Free Sample Personnel Records Policy
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Sample Personnel Records Policy


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Personnel Records

I.              POLICY STATEMENT

II.             DEFINITIONS

III.            APPLICATION

IV.           GOALS

V.            POLICY DIRECTIVES

VI.           POLICY GUIDELINES FOR EMPLOYEE PERSONNEL RECORD

VII.          ACCOUNTABILITY

VIII.         MONITORING

IX.           REFERENCES

I.              POLICY STATEMENT

Employer ABC has responsibility for maintaining personnel information for employees.

II.             DEFINITIONS

Employee Personnel File - contains all personnel.

Separation - All events that sever the employment relationship.

III.            APPLICATION

This policy establishes methods for maintaining personnel information for all employees of Employer ABC.

IV.           GOALS

This policy has the following goals:

1.     Determine accountability for employee personnel information management; and

2.     Design a process for maintaining employee personnel information;

V.            POLICY DIRECTIVES

Personnel information is to be maintained in a personnel file.

A.    Employee Personnel File

The Employee Personnel File contains documents, forms and correspondence, the contents of which the employee has knowledge of at the time of filing or recording.

Human Resources is responsible for maintaining the following information in the Employee Personnel File record for a period of :

1.     Personnel transactions;

2.     Salary and reclassification dates;

3.     Special leave benefits;

4.     Training and education records;

5.     Employee summary sheets;

6.     Sick leave;

7.     Vacation;

8.     Marital status;

9.     Dependents covered by medical plan;

10.   Long service award;

11.   Retirement benefits;

12.   Records of leaves of absence;

13.   Staff Changes forms for salary adjustments;

14.   Certificates from an attending physician;

15.   Application for Employment;

Human Resources is responsible for maintaining the following information in the Employee Personnel File until employment is terminated.  Following termination Human Resources will maintain the File for a period of :

1.     Disciplinary measures, Performance Appraisals, Workers Compensation Board accident forms, and long-term disability benefits.

2.     Information related to pay and allowances, benefits and credits and expenditures.

B.    Employee Resignation, Retirement or Death

Upon employee termination, the Employee Personnel File is held in Human Resources for seven years.

If the employee is not re-hired within seven years from the date of termination, personnel information shall be destroyed.

C.    Security and Release of Information

Employees are entitled to view their Employee Personnel File by prior arrangement with Human Resources.

If the employee wishes information to be released, the employee must state in writing to Human Resources the information that is to be released and to whom.

VI.           POLICY GUIDELINES

Guidelines may be developed as appropriate to maintain personnel files.

VII.          ACCOUNTABILITY

A.    Human Resources

Human Resources has the responsibility for maintaining the Employee Personnel File and for maintaining the File following separation for the time periods prescribed in this policy.

VIII.         MONITORING

Human Resources may conduct audits of Employee Personnel File practices to determine compliance with this policy.


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