Why should requests for access be required?

There are many practical reasons for requiring employees to request access to their personnel files in advance. First, your company will want to limit the number of employees in the location for viewing files at one time. In addition, your company will want to keep track of how often a given employee requests access if the frequency of such access is limited.

Next, it is helpful to your company to know in advance what records are being requested so that the desired records are provided. In many instances, records may be on magnetic medium and time may be needed to make paper copies of the records for viewing.

Your company may want the request to be in writing. As a matter of fact, some states allow employers to require a formal request, in writing. For state-specific information, see State Laws.

Reprinted with permission. © CCH

Why should requests for access be required? There are many practical reasons for requiring employees to request access to their personnel files ...