Employee personnel files
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Can anyone in a executive position (president, CEO) have access to the files of an employee, without permission?
Yes. Personnel files are not personal, to coin a phrase. Personnel files are business records, and it is just as appropriate for the CEO or another executive to look at them as it would be for them to read the company profit and loss statement or accounting records.
Whose permission would the CEO or president need to read personnel files? The employees? The HR Directors? Sorry, but the CEO or president outranks both of those people, and can grant himself or herself the required permission. A good chief executive stays in touch with what is going on in the business and that includes being familiar with employees and their performance. Reviewing personnel files is an important part of that process. It also keeps the HR department and supervisors honest, if they are accountable to someone for personnel decisions.
If the CEO is reviewing the employees confidential medical file, that might be a different scenario. It would be lawful, but it is not a best practice in HR, especialy if the CEO is making an employment decision, such as promoting or terminating that employee, based on medical information.
Tags: CEO, employee, personnel file
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4 Responses to “Employee personnel files”
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August 22nd, 2009 at 2:46 pm
Does executive priviledge to review personnel records extend to members of the Board of Directors?
September 2nd, 2009 at 8:38 am
Hi James! Personnel files are business records and generally the board has the right to review business records. Again, all medical information should be kept in a confidential file and the board should not have access to that unless they have a legitimate need to know that information. HTH, and thanks for reading the blogs!~ Caitlin
November 19th, 2009 at 10:51 am
When an employee requests to look at their personnel file - can they view all their files including their medical. If the file contins only the information they brought to use concerning their absences, is there any reason they would not be able to view it?
November 19th, 2009 at 11:15 am
Hi Marina! In most states, the employee has no right to view any of the personnel files. We suggest the employer keep them private unless they are subpeonaed by a court. However, there is no law that would prevent the employer from showing the employee her own medical information. HTH, and thanks for reading the blogs!~ Caitlin