South Dakota 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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
