Workflow Templates: Employee Records Management Checklist

Verify the employee's full legal name and any aliases.

Confirm personal contact information, including current address, phone number, and email address.

Collect emergency contact information and update it annually.

Ensure a signed copy of the employment contract or agreement is on file.

Maintain records of job descriptions, roles, and responsibilities for the position held.

Keep forms related to tax withholding and benefits enrollment, such as W-4 and health insurance application forms.

Document and file performance reviews, including dates and outcomes.

Track completion of mandatory training sessions and professional development activities.

Record any disciplinary actions, performance improvement plans, or recognition awards.

Keep copies of identification and work authorization documents, such as a driver's license, social security card, or visa documentation.

Maintain records of compliance training, such as anti-harassment or safety training.

Ensure all occupational health and safety records, including injury reports and workplace accommodations, are current and accessible.

Employee Records Management Checklist