Personnel Records
Sets out what is kept in each personnel record, how personnel records and employee health records are kept apart and protected, the right of current and former employees to inspect and copy their personnel records within 30 calendar days of a written request, and how long the records are kept (at least three years after employment ends under California law, seven years as the Agency’s standard).
About this policy
- Policy number
- CA-HH-HR-02
- Version
- 1.0
- Main rule
- Cal. Lab. Code §1198.5
- Library
- California home health · 58 policies
- Category
- Human resources
- Sections
- 16
In short
- You can see and get a copy of your personnel records. Ask your supervisor or the office for the request form.
- We make your records available within 30 calendar days of your written request.
- Your health records are kept separate and private. Only a few managers can see them, and only for work reasons.
- Bring copies of license renewals and training certificates to the office so your file stays up to date.
- Personnel records are kept for at least seven years after you leave.
What's inside
16 sections. The full text comes with the One-time Policy Pack.
- Terms of Reference
- 1. Purpose
- 2. Scope
- 3. Definitions
- 4. Policy Statement (Cal. Lab. Code §1198.5)
- 5. What Each Personnel Record Holds
- 6. Keeping Health Records Separate
- 7. How an Employee Sees or Copies Their Records
- 8. Protection and Retention
- 9. Responsibilities
- 10. Records and Compliance Monitoring
- 11. Staff Training
- 12. References
- 13. Related Policies and Forms
- 14. Approval
- 15. Revision History
An inspector may ask
- Show me the personnel file for this nurse. Where is the license verification, the orientation record, and the signed mandated reporter statement?
- Where are employee health records kept, and who can see them?
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