Personnel Records Access Log Template | ADM101-1
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The File Manager should create and maintain an access log for medical records using the Personnel Records Access Log Template. ADM101-1 PERSONNEL RECORDS ACCESS LOG keeps track of the date, accessor, file name, reason for access, and more. Employee personnel files should contain only that information which is directly related to the employee’s job duties, performance, training and employment history. Payroll and benefits, I-9, and medical files should be maintained separately from the personnel file.
The following provisions apply with respect to the company’s standards for establishing, maintaining and handling employee personnel records:
- All official records concerning an employee should be kept up to date and all employees shall promptly report all pertinent personal information and data changes to the Human Resources Manager.
- Employees should be permitted to review their personnel records at reasonable times and in accordance with state and local laws.
- The personnel file of an employee terminating employment should be maintained for a minimum of five years.
- Documents that have not been shared with the employee and the employee’s supervisor do not belong in the personnel records and should not be filed.
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