Do's and Don't's of Personnel Files

The Register Guard (Eugene, OR), June 8, 2008 | Go to article overview

Do's and Don't's of Personnel Files


Byline: On the Job By Helen Russon Oregon Bureau of Labor & Industries

Question:

Are employers required to keep personnel files?

Answer: Personnel files are not required, but they are highly recommended for several reasons: They are a way of keeping ongoing documentation about how each employee (and the company as a whole) is doing. In addition, they can provide a critical legal defense, in case an allegation is made about discrimination or some other illegal activity on the employer's part.

Question: Are employers required to keep an employee's medical information in a file that is separate from the personnel file?

Answer: Yes. Both the federal ADA and the state disability law require that medical information be kept in a secure location that is separate from the personnel file. In addition, only certain people who have a need to know that information (such as safety inspectors, representatives from enforcement agencies and supervisors with a need to know) may be given access to the information.

Question: If an employee requests permission to view or obtain copies of her personnel records, am I required to drop everything and provide them to her?

Answer: No. In fact, an Oregon law went into effect this year that states that employers have up to 45 days to provide copies of personnel records to employees when they request them. Note, however, that the law does not mention "files," but simply describes "records" as anything used to make employment decisions about the employee. ORS 652.750.

Question: May an employee's payroll records be kept in the personnel file?

Answer: There is nothing to legally prohibit these records from being in a personnel file, as long as no medical information (such as insurance forms) is contained therein. …

The rest of this article is only available to active members of Questia

Sign up now for a free, 1-day trial and receive full access to:

  • Questia's entire collection
  • Automatic bibliography creation
  • More helpful research tools like notes, citations, and highlights
  • Ad-free environment

Already a member? Log in now.

Notes for this article

Add a new note
If you are trying to select text to create highlights or citations, remember that you must now click or tap on the first word, and then click or tap on the last word.
One moment ...
Default project is now your active project.
Project items

Items saved from this article

This article has been saved
Highlights (0)
Some of your highlights are legacy items.

Highlights saved before July 30, 2012 will not be displayed on their respective source pages.

You can easily re-create the highlights by opening the book page or article, selecting the text, and clicking “Highlight.”

Citations (0)
Some of your citations are legacy items.

Any citation created before July 30, 2012 will labeled as a “Cited page.” New citations will be saved as cited passages, pages or articles.

We also added the ability to view new citations from your projects or the book or article where you created them.

Notes (0)
Bookmarks (0)

You have no saved items from this article

Project items include:
  • Saved book/article
  • Highlights
  • Quotes/citations
  • Notes
  • Bookmarks
Notes
Cite this article

Cited article

Style
Citations are available only to our active members.
Sign up now to cite pages or passages in MLA, APA and Chicago citation styles.

(Einhorn, 1992, p. 25)

(Einhorn 25)

1

1. Lois J. Einhorn, Abraham Lincoln, the Orator: Penetrating the Lincoln Legend (Westport, CT: Greenwood Press, 1992), 25, http://www.questia.com/read/27419298.

Cited article

Do's and Don't's of Personnel Files
Settings

Settings

Typeface
Text size Smaller Larger Reset View mode
Search within

Search within this article

Look up

Look up a word

  • Dictionary
  • Thesaurus
Please submit a word or phrase above.
Print this page

Print this page

Why can't I print more than one page at a time?

Full screen

matching results for page

Cited passage

Style
Citations are available only to our active members.
Sign up now to cite pages or passages in MLA, APA and Chicago citation styles.

"Portraying himself as an honest, ordinary person helped Lincoln identify with his audiences." (Einhorn, 1992, p. 25).

"Portraying himself as an honest, ordinary person helped Lincoln identify with his audiences." (Einhorn 25)

"Portraying himself as an honest, ordinary person helped Lincoln identify with his audiences."1

1. Lois J. Einhorn, Abraham Lincoln, the Orator: Penetrating the Lincoln Legend (Westport, CT: Greenwood Press, 1992), 25, http://www.questia.com/read/27419298.

Cited passage

Welcome to the new Questia Reader

The Questia Reader has been updated to provide you with an even better online reading experience.  It is now 100% Responsive, which means you can read our books and articles on any sized device you wish.  All of your favorite tools like notes, highlights, and citations are still here, but the way you select text has been updated to be easier to use, especially on touchscreen devices.  Here's how:

1. Click or tap the first word you want to select.
2. Click or tap the last word you want to select.

OK, got it!

Thanks for trying Questia!

Please continue trying out our research tools, but please note, full functionality is available only to our active members.

Your work will be lost once you leave this Web page.

For full access in an ad-free environment, sign up now for a FREE, 1-day trial.

Already a member? Log in now.