Employee Files

You will continue to keep your employee files on-site at the hospital (no need to send to NVA). Please keep this sensitive information in a secure, locked place that only Hospital Leaders have access to.

We recommend keeping two files for each employee and another binder for all I-9s separated as follows:

Employee files: 1. Basic employment data file including: Application, resume, W-4, Direct deposit information, emergency contact information, performance reviews, disciplinary actions, training, OSHA, and other compliance documents 2. Confidential file including: Health and medical information, payroll data

I-9 Binder: We recommend keeping all of your I-9s in a separate binder from employee files. These should be organized by hire date/year. This way should an IRS audit ever occur, they will only need to look at this binder rather than through all employee data.