Access to Personnel Records
Category: Human Resources
Level: Community Care
Parties: Community Care Employees and Contractees
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records will be stored in locked filing cabinets in a locked room.
records will be clearly marked with individual's name, employee number and
- Persons authorized to
access personnel records include the employee for their own file,
Executive Director, Human Resources staff and the individual's immediate
supervisor. All other persons may request to review a personnel record for
a legitimate business reason by requesting and receiving permission from
the Executive Director, the Human Resources staff or designee in advance
and may only do so in the presence the Human Resources staff person.
- Automated personnel record
keeping systems will have restricted access through access codes or other
automated security systems.
- All automated personnel
record keeping systems will have a back-up system.
- Human Resources will
maintain a record of any personnel file removed from their storage area.
- Copies may be made of
materials in an employee�s personnel record for the use of the employee,
student, or volunteer; or by the Executive Director, the Human Resources
staff or the employee�s immediate supervisor. Approved copies are to be made
by the Human Resources staff or designee and given to the requester with
the original replaced in the personnel file.
- Employees are permitted to
enter information in their personnel records by delivering the items to
the Human Resources staff or designee. Material suitable for inclusion in
the personnel file includes but is not limited to items pertinent to the
individual's employment including accomplishments, interests, opinions,
- In addition to the
employee; other individuals allowed to enter information into an employee�s
personnel record include only the Executive Director, Human Resources
staff or designee, and the employee�s immediate supervisor.
- The only information
released by Community Care (unless mandated by law) to individuals,
financial institutions, organizations, or other employers requesting
information on employees or former employees without written authorization
of the employee is acknowledgment that the employee was or is an employee
of the agency and dates of employment. Any other information regarding
employment must be requested in writing by the employee or former employee
utilizing a release form approved by the Human Resources Department.�
- A former employee has the
right to review their personnel file upon written request to Community
Care's Human Resources Department.
- An employee, former
employee, or duly authorized representatives of the employee, may request
a copy of the employee�s personnel file.� One copy per year will be at the
employer�s expense. �Additional copies per year will be at the employee�s
or former employee�s expense. Copying will be done during normal business
hours at the location where the personnel records and files are maintained
within the time frames established by state and federal regulations and