Return To: HR Policy Index
You may see information in your personnel file if you wish and request copies of all documents you have signed. Please make arrangements with the Human Resource Department.
Notify Human Resources if any of the following have changed or will change in the near future:
1. Legal name
2. Home address
3. Home telephone number
4. Person to call in case of emergency
5. Number of dependents
6. Marital status
7. Change of beneficiary
8. Driving record or status of driver's license, if you operate any vehicles
9. Military or draft status
10. Exemptions on your W-4 tax form
11. Training Certificates
12. Professional License
In addition, many states have statutes regarding maintaining personnel files and employee access to their file. While a policy manual need not necessarily contain a policy on the employee’s statutory rights (for example, access to his or her personnel file), it is important for employers to know these rights. At minimum, the policy should state that the information shall remain confidential. Also, as a practice, employers should not disclose employee information to any third parties without a lawfully completed subpoena.
Lastly, employee medical records must not be kept in an employee’s personnel file. This includes workers' compensation and benefit enrollment information. Likewise, employers should not disclose medical information without compelling reason for doing so.