People Records¶

Offer letters, employment agreements, and personnel records.

Overview¶

Individual personnel records including offer letters, employment agreements, and significant personnel actions.

Privacy: This is highly sensitive information. Protect appropriately.

File Naming Convention¶

Format: YYYY-MM-{name}-{type}.md

Examples: - 2024-01-john-doe-offer.md - 2024-06-jane-smith-promotion.md - 2024-12-bob-jones-separation.md

Record Types¶

Offer Letters¶

Position offered
Compensation
Start date
Benefits summary
At-will employment statement
Acceptance confirmation

Employment Agreements¶

Employment terms
Duties and responsibilities
Compensation and benefits
Confidentiality provisions
Non-compete (if applicable)
Termination provisions

Promotions & Changes¶

Promotion letters
Pay increases
Role changes
Transfer documentation

Separations¶

Resignation letters
Termination documentation
Exit interview notes
Final pay documentation
Separation agreements (if applicable)

Personnel File Contents¶

For each employee, maintain: - Offer letter and acceptance - Employment agreement - Performance reviews - Compensation changes - Disciplinary actions (if any) - Separation documentation

Record Retention¶

Maintain personnel records for: - Duration of employment + 7 years (minimum) - Follow state-specific requirements - Consider statute of limitations for employment claims

Privacy & Security¶

Limit access to personnel files
Secure storage (encrypted if digital)
Follow employment law requirements
Protect from unauthorized access

See 50_people/hiring/ for hiring process
See 50_people/compensation/ for compensation structure
See 30_legal/contracts/records/ for formal employment contracts