California Employee Records Policy

Purpose/Objective

During their employment with [Company Name], employees are expected to notify the company promptly of any change of name, address, phone number, number of dependents or other applicable information to keep personnel records up to date, to ensure that the company has the ability to contact employees and to ensure that the appropriate benefits are available to employees.

Additionally, during their employment, and following separation from the company, employees may review the documents contained in their personnel files and copies of their earnings records upon submission of a signed, written request [on the appropriate company form].

Eligibility

This policy applies to all current and former employees. In light of the confidential nature of information contained in employees’ personnel and earnings records, the company limits access to such records to the employee to whom the records pertain and persons with proper authorization, including for the purposes of the legal process.

Documents located in employees’ personnel files will not be released without the employees’ express written consent, except pursuant to legal process. Additionally, any records of medical evaluation results will be maintained in a separate file, in accordance with applicable legal requirements, and may be reviewed only by authorized individuals with the approval of [human resources/other job title].

Procedures

Employees may review their own personnel files and their earnings records with [human resources/other job title] present to answer any questions. Employees may also correct or clarify personal information contained in their personnel files. Additionally, a manager may review an employee’s personnel file if the employee has a current reporting relationship to that manager or has been interviewed and is being considered for a position reporting to that manager. Employees’ personnel records are also subject to review by investigative agencies or during periodic internal audits conducted by the company.

Within 30 days of an employee’s signed, written request [on the appropriate company form], or the written request of the employee’s designated representative combined with the employee’s signed authorization, the company will either make personnel records available to the employee for his or her inspection or provide a copy of the employee’s personnel records to the employee or the employee’s designated representative. Within 21 days of an employee’s signed, written request [on the appropriate company form], or the written request of the employee’s designated representative combined with the employee’s signed authorization, the company will either make earnings records available to the employee for his or her inspection or provide a copy of the employee’s earnings records to the employee or the employee’s designated representative. The employee will be responsible for the cost of copying.