Texeurop (BD) Ltd.

SOP/HRM/24 Page 1 of 3
Issue 1

POLICY
ON
ACCESS TO PERSONAL FILE RECORD

Issue Date 19/08/2010

Revision No 00
Document No. SOP/HRM/24
Total Pages Two (02)

Signature

Written by: Manager Compliance

Review & Approved

General Manager – Operation
By:
 Texeurop (BD) Ltd.
SOP/HRM/24 Page 2 of 3
Issue 1

Access to Personnel File Records Policy

Purpose:

Personal file are very important documents for the company. All crucial information
related employees are kept in the file. So it is vital to the company to retain personal
in a secure place. Access of personal are fully restricted for all. Only designated
employees can access to the personal.

Policy:

To restrict the access of the personal file authority has taken below steps:

Personnel File Maintenance

 An employee's personnel file contains necessary job-related and personal

information and is maintained by the home department. Each employee
should have only one personnel file. When an employee transfers from
one department to another, the personnel file should be forwarded to the
hiring department.

Accessing Authority:

 Employee files are maintained by the Human Resources Department and

are considered confidential. Managers and the designated Human
Resources representatives may only have access to personnel file
information on a requirement basis.

 Personnel files are to be reviewed in the Human Resource Department.

Personnel files may not be taken outside of the department.

 Representatives of government or law enforcement agencies, in the

course of their business, may be allowed access to file information. This
decision will be made at the discretion of the top management.

Content of the File:

 Only job-related information will be contained in the personnel record.

Below information must be retained in the file:

a) Most current application information

b) Reference and background check information
c) Leave status and form
 Texeurop (BD) Ltd.
SOP/HRM/24 Page 3 of 3
Issue 1

d) Corrective/disciplinary action information

Retention Period:

 The personal file should be retained for three years from the date of
separation. The file should be destroyed by burning.

Copy of the information from personal file:

 An employee shall be given a copy of contact paper, increment letter

placed in the personnel file; others all are restricted for employees.
 Photocopies of the file, or portions of the file, may be requested by the
employee and decision on the discretion of the top management. The
Human Resources staff person will provide photocopies.