Personnel Records Policy
HR Policies & Procedures

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, payroll 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

Ph: 800-437-3735
Fax: 800-755-7011
Website: www.ppspublishers.com