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official personnel files

RLCDRLCD 15 Posts
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I am new in human resources. I have been told that there is a lot of information that you can not place in the employee's official personnel files. We have auditor's coming soon, and I would like to know what kind of documents you should have in the employee's official personnel file as well as what you can't have in the file.
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  • Don DDon D 9,834 Posts
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    My first question would be, who are the auditors? Are they internal auditors from your company (hopefully) or do they come from some agency, and if so, which one? We have had recent lengthy discussions on this very subject here and someone with more computer savvy than I will emerge and show you how to get to one of those so you can get a good idea about what to have in your files.
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  • tkesslerTony Kessler 409 Posts
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    RLCD,
    To find some of the discussions that Don is referring to, go to the Search icon at the top of this page and do a search for "Personnel files." Be sure to adjust the search so that you're scanning "all forums" and also click the box that says "search the archives, too." James, our webmeister, hasn't fed the computer gerbils yet today, so the search will take about two minutes. You'll think your computer has stalled out, but just be patient.

    When the search is complete, you'll have a long list to choose from. Many of the threads focus on when to purge or clean out your personnel files. Check out the discussion that maryfmurray started on 7/18/03, called "Personnel Files." She asked almost the exact same question that you asked and got some good answers. I don't think I have any "computer savvy," as Don stated, but I did stay at a Holiday Inn Express last night. Hope this helps. tk

    Tony Kessler, director of editorial
    M. Lee Smith Publishers LLC
    (615) 661-0249 ext. 8068
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  • RLCDRLCD 15 Posts
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    The auditors that we have coming in are sent from the state. That's why I wanted to make sure that everything was correct. Thanks for your help.
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  • Don DDon D 9,834 Posts
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    Hold on RLCD, don't leave! I'm interested in learning why auditors 'sent by the state' are coming in and what they are entitled to see and what maybe they are NOT entitled to see. What agency? What sort of investigation? With what authorization? Did they send a letter to your company? Or is this a courtesy visit of some sort?
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  • MJPMJP 5 Posts
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    Check the Illinois Compiled Statutes (820 ILCS 40/) Personnel Record Review Act. This explains what can be kept in an official personnel file in the State of Illinois. mjp
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