Personnel Records Procedure

The Personnel Records Procedure 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 Records Procedure 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.

Personnel Record Responsibilities:

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).

Personnel Records Procedure Activities

• 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 Records Procedure 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)

Personnel Records Procedure Forms

• Personnel Records Access Log Form
• Records Retention Periods Form