Arizona Personnel File Access Log
Description
How to fill out Personnel File Access Log?
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FAQ
What employee records should you maintain?Records of all employees for a period of one year after termination.All payroll records for three years.Any benefit plan, seniority plan or merit system for the full period that the plan or system is in effect and for at least one year after its termination.More items...
Examples of items that should not be included in the personnel file are:Pre-employment records (with the exception of the application and resume)Monthly attendance transaction documents.Whistleblower complaints, notes generated from informal discrimination complaint investigations, Ombuds, or Campus Climate.More items...
Whether you use paper, electronic files or both, consistency is the key to effective recordkeeping. For example, if your hiring records are sorted by employee name, organize payroll records the same way. Keep the same system across all types of records, and make sure your file folders have accurate, uniform names.
The number one item that should not be kept in the employee's personnel file is medical information. Under California regulations, medical information should be kept separate from the personnel file to protect the employee's confidential information.
What to Keep in a Personnel Filejob description for the position.job application and/or resume.offer of employment.IRS Form W-4 (the Employee's Withholding Allowance Certificate)receipt or signed acknowledgment of employee handbook.performance evaluations.forms relating to employee benefits.More items...
To organize electronic files, you should create folders that clearly explain your organizational method. You can organize files by employee, in which case you'll have a folder with the employee's name that contains all of the related documents.
Here are some key steps to help you organize employees' personnel files in your organization:Determine which documents to store.Choose a filing method.Format your documents.Learn who can access the files.Create a file retention policy.Update the files as needed.08-Jul-2021
Tips for personnel file organization Confidentiality: Maintaining confidentiality is important. Learn the rules and regulations regarding who can view which documents in the personnel file. Keep personnel files locked for safekeeping. Documentation: Have employees sign any form that goes into their personnel file.
Employee files should be stored in a secure location and be kept strictly confidential. Access should be restricted to those with a legitimate need to know or as required by law. Several categories of records must be maintained according to specific requirements.
Personnel files usually contain documents that the employee has already reviewed and so he or she is familiar with their content. This includes documents such as job applications, performance evaluations, letters of recognition, training records, and forms that relate to transfers and promotion.
