You may have received a request from an employee who wants to see or obtain a copy of their personnel file. This request could have been prompted by a dispute with their manager, recent write-up or they would like to update their contact information. Regardless, you may wonder how you should respond because there may be some things in there that could be detrimental to your business.

Your first reaction may be to decline the request, or state the files belong to the company so they aren’t allowed to view it. Before you reply, here are a few reasons why you should allow employees to view their personnel file and how the process works.

Several states within the U.S., require both public and private employers to allow employees to have access. So it’s important for you to understand the standards that affect your business. This is the reason why certain types of information should be stored separately from the personnel folder which includes medical, drug screenings and other confidential information.

Ideally, personnel folders should contain some of the following information:

• Basic Information = Home address, phone number, emergency contact, email address, date of birth and social security number
• Employment documents = Offer letters, contracts, job descriptions, compensation, promotions, demotions, job change
• Performance = 90 day and annual evaluations, disciplinary actions, written warnings
• Training = Certifications, required continuing education, licenses, internal training and courses
• Attendance = Leave of absence, time tracking, time off

Additional artifacts like how their manager feels about them, personal insults, gossip and actions taken that haven’t been discussed with the employee should never reside in their folders. Realistically speaking, here’s a quick chart demonstrating the process for accessing personnel folders:  

Now let’s talk about the benefits of allowing employees to view their files. Employees crave stability, trust, and transparency so allowing them to view their information is a crucial step towards addressing their concerns.

Builds Trust & Confidence

Companies establish a culture of trust and transparency especially when employees know they can go to HR or management at any time and be assured unnecessary information hasn’t been added to their files.

This reduces speculation and misunderstandings especially if there’s an issue with unfair practices, discrimination, or hidden agendas. Having a straightforward process demonstrates your company has nothing to hide.

Establishes Accountability

This goes both ways. First, the employee is more inclined to take ownership of their actions with the understanding their performance and behavioral issues will be documented. This will allow an opportunity to correct their actions before things get out of hand.

Secondly, the employer is likely to follow the standards outlined by the state or company so derogatory, discriminatory, or unfair notes are never placed in the file with the understanding the employee can access that information at any given time.

Reduces Conflicts & Disputes

When employees are allowed to view their files; they are granted the opportunity to make corrections to any inaccurate information that’s found. Perhaps they completed a course that hasn’t been accounted for. Or there’s a serious accusation that hasn’t been investigated, which warrants an opportunity to finalize the next steps.

When corrections can be made, it reduces the likelihood of an internal complaint or even worse, a lawsuit due to unfair employment practices.

In Conclusion

Allowing employees to access their personnel files is strategic because it establishes trust, creates transparency, and mitigates risks. With clear policies, proper training, and adherence to legal guidelines, your business can help you build stronger relationships with your employees and foster a respectful culture.