Documents & Records

Job applications and resumes are usually the two most common ways that employers retrieve information about prospective employees. Both sources help employers screen for the qualifications, experience, and education needed to complete job duties.

Employers covered under the Family and Medical Leave Act, or FMLA (F-M-L-A), are required to keep all records related to their obligations under the Act for at least three years.

The Immigration Reform and Control Act, which makes it unlawful for companies to hire individuals who are not legally authorized to work in the United States, requires employers to verify the identity and employment eligibility of all new employees using the Immigration and Naturalization Form I-9.

Some companies have separate job manuals for employees and managers. Generally, a company will distribute a manager's only handbook to guide supervisors on the procedures for disciplining employees.

An employee handbook typically contains information about a company's work rules and polices. These handbooks are designed to be helpful resources for employees, as they often provide detailed information about a company's benefit programs, discipline policies, and safety procedures.

Federal law requires all employers to report information on all new hired employees to their state's Health and Human Services Department. The information is mainly used to help prevent unemployment compensation fraud and to locate parents who owe child support.

There are no laws that require employers to keep personnel files on each employee. However, since there are specific employee records, such as W-4 (W-four) and I-9 (eye-nine) forms, that must be retained under federal laws, many companies use personnel files as a convenient means to keep track of these documents and other important employee data.