Employee benefits and medical information require a higher level of care—and this checklist shows you exactly how to handle it.

The Benefits & Confidential File Checklist identifies all documents that must be stored separately from the personnel file, including benefits enrollment forms, medical records, leave documentation, and other protected information. It’s designed to help small businesses stay compliant while safeguarding employee privacy and sensitive data.

This checklist brings clarity to an area many businesses get wrong, helping you reduce legal risk and create cleaner, more secure employee files.

Best for:

• Employers managing benefits in-house

• Businesses navigating leave, accommodations, or workers’ comp

• Teams transitioning from informal to compliant HR practices

• Anyone responsible for handling sensitive employee information

This checklist outlines exactly what belongs in an employee’s personnel file—and just as importantly, what does not.

Designed for small businesses without a dedicated HR department, this tool helps you organize employee records in a way that’s consistent, compliant, and easy to maintain. It clearly separates performance, training, and employment documentation from sensitive medical or benefits information, reducing risk and protecting employee privacy.

Use this checklist to audit existing files, set up new employee records correctly from day one, or clean up disorganized files with confidence.

Best for

• Small business owners

• Office managers handling HR

• Growing teams formalizing their processes

• Anyone responsible for employee records