6-310  STAFF ACCESS TO HUMAN RESOURCES FILES
Approved April 2010

POLICY

Only the Executive Director, Director of Finance, Human Resources Manager, Manager of Administrative Services and Payroll Administrator will have access to all Human Resources files.  Service Directors may have access to Human Resources files for their department.

PROCEDURE

Upon request to the appropriate Service Director, staff may have access to his/her own Human Resources file.  Staff are entitled to serve written notice to his/her Service Director requesting to amend or correct inaccurate information in his/her Human Resources file.

Human Resources files are kept in a secure area of the administration office to prevent loss, destruction or unauthorized access and will not be removed from this office without the permission of the Executive Director or his/her delegate.

Human Resources files may be destroyed only on the authority of the Executive Director.  All information contained in the files of ex-staff, except confirmation of employment start and finish dates and employment position may be destroyed with the approval of the Executive Director, seven years after the staff terminates his/her employment relationship with the Agency.

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