Division of Personnel Files & "sensative" information
annmarie
15 Posts
I need information on the division of personnel files and what is considered "sensative" information. How should an employee's files be divided? I understand everything cannot be kept in the same file, but how should it be divided? Anyone know of a standard procedure to follow?
Comments
We can argue all day over whose system is best and what 'separate' means; but, the bottom line is that the law requires only that medical be separate from the rest of your personnel file. I can also tell you that some processes are so anal as to require you to go to 5 or 6 different locations to pull together a total personnel file. The only reason for filing is for retrieval. The smoother your retrieval process, the more functional and successful your department will be.
By the way, I like your idea of the "files within a file."
>category?
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>By the way, I like your idea of the "files
>within a file."
The things in the 'personal file' are just the mundane, standard forms used to sign people up for employment, their background check, boring stuff otherwise, demographic drivel, nothing particularly related to their job or performance. Personal stuff. And I can tell you from many years of experience that you do not want to go to seven locations to assemble a complete file for a hearing, whether it be comp, UI, EEOC, other DOL, whatever.
Medical/Benefits files
Personnel files (they're six-part folders) - personal stuff, applications, reviews, emergency contacts, etc.
401(k) files (a four-part folder)
Worker comp. files.
I-9 binder - one big binder for all, arranged alphabetically
Payroll information is kept by the accountant.
We have an open office, so all of our cabinets have to be locked. The personnel files, the 401(k) files and the I-9 binder are all kept in one file cabinet (although different drawers). The Medical/Benefit and Worker comp. files are kept in a separate cabinets.