Massachusetts Personnel File Access Log
Description
How to fill out Personnel File Access Log?
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FAQ
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.
Under the UK General Data Protection Regulation (retained from EU Regulation 2016/679 EU) (UK GDPR), individuals are entitled to submit a request for access to any personal data that the employer holds about them, ie any information from which they can be identified, directly or indirectly.
Under the law, information in a public employee's personnel file may be withheld only when the information sought by a request does not pertain to legitimate matters of public concern and is highly offensive to a reasonable person. A subsequent decision clarified that both prongs must be met to satisfy the exemption.
Whether paper files or electronic personnel records, your human resources department has a duty to protect employees' personal and employment-related information. Confidentiality is critical to the integrity of your HR department and your organization's reputation.
Employers must keep payroll records for 3 years. Payroll records include the worker's name, address, job/occupation, amount paid each pay period, and hours worked (each day and week).
Personal employee information will be considered confidential and as such will be shared only as required and with those who have a need to have access to such information. All hard copy records will be maintained in locked, secure areas with access limited to those who have a need for such access.
Company Name employee files are maintained by the human resource (HR) department and are considered confidential. Managers and supervisors, other than the HR director and his or her subordinates, may only have access to personnel file information on a need-to-know basis.
As a suggestion, you may want to set up a company policy that the only people that are allowed to access an employee's personnel record are the human resources manager, the employee's supervisor or manager, and the employee himself.
Your employer is legally obligated to keep certain employee records private. Employers tend to gather a lot of paperwork on employees, from employment applications and resumes to benefits forms, performance evaluations, disciplinary documentation, contact information, and even medical records.
An employee's personnel file usually contains information related to their performance, salary, and any investigations of misconduct or medical issues. As a result, these records are generally considered private and can be accessed by only the employer and the employee.
