Medical records. Do not put medical records into a personnel file. If your worker has a disability, you are legally required to keep all of the worker's medical records in a separate file -- and limit access to only a few people. Even for workers who are not disabled, you may have a legal obligation to keep medical records private and it's a good idea to do so, in any case. Form I-9s. Do not put Form I-9s into your employees' personnel files.
Form I-9 is a form from U. You must complete an I-9 for all employees, verifying that you have checked to be sure that the employees are legally authorized to work in the United States. The government is entitled to inspect these forms, and if it does, you don't want the agents viewing the rest of the employee's personnel -- and personal -- information at the same time.
Not only would this compromise your workers' privacy, but it might also open your business up to additional questions and investigation. Unnecessary material. Although an employee's personnel file may contain any other job-related documents, don't go overboard.
Remember that, in many states, employees have the right to view their personnel files. Indiscreet entries that do not directly relate to an employees job performance and qualifications -- like references to an employees private life or political beliefs, unsubstantiated criticisms or comments about an employees race, sex or religion will come back to haunt you.
A good rule of thumb: Dont put anything in a personnel file that you would not want a jury to see. The information provided on this site is not legal advice, does not constitute a lawyer referral service, and no attorney-client or confidential relationship is or will be formed by use of the site. The attorney listings on this site are paid attorney advertising.
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Prevent discrimination Make your workplace accessible for employees with disabilities or health conditions You are currently viewing: Keep employee information and data safe Fire safety Health and safety You also need to make checks when you recruit and employ someone. Find out what you need to check when you employ someone. Register as an employer and set up PAYE Choose how to run payroll If you decide to run payroll yourself, choose payroll software.
Step 4 : Check your responsibilities around workplace pensions. Understand your pension responsibilities as an employer. Step 5 : Get Employers' Liability insurance. Find out about Employers' Liability insurance. Step 6 : Recruit and employ staff. Employ someone. Is this page useful? Maybe Yes this page is useful No this page is not useful.
Thank you for your feedback. The employing agency must inform a complainant, other accuser, or witness that his or her name will be redacted from the investigation records unless he or she consents to disclosure;.
The news media, as defined in RCW 5. For the purposes of this subsection, news media does not include any person or organization of persons in the custody of a criminal justice agency as defined in RCW This exemption does not prevent the release of state employee demographic information in a deidentified or aggregate format. The notice must state:.
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