Alex What should not be in an employee file?
| The following documents belong in a SEPARATE file (s) and SHOULD NOT BE accessible to supervisors who are seeking information about the employee’s work performance. The information found in these documents are protected under privacy laws and belong with other guarded, confidential documentation.
Do you have to have one file per employee?
It is important–and sometimes, required by law–to set up and manage a personnel (or employee) filing system. However, it’s important to remember there is not just one file per employee.
Who is allowed to see confidential employee files?
Only Human Resources and BenefitAdministrators should have access to confidential employee files , which contain sensitive data such as disability claims and medical information. 4. Know your record retention guidelines
What should be included in a basic employment file?
The following should, and should not, be included in a basic employment file. | There should be one file per employee. DO NOT mix together into a shared file the payroll file documents for more than one employee.
What should you not put in your personnel file?
Your personnel files should not be a receptacle for every document, note, or thought about the employee. Here are some areas to be careful about: Medical records. Do not put medical records into a personnel file.
What should you include in an employee file?
Records you should keep confidential includes: Employee payroll records include anything that has to do with paying an employee. This can include: Because payroll records are chock-full of personal information, keep them separate from other employee files.
Do you have the right to view your own personnel files?
In addition to the employer, employees often have the right to view certain portions of their own employee personnel files as well. In most circumstances, employee personnel files should be treated as private records that belong to you and the corresponding employee.
Can you request confidential information from an employer?
However, employee addresses, telephone numbers, wage data, personnel files, and discipline records are not confidential. Nor are most internal reports or studies, even when critical of the employer. To invoke confidentiality, an employer must have a publicized and consistently enforced policy barring disclosure of the information in question.