The importance of a complete and accurate employee file is equally as important as organizational corporate records. Documentation is the written and retained record of employment events. These records are comprised of government and legally mandated documents, documents required by organizational policy and practice, documents suggested by best human resources practices, and formal and informal record keeping about employment events.
An employee’s record of documentation is a written account of his or her actions, discussions, performance coaching incidents, witnessed policy violations, disciplinary actions, positive contributions, reward and recognition, investigations, failure to accomplish requirements, goals, performance evaluation, and more.
Think of employment documentation as the history of an employee’s relationship with your organization—for good and for ill. Keeping accurate employee files are also necessary and beneficial to your organization if and when any State or Federal government agency shows up on your door-step for a surprise visit.