GUIDANCE ON THE MAINTENANCE OF PERSONAL FILES

GUIDANCE ON THE MAINTENANCE OF PERSONAL FILES1. IntroductionThese guidance notes have been developed to clarify the responsibilities for thesafe keeping and maintenance of personal files.It is the responsibility of the officer nominated by the Chief Executive (normally theAssistant Director or Head of Human Resources) to ensure appropriatemechanisms are in place to maintain personal files for their staff in accordance withthe Data Protection Act.The responsibility for the creation of personal files for new employees rests with theHuman Resources Team. Personal files will be prepared in line with section 2.Thereafter the updating and maintenance of personal files will be the responsibilityof each manager for their own employees in line with section (10) below.2. New FilesFiles for new employees will be set up by the HR Team and forwarded to linemanagers following completion of commencement paperwork and after the firstpay day.3. Location of Personal FilesAll personal files should be retained by the line manager in a stored lockable(preferably fire proof) cabinet in an appropriately secure environment. Where a linemanager leaves the employment of the Trust, the files should be transferred to thereplacement.The Human resources Department must be notified of any changes to the location ofpersonal files or the responsible named manager.4. Access to Personal FilesAs a general rule only the following people should be granted access to individualpersonal files:Human Resources staff, supervisor or manager of the employee, the responsibleDirector and Auditors (appropriately authorised by NHS Leicester City).Employees have a right of access to their personal files. If a request is made underthe ‘Employee Access to Personal Records’ policy advice should be sought fromthe Human Resources Advisor.Guidance of the Maintenance of Personal Files – Version 1 Page 3 of 6