The Personnel Record Policy helps management determine employee qualifications for promotion, compensation, termination or disciplinary action. The personnel record procedure also outlines the methods for filing, retaining and disposing of personnel records.
The Personnel Record Policy applies to all personnel files, forms and records used for internal and/or external purposes. (16 pages, 4119 words)
Your company should maintain a set of personnel files for each employee. An employee’s personnel record begins with their completed employment application form and resume. From time to time information should be added to this personnel record regarding an individual’s employment status with the company. Personnel records are the property of your company and should be treated the same as any other confidential company information.
The Controller should be responsible for overseeing the execution of company policy for Personnel records.
The Human Resources Manager should be responsible for overseeing the retention, protection, compliance, distribution, storage, and destruction of personnel records.
The File Manager will be responsible for categorizing and maintaining a listing of records maintained and the location (i.e. by wall unit and shelf row number).
- Employee Information
- HR Personnel Records
- Contents of Personnel Files
- Employee’s Personnel Records Review
- Management Review of Personnel Files
- Company Release of Employee Information
- Records Retention and Long Term Storage
- Records Destruction
Personnel Record Policy References
- Health Insurance Portability Accountability Act (HIPAA)
- Age Discrimination in Employment Act (ADEA)
- Americans with Disabilities Act
- Civil Rights Act of 1964
- Employee Retirement Income Security Act (ERISA)
- Employee Polygraph Protection Act
- Equal Pay Act
- Executive Order 11246
- Fair Labor Standards Act
- Family and Medical Leave Act (FMLA)
- Immigration Reform and Control Act (IRCA)
- Occupational Safety and Health Act (OHSA)
- Rehabilitation Act of 1973
- Rights to Financial Privacy Act
- Guide to Record Retention Requirements
- IRS Revenue Procedure 98-25 Records Retention
- Federal Insurance Contribution Act (FICA)
- Federal Unemployment Tax Act (FUTA)
Personnel Record Policy Forms
- Personnel Records Access Log Form
- Records Retention Periods Form