HR 7 - Personnel Records
The organization maintains personnel records.
Interpretation: The organization is not required to maintain personnel records for short-term or episodic volunteers who support the organization through administrative, clerical, fundraising, or other functions.
Note: Please see Checklist: Personnel Records and Tip Sheet: Retention of Employment Records in the Tools Index for additional assistance with this standard.
Personnel records are updated regularly, and contain:
Interpretation: An organization may maintain records in separate files according to its own record keeping system. The organization complies with this standard as long as all required information is maintained systematically and in a manner that complies with federal and state laws regarding the required contents of personnel files and confidentiality.
In addition, EAP and health records, including health benefits enrollment forms, grievance, complaint, and response documents, and EEOC-related records, must be kept separately from other personnel records.
Note: Network Management entities see HR 7.06.
Personnel records contain health information or reports for annual physical examinations, appropriate to the job position or when required by law.
NA The organization does not employ persons in positions where health information or physical examinations are appropriate or required by law.
Access to personnel records is limited to authorized personnel on a need-to-know basis.
Personnel may review, add, and correct information contained in their records, in accordance with applicable law.
Personnel who leave the organization voluntarily have the opportunity to participate in an exit interview.
Interpretation: This interview enables personnel to address administrative issues related to the transition, as well as to provide feedback on the organization’s strengths and weaknesses.
The network maintains a record for independent providers that contain:
NA The organization is not a network management entity.