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HR Recordkeeping for Small Business: A Simple System You Can Maintain

Recordkeeping is not paperwork—it’s operational control. When records are scattered, managers improvise and disputes become harder to resolve.


HR Anchor™: Recordkeeping, a practical HR file structure and retention workflow that keeps employee records organized and easy to retrieve.

Start with three folders per employee:

  • Personnel file: offer letter, acknowledgments, role changes

  • Payroll/timekeeping: timecards, wage statements (as appropriate), pay changes

  • Performance/ER notes: coaching notes, warnings, investigation outcomes (restricted access)


System rules:

  • Standard naming: LastName_FirstName_DocumentType_YYYY-MM-DD

  • Version control for policies and acknowledgments

  • Limited access: only those who need it


Monthly routine (15–30 minutes):

  • Confirm new documents are filed

  • Review missing acknowledgments or incomplete onboarding

  • Lock timekeeping records after payroll closes



Download the “HR Folder Map + Naming Standard.”

Disclaimer: Educational information only; retention rules vary by jurisdiction.

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