All employee files are the property of the COS. Keeping employee files updated is important. Employees are required to immediately report to the HR Manager any change in personal information that is kept on file, including, but not limited to, the employee's home address, phone number, W-2 information, etc. If the COS does not have current information in your personnel or payroll records, it could result in your not receiving benefits which you are otherwise entitled.
Employee personnel records are maintained in the Human Resources Department.
The HR Department:
1. Collects, uses and retains only that personnel information which is required for business or legal reasons
2. Restricts the internal availability of personnel information to those with a business need to know
3. Releases personnel information outside the company only with employee approval, except to verify employment or to satisfy legitimate investigative or legal requirements
All records concerning employment are COS property. Employees may request in writing to the HR Department to review their personnel file.
Requests for photocopies of any documents that the employee had previously provided to the COS or that had been previously provided to the employee must also be directed to the HR Department. Copies of the documents are provided to the employee within a reasonable period of time after a request has been made. In the case of copy requests that are time consuming or involve an extensive number of documents, the COS reserves the right to charge the employee a reasonable fee to cover its copying costs.