PERSONNEL FILES

What counts--and doesn't--as part of a 'personnel record'

03/11/2015
You probably receive at least occasional requests from current and former employees to view or receive a copy of their personnel file. This sounds like a straightforward request. But must an employer produce all documents in the employee’s “file?” Must information that may not be in an employee’s file be produced?

Spring cleaning: It's time to freshen up your job descriptions

02/18/2015
Do they bear enough relation to what your employees are actually doing every day?

What kind of access must I allow employees who want to see their personnel records?

01/26/2015
Q. One of my employees recently asked me, in person, if she could view her personnel records. What does California law require?

Make it a habit: Review résumé one year after hire

01/20/2015
After a year or more of working with someone you hired, you don’t remember much about how they presented them­­selves on their résumé. Ancient history, right? Now’s the time to dig it out of the files.

Why bother with job descriptions?

12/23/2014
Q. Are employers required to have job descriptions for every position within the organization?

Providing References to Other Employers

12/19/2014

HR Law 101: Despite all the risks, providing other employers with references about your former employees is a good business practice. If you refused to provide references, eventually you would compromise your ability to find out about applicants you’re considering hiring ...

Beat the chill of an ICE inspection: How to survive an I-9 audit

11/20/2014

Could you put your hands on all the necessary records if the auditor came for them today?

Trust assistant to maintain confidentiality?

10/31/2014
Q. I’m the HR director of a 45-employee company and have one assistant. Due to the firm’s growth, I’m considering giving my assistant more responsibility. My concern: The assistant is very friendly with about 10 other employees, two of whom are her roommates. What’s to stop her from divulging information to her friends? I have said nothing to her about my concerns yet. What can I express to her without overstepping her legal rights?

What kind of employee files do we need?

10/31/2014
Q. How many files should be kept for each employee and what paperwork must be included in each?

You'll need those notes: Save employee complaints

10/31/2014

If an employee cares enough about a promotion, assignment or training opportunity to contact HR with a complaint, save the note, email or other communication. Here’s why.

Collection agency calls: Must we give workers' info?

10/17/2014
Q. Our small business sometimes gets calls from loan providers or collection agencies about our em­ployees. What information are we required to give?

Personnel files: Where & how long to keep them?

10/10/2014
Q. How long do we need to keep personnel files? And can we keep them in offsite storage?

What are my federal record-keeping requirements?

10/07/2014
Q. As a private employer, what federal record-keeping regulations must I follow?

Can a former employee demand access to her personnel file?

09/17/2014
Q. A former employee called HR asking to review her personnel file. We already let her review her file following termination last year, and nothing has changed in the personnel file since she reviewed it. Can we just tell the former employee “No”? Or can we ask her to pay for a copy of the file for her own records? Our HR manager is going on vacation next week. Can we wait to deal with the former employee’s request until after the human resources manager gets back from vacation?

How long to retain employment records?

08/29/2014
Q. I recently discharged some of my employees. How long must I retain their employment records? Are there different rules for electronic records versus paper ones?
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