This may be a good question for a database designer. The answer is very subjective. It is simplest to organize digital files like the paper files. Paper personnel files are organized by employee, with each employeeâ€™s information in a separate file folder. This means one digital file for each employee. Since the storage is part of the companyâ€™s document repository it is important that confidentiality is protected. You do not want every employee having access to everyoneâ€™s social security number on W-4 forms.
Medical records are protected under ADA regulations and must be secured in a separate secure file. I-9 verification documents should be kept separate as well.
Hope that helps you out. =)
A note about HR laws:
Laws concerning employee treatment, benefits, hiring and firingâ€¦etc are multi-level. What this means is that there are Federal laws, state laws and sometimes local regulations that have jurisdiction over an employee. The information presented here should not be considered legal advice. Ultimately, employers with serious legal questions should consult local attorneys with expertise in worker relations.
The questions and answers presented here are based on research and data from internet sources and should not be considered the final word.