Sample Question - Personnel Records
I know personnel records and medical records should not be kept together. In addition I know some of the basics of what goes in a personnel file, but what I really need are specifics. I need to know is what specifically can and cannot go into a personnel file, what records can / cannot be kept together, how many separate files do I need, and how long information should be kept in those files? In addition I would like to know what law or legislative act has this information.
1) What specifically can and cannot go into a personnel file?
2) What records can/cannot be kept together?
Typically, the following files are all kept separate:
3) How many separate files do I need?
The number of separate files you will have will depend on the information your company wants to maintain. Based on the list in #2, you may have that many different types of files. You will probably have an Employee Main File and an Employee Medical File (i.e., benefit enrollment forms, profit sharing, 401(k), insurance claim forms, COBRA letter). The Child Support, EEO charges, Exit Interview, I-9 Forms, litigation documents, Workers Compensation claims, and Affirmative Action files may contain all employees; a separate file isn't necessary for each employee.
4) How long should information be kept in these files?
5) What law or legislative act has this information?
A number of different acts apply to the retention of these files. Below is a brief list:
"Federal Record Retention Requirements for Employees", by Wallace Bonapart and Cornelia Gamlem, SPHR
"Getting Started in Human Resources Management" by Joseph Bacarro, SPHR
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