An employee or authorities may request access to an employee's personal file for control, security, or career development reasons. A company's response depends on its data storage and archiving system, which can be either physical paper files or a secure digital system, such as employee document management software. Both methods have advantages and drawbacks, and each must comply with confidentiality policies.
An employee’s personal file holds all administrative information and generally includes documents related to recruitment, employment conditions, job specifics, labor law, taxation, and social security, such as:
For confidentiality reasons, personal files should be kept in a secure location with restricted access for authorized personnel. They are usually stored on company premises, ensuring easy accessibility for the human resources department and management.
Many companies now opt for online storage and archiving. Employee management software centralizes all employee information on a fully secure cloud, offering:
Access requests can come from:
An employee can request access to their own file by following the company's established procedure. The HR department should clearly communicate the process and processing times. Typically, this involves submitting a written request to a designated person (e.g., the HR manager) that specifies which documents to review (such as pay slips, performance evaluations, or the employment contract). The company must then respond within the established timeframe by providing the documents electronically (via email or online access) or in paper format, always adhering to confidentiality policies.
Employees may wish to review their personal file for several reasons:
Authorities might request access for various reasons, including:
There are two main methods to provide access to an employee's personal file:
Before digital systems, employee documents were stored in paper format on company premises. Although still used by some organizations, this method has drawbacks such as document deterioration and retrieval difficulties. In these cases, the HR department may offer physical access to storage areas or provide paper copies.
Companies using online personnel management systems can respond to access requests by providing an access code to view the relevant documents. Cloud storage ensures immediate data access, reduces response times, and allows secure, controlled document retrieval.
Managing access requests for personal files is a regulated process that requires a thorough understanding of internal policies and applicable laws. Whether through physical or digital means, companies must ensure confidentiality and respect the rights of employees.
