Access to Personnel Files Policy
A ready-to-use Access to Personnel Files Policy covering file access rules and how employees keep their own records current, plus a free downloadable PDF.
Download Access to Personnel Files Policy Template
Table of Contents
What is an Access to Personnel Files Policy?
Employee personnel records live in your HR department, and the law requires certain records to be kept in separate files. Employees can ask to see their own personnel file, though access is sometimes limited or edited depending on the situation, mainly to protect other people's privacy. Any request to view a personnel file has to come in writing to HR, and once HR has it, they'll set up a time to go over the file during regular office hours.
A personnel file typically holds performance and training records, plus the data that goes into hiring, promotion, and disciplinary decisions. Employees aren't allowed to remove any documents from the file. This policy gives your team clear direction on keeping records accurate, since personnel records aren't something to take lightly: get them wrong, and they won't hold up well in court.
Standard Access to Personnel Files Policy Format
Here's a ready-to-use Access to Personnel Files Policy template you can adapt for your own organization:
[Company Name] has put together this Access to Personnel Files Policy to set out who can access documents like resumes, training records, performance appraisals, and salary history. These files belong to [Company Name], and anyone without authorization is strictly barred from accessing them.
Purpose
This policy exists to keep employee data confidential.
Scope
This policy applies to every employee, with the exception of [names/titles of the authorities permitted access].
Access to the Personnel File
Personnel files belong to [Company Name], and the information inside them is strictly confidential.
Only [title of the authorities] with a genuine reason to review a file's contents may access it.
Employees who want to review their own file should contact HR with at least [number of weeks/days] of advance notice.
Once HR approves the request, the employee may view the relevant parts of their file at the company's office, in the presence of [title of person].
Personnel Data Alteration
Employees are responsible for notifying [Company Name] whenever their personal information changes.
The following details should always be kept current: email address, phone numbers, names and contact numbers of dependents and emergency contacts, educational qualifications, marital status, and similar information.
Whenever any of this changes, the employee should notify HR promptly.
Quick, Actionable Tips
- The purpose and scope of the policy.
- Who's actually authorized to access these files.
- The rules around giving employees access to their own files.
- The rules around altering information inside those files.