment History Folder For Your Employee Record Organizer System

Make a Big, Memorable Impression that Makes People feel Welcomed

Presentation Folders

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?