Any PA people out there
jerzal
34 Posts
I was wondering what other Pennsylvanians do in regards to allowing ee's access to their personnel files. Do we have to allow access? Can I say you can see it, but it must be in the HR Dept, and you must give us 3 days advance notice?
I want to put a blurb about this in our manual.
We are a small company and the problem has never come up, just wanted to have something in place.
I was going to say something like this:
Employee files are maintained by the Human Resources Manager and are considered confidential. Managers and supervisors other than the Human Resources Manager may only have access to personnel file information on a need-to-know basis. A manager or supervisor considering the hire of a former employee or transfer of a current employee may be granted access to the file.
Personnel files are to be reviewed in the Human Resource Department. Personnel files may not be taken outside of the department.
Representatives of government or law enforcement agencies, in the course of their business, may be allowed access to file information. This decision will be made at the discretion of the Human Resource Department in response to the request, a legal subpoena, or court order.
Personnel file access by current employees and former employees upon request will be permitted within 3 days of the request.
Also are ee's allowed to make copies of anything in their files?
And our CEO wants to have his "own" personnel files (don't ask me why). I don't think this is a good idea, it should be all in one place. How can I ask him to give up the goods? I don't think he has anything secretive in there, it is just something that was in place before I started.
Jenn
I want to put a blurb about this in our manual.
We are a small company and the problem has never come up, just wanted to have something in place.
I was going to say something like this:
Employee files are maintained by the Human Resources Manager and are considered confidential. Managers and supervisors other than the Human Resources Manager may only have access to personnel file information on a need-to-know basis. A manager or supervisor considering the hire of a former employee or transfer of a current employee may be granted access to the file.
Personnel files are to be reviewed in the Human Resource Department. Personnel files may not be taken outside of the department.
Representatives of government or law enforcement agencies, in the course of their business, may be allowed access to file information. This decision will be made at the discretion of the Human Resource Department in response to the request, a legal subpoena, or court order.
Personnel file access by current employees and former employees upon request will be permitted within 3 days of the request.
Also are ee's allowed to make copies of anything in their files?
And our CEO wants to have his "own" personnel files (don't ask me why). I don't think this is a good idea, it should be all in one place. How can I ask him to give up the goods? I don't think he has anything secretive in there, it is just something that was in place before I started.
Jenn
Comments
You may find some useful information at www3.villanova.edu/aaup/files.html, the Villanova Univ. AAUP site, which appears to provide the relevant PA labor code and some analysis as well.
There is also a policy statement from Kings College you may be able to adapt at [url]www.kings.edu/hr/per_pol_manual/Acc%20Per%20File.htm[/url], which states specifically its compliance with the PA law.
Regards,
Steve
Steve McElfresh, PhD
Principal & Founder
HR Futures
408.605.1870l