IPMA-HR Oregon Chapter

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Personnel File BMP

  • Thursday, June 27, 2019 11:03 AM
    Message # 7684520

    Can someone suggest a list of things that should/should not be included in personnel files, and file types?  I'm looking for a best management practice list that can be used to create and to audit personnel files.  Thank you.

  • Monday, July 01, 2019 10:34 AM
    Reply # 7722764 on 7684520
    Brandi Leos (Administrator)

    Hi Aaron,

    I try to limit the personnel file to things like personnel action forms, performance evaluations, training documentation, policy sign off, and memos including disciplinary action, expectation clarification, etc. 

    Things that don't belong include medical documents (including FMLA), I-9, and health benefits info.

  • Tuesday, July 02, 2019 6:56 AM
    Reply # 7728488 on 7722764
    Brandi Leos wrote:

    Hi Aaron,

    I try to limit the personnel file to things like personnel action forms, performance evaluations, training documentation, policy sign off, and memos including disciplinary action, expectation clarification, etc. 

    Things that don't belong include medical documents (including FMLA), I-9, and health benefits info.


    Good Morning!

    Brandi - we check driving records for positions that require driving, do we keep copies of drivers license? What if a CDL is required (Public Works)? Copies of documents for I9 verification?

    Thank you - Monica, City of Hood River

  • Wednesday, July 03, 2019 7:41 AM
    Reply # 7738799 on 7684520
    Brandi Leos (Administrator)

    I-9s and background checks typically should be in their own file because they have a different retention period (and often include a social security number).  I think the driver license is okay to have in the file.


The Oregon Chapter of the International Public Management Association for Human Resources is a non-profit 501(c)(3) organization.  Tax ID #45-5602679. 





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