> ## Documentation Index
> Fetch the complete documentation index at: https://handbook.helendelovely.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Personnel Records

> What we keep on file, where it lives, and keeping your information current.

## What we keep

Your personnel file includes your offer letter, signed acknowledgments, job description, license and credential copies, training completion records, performance reviews, and any corrective action. Payroll and tax records live in Gusto.

Your Form I-9 is stored separately from your personnel file, as federal guidance recommends. Medical and accommodation information, if any, is also kept separately and shared only with people who need it.

## Where it lives

| Record                                                                                                                        | Where it lives                                                                    | Who can see it                          |
| ----------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------- | --------------------------------------- |
| Payroll and tax forms (W-4, direct deposit, pay history)                                                                      | Gusto only                                                                        | You, the practice manager, Helen        |
| Form I-9 and supporting document copies                                                                                       | Gusto's I-9 feature, never in a Drive folder                                      | Practice manager, Helen                 |
| Personnel file (offer letter, acknowledgments, job description, license copies, training records, reviews, corrective action) | Admin shared drive, Staffing Confidential, Personnel Files, one folder per person | Practice manager, Helen                 |
| Medical and accommodation records                                                                                             | A separate restricted folder next to the personnel file, not inside it            | Practice manager, Helen, only as needed |
| Signed contracts (supervision contract, HIPAA agreement)                                                                      | Admin shared drive, Legal Documents, Employees                                    | Practice manager, Helen                 |
| Background check reports                                                                                                      | The screening vendor's portal; not downloaded to Drive                            | Practice manager, Helen                 |

The practice manager owns the filing. Nothing in these folders is shared to the Operations drive or to anyone outside the two people listed.

## Federal and state filings at hire

Two filings happen in your first days, both handled by the practice manager: your Form I-9 (Section 1 by your first day, Section 2 within three business days, retained for three years after hire or one year after separation, whichever is later) and Utah new-hire reporting to the Department of Workforce Services within 20 days of your start date (Utah Code § 35A-7-104). You'll be asked for identity and work-authorization documents for the I-9 on or before day one; bring originals.

## Seeing your file

You can ask to review your own personnel file. Make the request to the practice manager and we'll arrange it within a reasonable time. You can request a copy of documents you signed.

## Keep your information current

Tell the practice manager within a week when any of these change:

* Legal name
* Home address or phone number
* Emergency contact
* Bank account for direct deposit
* Tax withholding (update your W-4 in Gusto)
* License status, including any renewal, restriction, complaint, or investigation
* Malpractice coverage status, if you carry your own in addition to the practice policy

> **Important.** License changes are not optional to report. If DOPL opens a complaint or investigation, or if your license lapses, restricts, or is disciplined for any reason, tell Helen and the practice manager the same day. See [Licensure and credentialing](/employment/licensure-and-credentialing).

## Emergency contact

We collect an emergency contact at hire. It takes two minutes and we want it before we need it. Keep it current.