Personnel Records

A Personnel Records policy explains what information your organization keeps in employees' personnel files, how employees (and, in some states, former employees) can review and request copies within required timelines, and how they can submit a written response to disputed items, subject to lawful limits on access to confidential records.

How to Write a Personnel Records Policy

• Start with "why" and introduce the concept of personnel records as documentation that supports employment decisions and helps keep employee information accurate.
• Define what records your organization maintains as part of an employee's personnel record.
• Explain employees' responsibility to keep personal information current and how updates should be submitted.
• Describe employees' right to review their personnel records and the basic process to request access.
• Explain how employees can request copies of records and that copies may be provided as allowed by law.
• State that employees can submit a written response to disputed information and that it will be kept with the related record.
• Clarify that certain confidential materials may be excluded from inspection or copying.
• Address whether former employees may access records after separation and how that access works.
• Include a general statement about record retention and that access and timing will follow applicable law.

For advice on writing a Personnel Records policy in a specific jurisdiction, see below.