Employee records
Employee Files: What Should California Employers Be Documenting?
A useful file tells the story of the employment relationship without mixing in unsupported opinions.
Written and reviewed by Roberto CoraFounder, Cora HR Advisory · Updated September 7, 2026
Quick answer
California has several recordkeeping and employee-access rules. The right structure depends on the record type and the business.
Common documentation categories
Organize records so management can find the right facts quickly.
- Offer, role and acknowledgment documents
- Performance and objective coaching notes
- Training and policy acknowledgments
- Discipline and employee responses
- Attendance and timekeeping records
- Separate handling for confidential medical or leave information
Write for a future reader
Use dates, observable conduct, expectations, employee responses and next steps. Avoid labels, speculation or emotional shorthand.
Access and retention matter
California employees and former employees have rights to inspect or receive certain personnel records. Review current rules and keep a consistent response process.
- Official source: dir.ca.gov/dlse/faq_righttoinspectpersonnelfiles.htm