What Is an Employee Record?

An employee record (or employee file) is a physical or virtual directory containing information on all the people employed by an organization, for administrative purposes.

What Documents Does an Employee Record Contain?

Employee records are commonly divided into sub-folders created at the time of hiring, each containing information relating to the identity, duties and any other elements relevant to the work of the person hired.

Why Keep Employee Records?

Employee records make it easier to find information and simplify some human resources management tasks. Specifically, it makes it possible to record the information needed to identify employees in a single place, including:

  • First and last name
  • Date of birth
  • Contact details
  • Phone number
  • Social insurance number
  • Emergency information (special conditions, drug allergies, emergency contacts, doctor’s details, etc.)
  • Position within the company
  • Salary

What Information Can Be Found in an Employee Record?

In addition to the identifying information specified above, the employee record can also include information about the employee’s career path, including:

  • Notes of important exchanges between employer and employee
  • Details of training courses requested or taken
  • Copies of annual and performance evaluations
  • Employee disciplinary history (inventory of breaches and sanctions, written notices, etc.)
  • Time off and absence requests

Here’s an example of an employee record template to download.

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