Are we mixing employee files inappropriately? — Business Management Daily: Free Reports on Human Resources, Employment Law, Office Management, Office Communication, Office Technology and Small Business Tax Business Management Daily

Are we mixing employee files inappropriately?

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Q: “I've discovered that at our publishing company of 75 people, each employee has a single personnel file into which all documents go—everything from their new-hire paperwork to performance reviews to doctor’s notes. How must we separate this information going forward to keep legally compliant? We’re supposed to split off certain medical information so that each employee will have different sorts of files, correct?” – Theo, Maryland

A: Correct! Medical information that an employer receives, such as information about an employee’s medical examinations or responses to an employer’s medical inquiries, must be stored apart from general personnel records, and available for review only by appropriate personnel in limited circumstances. The records must be stored in a secure location, too, with limited access.

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