GUIDANCE ON THE MAINTENANCE OF PERSONAL FILES

9. ReferencesThese must be retained on personal files. Unless the reference states clearly that itis an open reference (i.e. may be shared with the employee), it should be assumedthat it was given “In confidence” and must NOT be shared it must be removed priorto access by the employee to the personal file granted.10. Multi Post Holders within same organisationWhere a member of staff holds more than one post within the Trust, a duplicate filewill be made up for subsidiary posts. The manager with whom the employee hasthe principal job will hold the main file. All versions of the file to be annotated “Multi-Principle Post Holder”. If an individual leaves the principal post, the file should beforwarded to the line manager of the next subsidiary post.If an individual leaves the principal post, the file should be forwarded to the linemanager of the next subsidiary post.11. Data Protection ActThe Data Protection Act covers manual data which includes personal files.Information about staff must be processed, managed and handled fairly andlawfully.Staff have the right to know:• Who holds and has access to their personal records;• What is held on their file;• The purpose for which it is held;• Where the information on them comes from.Information should be adequate, relevant and not excessive for the purpose forwhich it is being held. It should be accurate, up-to-date and should not be keptlonger than necessary.Staff have the right of access to the records held on them (See Access toPersonal Files Policy). References which have been provided “In confidence” areexempt from access provisions.Guidance of the Maintenance of Personal Files – Version 1 Page 5 of 6