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Personnel files have important legal requirements, allowing you, as the employer, to document employee history, disciplinary actions, and investigations that have been conducted. These files have the ability to protect the dealership in the event of a legal dispute. Because of their significance, and the private information contained within, personnel files must be kept secure at all times. At the same time, they must be reasonably available as many states require that employees be allowed to review the information included in their own files.
Aside from being a legal right, there are other reasons why it is beneficial for employees to have access to their files:
If your dealership(s) is located in a state where it is a legal requirement for employees to have access to their own personnel files, it is wise to create an Employee Records Privacy and Access policy. This will allow employees to understand their rights to review their files, and will also create a clear process that will need to be followed if employees wish to review their files. When creating your personnel file privacy and access policy, keep the following in mind:
This article is provided by KPA, a recommended partner of your State or National Association providing HR Management software services for Auto, Truck, Heavy Equipment/Agricultural, Motorcycle, and RV Dealers. If you have additional questions, please contact KPA at firstname.lastname@example.org or 800.853.9659.