Iowa Personnel File Access Log
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FAQ
Issues covered: Employee files should be retained for the duration of the contract of employment and for a period of 7 years post-termination thereafter.
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.
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.
Types of Employee RecordsBasic Information. This category includes personal information such as the employee's full name, social security number, address, and birth date.Hiring Documents.Job Performance and Development.Employment-Related Agreements.Compensation.Termination and Post-Employment Information.
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.
Each employer shall preserve for at least three years: 216.5(1) Payroll records. From the last date of entry, all payroll or other records containing the employee information and data required under any of the applicable rules.
Generally, any documents related to earnings, payroll, and pension plans require permanent retention. An employee's file should be retained for 7 years after the employee is fired, quits, or retires.
Records of employment contain applicants past records, list sources, employees progress, medical reports, etc. Wages and salaries records contains pay roll records, methods of wages and salaries, leave records, turnover records and other benefit records.
An employee file, or personnel record, is a group of documents that contain all relevant information about an employee's time in your business, from their job application to their resignation letter.
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.
