What are the rules on personnel files? An employee keeps asking for access

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in Office Management,Records Retention

Q. We have an employee who frequently asks to review his personnel file. How often are we required to allow an employee to review his personnel file? How often do we have to make sure it is up-to-date?

A. The Illinois Personnel Record Review Act covers public and private employers with five or more employees.

It requires an employer to, upon an employee’s request, allow the employee to review personnel file records that have been or are intended to be used in determining his or her qualifications for employment, promotion, transfer, additional compensation, discharge or other disciplinary action.

An employer must allow an employee to review his or her file at least twice each calendar year. The employee requests must be made at reasonable intervals, unless a collective-bargaining agreement provides otherwise. In general, the employer must give the employee the opportunity to review the file within seven working days after the employee’s request.

You should update the file as you go.

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