Records management quick tips

Personnel File Tip Sheet for Unit Administrators

A Personnel File serves as the official record of an employee’s employment history, performance, and job‑related documentation. Accurate and consistent file maintenance supports compliance with university policy, protects employee privacy, and ensures integrity in employment decisions.

Items Included in the Personnel File

Documents that reflect the employee’s job performance, employment history, or formal employment actions must be retained in the Personnel File.

  • De‑identified reference letters
  • Employment hire documents (offer letters, acceptance forms, onboarding materials)
  • Awards of formal recognition
  • Additional or special payments (stipends, bonuses)
  • Salary history and compensation changes
  • Conflict of Interest forms
  • Employment contracts and letters of agreement
  • Performance reviews and evaluations
  • Disciplinary actions
  • Performance counseling or improvement plans
  • Leave of absence records related to disciplinary, administrative, or sabbatical leave
  • Summaries of final investigatory reports/determinations when the employee is a respondent in RVSM, Title IX, or ADP gender‑related matters

These documents provide a comprehensive record of the employee’s performance, conduct, and employment terms.

Items Excluded from the Personnel File

The following documents must be maintained separately due to privacy, legal, or administrative requirements:

  • Reference letters that are not de‑identified
  • Equal Employment Opportunity (EEO) demographic data
  • Insurance and benefit information
  • Medical or health records
  • Background check reports
  • E‑Verify documentation
  • Leave records related to:
    • Family Medical Leave Act (FMLA)
    • Disability
    • Workers’ Compensation
    • Medical or sick leave
  • ADA accommodation requests and documentation
  • Information about other employees if disclosure would invade privacy
  • Employer planning materials, including:
  • Salary increase planning
  • Bonus or incentive program planning
  • Promotion planning
  • Job assignment planning

These items contain sensitive information or relate to broader organizational planning rather than the individual employee.

Administrator Guidance

  • Include documents only if they directly relate to the employee’s performance, conduct, or employment terms.
  • Store medical, ADA, EEO, and background check information in their designated confidential files.
  • Maintain consistent practices across all employees to ensure compliance and fairness.
  • When uncertain, separate the document and consult HR Compliance for guidance.

Questions

Questions can be directed to the Compliance Team at AVPHR.FileReq@msu.edu or by reaching out to the HR Employment Operations and Compliance team at SolutionsCenter@hr.msu.edu or 517-353-4434.