Personnel File

1. Personnel File

HR is responsible for devising a system of personnel files for each employee that includes separate files for the following categories of employee information:

1. Classification Folder
   1. The Classification folder contains information related to the employee’s qualifications, hiring, job performance and other job-related information. This file is accessible to the employee, Finance, HR, the employee’s supervisor, the Executive Director and other designated employees required to have access to the file as a function of their job duties. Each employee’s Classification folder contains information as it is needed by PIC in conducting its business or is required by federal, state, or local law. This information will normally include information such as the following:
   2. New hire information
   3. New employee’s orientation check list
   4. Signed releases and authorizations
   5. Memos to and from the employee
   6. PR/HR Change Forms
   7. Evaluation and Disciplinary documents
   8. Commendations
   9. Separation forms

Medical File

1. All records, which contain any medical information about an employee, are placed in the Medical File. Access to Medical Files is limited to the Executive Director, HR, the employee, and other designated employees required to have access to a particular file as a function of their job duties.
2. Confidential
   1. The Confidential File contains any confidential information required by federal or state laws or regulations other than medical information such as; information regarding membership in a protected class or information regulated by the Fair Credit Reporting Act. Access to Confidential Files is limited to the Executive Director, HR, the employee, other designated employees required to have access to a particular file as a function of their job duties and external auditors for regulatory, licensing or funding purposes.
3. Payroll File
   1. The payroll file contains documents and information relating to wages, hours and pay. The Payroll File is accessible to the employee, Finance, HR, the Executive Director, the employee’s supervisor and other designated employees required to have access as a function of their job duties.
4. I-9 Forms
   1. I-9 forms and copies of documents used for verification of employment eligibility will be stored in a separate I-9 file. The I-9 forms are accessible to the employee, HR, the Executive Director and other designated employees required to have access as a function of their job duties.
5. Emergency Employee Information
   1. All employees’ emergency contact forms are kept in a separate binder that is available in the event of an emergency. Upon separation from employment, the employee’s Emergency Contact Form is removed from this binder and placed in the employee’s termination file.

2. Employee Access
   1. Employees have the right to receive copies of information stored in their personnel file in accordance with AS 23.10.430 upon the payment of reasonable copying charges. Employees may not remove information retained in their personnel file. Employees may review their personnel file by making an appointment with HR.

3. Employee Responsibility
   1. Employees are responsible for keeping personal information in their files current. Changes in information should be reported to the employee’s supervisor on the form provided by HR. The supervisor is then responsible for providing that form to HR.
   2. Employees have the right to bring to the attention of their supervisor any information in their personnel file they believe is incorrect. Upon discussion with the supervisor and HR, the Executive Director may authorize removal or correction of the information. If the information is not removed or corrected the employee may place a brief statement in their file identifying the alleged error or inaccuracy.

4. Release of Information
   1. All requests from sources outside the agency for personnel information concerning current or past employees shall be directed to HR. Information to outside sources will only be released pursuant to written requests and only after obtaining the written consent of the individual who is the subject of the inquiry except for appropriate requests from external auditors for regulatory, licensing or funding purposes.

5. Security
   1. To maximize the security of personnel records, all paper files of current and past employees will be kept in a locked filing cabinet under the control of HR or in secure electronic storage.