Should an employee's background check, interview notes, and benefit information be kept separate from the personnel file?
"Yes". As a best practice, background checks and interview notes should be kept separately from the employee’s personnel file because those documents were part of the pre-employment
process and serve a purpose that differs from ongoing employment. Other sensitive or highly-confidential benefits and personal information should also be maintained separately from the regular personnel file.
The rationale is that the personnel file is generally used by managers to review historical performance, training records, or other pertinent employee accomplishments for making employment decisions. Benefits and other confidential personal data should not be a factor in those decisions.
The personnel file generally contains the following documents:
Types of separate confidential files:
If you still have concerns about how to file documents, consider the following questions:
If the answer is "yes" to these questions, then the document likely belongs in the employee’s personnel file. If the answer is "no" to any of the questions, then it’s better to err on the side of caution and maintain the document in a confidential file.
For more information contact Congruity's team of professionals at: 844.247.4100.