This is the traffic light filing system for personnel file organization.
Green- Official Personnel File (Unrestricted Access)
- Employment application and/or resume
- Special licenses and certifications
- Orientation checklist and property check-out forms
- Receipts for handbooks and other policies
- Performance appraisals
- Training records
- Compensation adjustment forms
- Job status change forms and related information
- Disciplinary records (excluding sexual harassment investigations)
- Commendations, awards and other evidence of specific accomplishments
- Building and Parking Access
- Time Off Requests
Yellow- Restricted to Supervisors as needed
- Employment references
- Background investigation reports
- Criminal history reports
- Pre-employment screening tests
- Interview notes
- Copy of I-9 and Id
- Benefits enrollment forms (as long as medical diagnosis is not included)
- Tax forms
- Data collection forms on gender, race/ethnic origin, military status and disability
- Attendance records
- Internal and external investigation files of complaints by or against the employee
- Supervisory notes and correspondence
- Exit interview forms and notes
- Direct Deposit forms
Red- Restricted File
- Medical history
- Medical evaluations and related documents
- Notes from doctors
- Requests for Family and Medical Leave Act leave and related documents
- Requests for Americans with Disabilities Act accommodations and related documents
- Workers’ Compensation history, claims, and related documents
- Results of drug/alcohol tests and related documents
- Any document about past or present health, medical condition or disabilities