Oakland Michigan Personnel File Access Log
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How to fill out Personnel File Access Log?
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FAQ
EEOC Regulations require that employers keep all personnel or employment records for one year. If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination.
Whether you use paper, electronic files, or both, consistency is the key to effective recordkeeping. For example, if your hiring records are sorted by employee name, organize payroll records the same way. Keep the same system across all types of records, and make sure your file folders have accurate, uniform names.
Although electronic storage of personnel records is permissible under federal employment laws, employers must be mindful of the statutory rules relating to document retention periods and electronic storage systems to avoid legal pitfalls.
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.
The decision to remove a document from the personnel file is generally at the discretion of management....Adding or Removing Documents Department removes the letter and makes a copy. Department gives the letter to the employee, with a cover memo and the employee's original written request for removal.
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.
The Human Resources department usually maintains personnel files. Other members of the company may have access to some parts of the personnel file, but generally, the information is confidential.
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.
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.
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. Several categories of records must be maintained according to specific requirements.
