Personnel (Employee) Records Policy
Though employers are not legally required to maintain personnel records per se,
they must keep certain types of information about their employees in order to
comply with federal and state employment laws. In addition, documentation about
an employee’s job performance can help support personnel decisions, such as
promotion, transfer, discipline, or discharge. Therefore, every employer should
establish a formal system for gathering and maintaining required information on
applicants, employees, and former employees.
This policy provides information regarding retention of records and includes the
retention information for federal regulations including personnel files,
records, FMLA, etc. as well as providing information regarding personnel file
access by current and ex-employees, publishing employee addresses, service
letter requirements, and providing references.
· Personnel Recordkeeping Systems
· Employee Privacy
· Business-Related Information
· Oversight by Human Resources Department
· Supervisors’ Records
· Updating Personal Information
· Publishing Employee Addresses
· Employee Inspections of Personnel Records
· Disclosure of Personnel Records
· Federal Privacy Protection
· Retention of Records
· Record Retention Violations
· Completion of Form W-4
· Selected State Personnel File Access Laws
· Right to Protest
· Job References
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A note regarding copyright:
Our policies are intended to help organizations create their own personnel
policies or handbooks for distribution internally. Accordingly, you may use the
Model Policies verbatim or modify them to suit the culture of your organization.
Since the policy is copyrighted, we are making a special exception for this
particular use. However, the policies may not be used to create or update
policies for any organization other than the one buying the policy. In other
words, you can’t create policies or handbooks to offer to other organizations,
either for profit or free of charge. This would be considered a direct violation
of our copyright.
For phone orders, call Personnel Policy Service toll-free at 800-437-3735.
Personnel Policy Service, Inc.
159 St. Matthews Avenue, Suite 5
Louisville, KY 40207