O-4-092 Employee Document Management Tipsheet
PURPOSE
This tipsheet gives direction on organization, location, and naming conventions of documents stored in employee files.
Each folder should have a subfolder under it labeled as the employee's Last Name, First Name (e.g. Smith, John). Files for that specific employee should then be labeled according to the naming conventions below and saved to their specific sub-folder.
Example
In each branch, under the general folder such as Competencies-Training, there would be a folder for each employee. Files belonging to the Competencies-Training folder would then be saved under the specific employee folder within that folder.
| Employee Folder | File Names |
|---|---|
|
Competencies-Training |
Employee Name (Last, First) Competency - Competency Type Name YYYY.MM.DD Employee Name (Last, First) Test-HHA Employee Name (Last, First) Test-HM Employee Name (Last, First) Gen Orient. Training Cert. Employee Name (Last, First) Gen Orient. Training Guide Employee Name (Last, First) Position Spec Orient. Training Guide Employee Name (Last, First) HHA Competency Assessment (if no CNA Certificate) Employee Name (Last, First) Skills Self-Assessment Discipline (RN/OT/etc) Employee Name (Last, First) Emergency Prep Quiz YYYY.MM.DD |
|
Employment |
Employee Name (Last, First) MN DHS NETStudy Letter of Clearance Employee Name (Last, First) Confid-Ack Stat Employee Name (Last, First) Infectious Illness Ack Stat Employee Name (Last, First) MN New Hire Reporting Employee Name (Last, First) Auto Insurance exp. YYYY.MM.DD Employee Name (Last, First) Technology Agreement YYYY.MM.DD Employee Name (Last, First) Equipment Distribution Form YYYY.MM.DD |
|
HR (restricted access) |
Employee Name (Last, First) Reasonable Accommodation (non-medical related) Employee Name (Last, First) On Site Sup YYYY.MM.DD Employee Name (Last, First) Performance Eval YYYY.MM.DD Employee Name (Last, First) DA/Coaching/Termination YYYY.MM.DD Employee Name (Last, First) Username and Password Request/Disable Form YYYY.MM.DD |
|
Licenses (CNA certifications are also filed here) |
Employee Name (Last, First) CNA Cert exp. YYYY.MM.DD Employee Name (Last, First) CPR Cert exp. YYYY.MM.DD Employee Name (Last, First) CNA Verification exp. YYYY.MM.DD Employee Name (Last, First) License Verification exp. YYYY.MM.DD Employee Name (Last, First) Driver's License |
|
Medical (restricted access) See policy HR-4-120 Employee Medical Records for detailed information about requirements and restrictions for employee medical files. |
Employee Name (Last, First) Work Comp YYYY.MM.DD Employee Name (Last, First) Reasonable Accommodation YYYY.MM.DD (if medical-related) Employee Name (Last, First) FMLA – Notice of Eligibility and Rights Employee Name (Last, First) Hepatitis Employee Name (Last, First) TST Chest Employee Name (Last, First) TST Gold Employee Name (Last, First) TST Step 1 Employee Name (Last, First) TST Step 2 Employee Name (Last, First) Consent/Exemption from Tuberculin Skin Testing for a Pregnant Employee Employee Name (Last, First) TST Questionnaire YYYY.MM.DD Employee Name (Last, First) Flu Vaccination Consent Employee Name (Last, First) N95 Questionnaire YYYY.MM.DD Employee Name (Last, First) N95 Fit Test YYYY.MM.DD Employee Name (Last, First) Physician Statement of Health YYYY.MM.DD |
| Medical Sub-Folder: COVID 19 |
Employee Name (Last, First) COVID Test Results Employee Name (Last, First) COVID Vaccination Record Employee Name (Last, First) COVID Vaccination Exemption Employee Name (Last, First) COVID-19 Attestation Employee Name (Last, First) Testing Tracking Form |
|
Miscellaneous Forms If applicable, create individual sub-folder for Timesheets |
Employee Name (Last, First) Timesheet week ending YYYY.MM.DD - (Date is timesheet payroll week ending date) |
📅 Effective: 04.12.2017 | 🛠️ Revised: 11.02.2026 | ✅ Approved: JFJ