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 16, 2026
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
Current and former employees may have rights to inspect or receive certain personnel records. Written requests generally require a response within 30 calendar days; record scope and exceptions matter, so use a consistent current process.
- Official source: dir.ca.gov/dlse/faq_righttoinspectpersonnelfiles.htm