Human Resources: Maintaining Personnel Files For Every Employee

The company I work for has 14 locations, and as human resources' for my location I have run across several questions as to what and how to maintain the files. According to the WAC 357-22-010 on the USA.GOV website all companies must maintain a personnel file for each employee employed. There are many State and Federal Government regulations on the maintenance of the personnel file. It is the company's responsibility to set up a company policy on how they will handle the files according to these regulations.

Personnel and medical records pertaining to the employee are to be in separate files and in separate drawers if using the same file cabinet. Most companies however have separate people maintaining the medical and personnel files. Usually the medical files are within the company's safety department.

As everyone is supposed to know but maybe doesn't, all personnel files are confidential and the official file is to be kept at the main head quarters of any business. Our corporate office has the official files at their location, and a copy of the official personnel file is kept at site specific so the employee has access to their information. In every company it is the employee's responsibility to review his or her records to ensure accuracy. Make any changes that need to be made that are allowed.

Because of the sensitive nature of these files it is our company's policy to keep them under lock and key. I had thought that since I was sitting in my office looking at the cabinet I could leave it unlocked. No personnel file should be left unattended or un-filed over night. Research into this matter led me to the official government site to the administrative Regulation code 4212.6. Although I have not come across any exact Federal Government laws regulating the lock and key. There are several states that require this. So I would check state requirements in this matter.