Payroll
Update employee records with current information
Since of the type of information worker personnel files comprise, exact guidelines apply to revising them. Employee files contain personal data, documents related to employment actions, trustworthy salary information and, in some cases, medical information, which is essential to be maintained separately from the personnel file. Human resources staff, department executives and employees themselves review files; still, policies regarding access and review confirm employee information remains complete.
Employee Review
Staffs might ask to review their personnel files for any number of reasons. For example, if an employee feels her file contains mistaken information or doesn't contain documentation that supports performance and salary decisions, she might request a copy of her file. There occurs no federal law pertaining to employee requests like this; still, there are state employment laws that address an employer's responsibility to release employee file materials. Guidelines for employee access are typically contained in the company's employee booklet.
Medical Information
The Health Insurance Portability and Accountability Act (HIPAA) commands the handling of medical information. Within the context of employment, all medical information should be preserved separately from routine employment files, and only an elected privacy officer can have contact to the information. Superintendents, managers and other parties cannot access medical information. Guidelines elimination access to medical information prevent illegal persons from using medical records to recognize a disability or a condition to unethically affect employment position.
Job-Related Information
An employee's personnel file comprises job-related information. Documentation such as skills assessments, educations, performance appraisal forms, attendance records, salary info and other materials exactly relate to the employee's job. Administrators, managers, human resources staff and employees are normally enabled to this type of information, as well as third parties representing the manager or worker. A third-party representative might be an attorney or investigator reviewing employee information for determinations of an employee complaint, litigation or background examination.
Human Resources Audit
Numerous human resources departments conduct episodic audits of employee personnel files. Audits are conducted for survey purposes and to regulate if the company is in acquiescence with organizational policies and federal regulations. Federal regulations contain record-keeping policies to which employers must follow for maintaining records for definite periods of time. For instance, the U.S. Equal Employment Opportunity Commission and the U.S. Department of Labor, Wage and Hour Division impose regulations for maintaining employee records must there raise questions about fair employment or reimbursement practices.
Confidentiality
Completely employment information is confidential -- regardless of whether it is health-related or job-related. Human resources staff, as well as managers and executives, should abide by rules regarding the confidential nature of employment info. Improper use of employment information can impact the employer's accountability and employee satisfaction. Employees sensibly expect human resources staff to preserve all of their employment information in a protected manner.
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