Who Should Have Access to Confidential Employee Files?
Information in employee personnel files is confidential and access must be limited. Per Management Advantage, Inc., "Access to information about employees should be strictly limited to those people in your business with a need to use the information in their jobs."
-
Human Resources Employees
-
Limit who has access to files, even within the HR department.
Image by Flickr.com, courtesy of Lee Chisholm
Human resources employees with a job-related reason should have access to personnel files.
Managers
-
Managers should have access to limited parts of the file, such as performance reviews, disciplinary actions, and any other job-related information.
Payroll Representatives
-
Allow payroll employees limited access to files.
Image by Flickr.com, courtesy of Rick Audet
Payroll representatives should have access to any pay-related items in the personnel file. This includes W-4 withholding information, address information, and pay change forms.
Auditors
-
Internal and external auditors may require access to employee files. However, this access should be closely regulated, and specific information required by the audit.
Subpoenas
-
File information may be court-ordered.
Image by Flickr.com, courtesy of Mark Warner
Occasionally you may receive subpoenas for information in an employee's personnel file. Subpoenas are court-ordered and must be permitted. Typically payroll and attendance files are requested. However, disciplinary action may also be required. Verify the subpoena prior to releasing information.
Employees
-
In some states employees have the right to view their personnel file. As a rule, personnnel files should never be removed from the human resources area. They must also be kept in a locked and secure area to ensure confidentiality.
-
Related Searches
References
Resources
- Photo Credit Image by Flickr.com, courtesy of Lee Chisholm Image by Flickr.com, courtesy of Rick Audet Image by Flickr.com, courtesy of Mark Warner
