Employee Files: The Compliance Risk No One Talks About

Managing employee files might seem straightforward—but it's one of the areas where we see the most consistent (and costly) mistakes. From compliance risks to legal exposure, a poorly maintained employee file can create serious headaches down the road.

Here are a few of the most common issues we uncover:

• Mixing confidential and general documents (e.g., I-9s stored with performance reviews or medical notes)

• Incomplete or incorrectly filled out I-9 forms

• Providing too much or too little access to employee files when copies are requested (e.g., withholding documents the employee is entitled to, or mistakenly sharing confidential records they shouldn't receive)

• Storing files in unsecured locations (e.g., unlocked cabinets or shared digital folders)

• Inconsistent or missing documentation that weakens employment records or legal defensibility

If this list makes you a little nervous, you’re not alone. Even the most diligent HR teams overlook key details—and that’s exactly why we’re here.

We help employers clean up their files, build smart systems, and stay compliant with confidence.

Want more information on must-haves and best practices for employee files? Reach out today!