Hawaii Personnel File Access Log
Description
How to fill out Personnel File Access Log?
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FAQ
The personnel file is the employees and the employers complete record of their relationship together. It contains a history from job application right the way through to the exit interview, termination of employment or even retirement.
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.
As an employee, do I have a right to see my personnel files? The short answer is 'yes'. You have a right to make a SAR to your employer, asking to see your personnel files, at any time. Your employer has the right to ask why you want to see your files, but must then provide all your records to you.
Consider the following tips for sorting personnel files:Create some file backups.Use both electronic and physical filing systems.Use a consistent organization method.Create a checklist for tasks.Input formal company documents.Train HR staff members.
Destroy paper and electronic personnel records and confidential employee data after the retention deadlines have passed. Because employment records contain confidential and sensitive information, employers should establish specific policies and procedures for disposing of records safely.
Definition Employee Personnel Files are defined to include the application for employment, and records which are used or have been used to determine an employee's qualifications for promotion, compensation, termination, or disciplinary action.
How long should I keep employee personnel files? You should keep an employee's personnel files for six years after the employee has left your organisation. The reason for this is that up until six years has passed, the former employee may sue you for breach of contract in the county court.
Section 12-46-21 - Record keeping requirements (a) Any personnel or employment record made or kept by an employer, employment agency, or labor organization shall be preserved by the employer for one year from the date of the making of the record or the personnel action involved, whichever occurs later.
Employers should keep all job-related documentation such as hiring records, performance reviews, disciplinary actions and job descriptions in an employee's general personnel file. Consider whether the document would be relevant to a supervisor who may review this file when making employment decisions.
In practically all companies, most employee records are kept in an employee personnel file. However, each employee will have at least one additional file designated as a confidential file.
