How to Provide Access to Personnel Files

Personnel files generally contain extensive information about an employee. From his salary history to past disciplinary actions taken against him, the file can be a repository for anything related to a person working for your company. If background checks are required, they may also be filed here for later reference and as a way to document work history.

Instructions

Provide Access To Personnel Files

1. Provide free access to an employee who wants to review her own file. There may be restrictions in place as to when and how the review can be done (specific dates or times or a certain private location), but all employees should be able to check what is stored in their personnel file to make sure the information is correct and up to date.

2. Require a written and signed authorization from the employee in order to allow a third party to review the file. The written consent should specify if the access is total or partial, and if it is a one-time deal or an open access. If this type of request is frequent it makes sense to create a special request form that employees can sign and use without having to write a separate letter each time.

3. Store personnel files in a secure location that can only be accessed by a limited number of people. This can be a storage room, a management office or a section of the building reserved for Human resources employees. Laws require personnel files to be kept in a locked location, either in a locked cabinet or a room that can be closed to general company traffic.

4. Keep medical files separate, if at all. There is little or no reason to require medical background from an employee. If you do, make sure the information is safely stored away from everybody, including managers. People who are granted access to personnel files should not be able to read medical information, unless the employee has directly approved it.

5. Be ready to provide photocopies (or the chance for the employee to make copies himself) if requested. You are allowed by law to charge a small fee to make copies or obtain certified samples of certain certificates, but the fee should be reasonable and only destined to cover your basic expenses when handling the file.

Tips & Warnings

• If you are not sure what to include in a personnel file, the basics are: copy of resume, salary information, performance evaluations, disciplinary actions and letters or recommendation or warnings.

• Medical or criminal background cannot be part of a personnel file.