Employer Personnel Files in Iowa

Employers should maintain a separate personnel file for each employee. An employer should also maintain a medical file which is separate from the personnel file. Both sets of files should be secured or locked. Access to those records should be restricted to a need-to-know basis and designated individuals should be trained in how to handle such records. The files need not contain everything related to the employee. Instead, management should determine in advance what documents are, and are not, to be kept in the file. In addition, it is a good practice to organize the file into sections so particular items can be located easily. Files should be periodically reviewed in order to ensure compliance with your policies and procedures.

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