Sample personnel file access policy

Upon advance request, Your Organization, permits a reasonable amount of employee access to the employee's own personnel file for the purpose of viewing, reviewing and/or copying records. Your organization will respond to your request within seven days.

Your organization will make the requested file available during business hours at the office where the records are kept. Your organization reserves the right, however, to:

• require the viewing of a file to be in the presence of an agent of the employer

• make any copies of records requested

• charge the viewing employee the cost of copying.

If a dispute as to the accuracy of any information contained in the personnel file results from the viewing of the file, the employee may bring the matter to the attention of the employee's supervisor, the person who made the record or a human resources staff member. If an agreement cannot be reached upon the correction or removal of the disputed material, the employee may submit a written statement explaining the perceived inaccuracy and the employee's position.