How to Store Employee Files

By Business & Finance Last updated Friday, January/03/2025

1). Store employee files in individual file folders labeled with the employee's name. Arrange each folder by date, with the earliest records first and the most recent last. This will make it easy to access any specific record in the employee's file. Store the employee's file folders alphabetically to help maximize efficiency.
2). Use a scanner to transfer paper records into a digital image. Make sure to scan both sides of the page if necessary. The digital files can be stored on your computer's hard drive in a folder labeled, for example, "Employee Record Files." Putting employee files in digital form helps keep the information protected.
3). Create a new database in a program such as Excel or FileMaker. Use headings such as "Employee Name," "Date of Hire," and "Days Absent" to organize the information. Using a database to store employee files can be useful because updating the information is simple; whenever a new event needs to be recorded, you can edit the data in the file.

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