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This type of organizational system is best for people who tend to categorize events chronologically in their minds, though it really just boils down to a matter of preference. To organize your personnel files chronologically, you’ll create a separate file for each employee. Within that employee file, you will include all of the pertinent documents in chronological order. For example, one employee’s file might begin with a completed job application, résumé/CV, and W-4, then add newer documents behind – like annual performance evaluations. This type of organizational system is best for people who tend to look at the bigger picture more, though personal preference is the main determining factor. For this type of organization, you’ll need to group files by document type, keeping all similar files together for every employee. For example, you could have one file that contains all of the employee drug tests, another one for all employee performance evaluations, and yet another for necessary medical records. Within each document type grouping, you should organize the files alphabetically to make it easier to find each employee’s forms as needed. Most governments have laws in place related to what documents a company is required to keep for each employee. Make sure you check with local and national laws to ensure that you’re maintaining your personnel files according to their requirements.  Your personnel files should include all information related to the hiring/application process and the relationship between the employee and the company. This includes documents related to performance evaluations, employee commendations, and even disciplinary measures taken. Most laws require businesses to maintain documentation (even after an employee has been terminated) for at least 3 years, though it’s recommended to keep them for a minimum of 5 years to cover your bases in case an unforeseen issue arises. While it’s important to organize and maintain your original documents, it’s also a good idea to make electronic copies of those documents. This could come in handy in case anything happens to the hard copies – lost, damaged, destroyed, etc. Remember to continuously back up your electronic copies to make sure your safety net is up-to-date.
Use a chronological organization system. Organize files according to document type. Include all the necessary documents. Back up your hard copies with electronic copies.