North Carolina Personnel File Access Log
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How to fill out Personnel File Access Log?
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FAQ
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.
Personnel Files A personnel file may contain documents that fall into one of the following categories of records: Basic Information. This category includes personal information such as the employee's full name, social security number, address, and birth date.
A personnel file is a paper or electronic folder that contains HR and payroll documents related to new, existing, or past employees.
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.
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.
Examples of these are letters, emails, diaries, photographs and daily planners. Personal records also include things like student identification cards and drivers' licenses. Dance cards, in which people kept a record of their dance partners at various social events, could be considered a type of personal record.
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...
N. A file containing duplicates of records kept by an individual for ease of reference.
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...
