1. PURPOSE
To establish a policy and applicable procedures to ensure the complete and accurate maintenance of personnel files, preserve confidentiality, and define appropriate standards.
Policy Objectives:
- Ensure complete and accurate personnel file maintenance
- Preserve confidentiality of employee information
- Define appropriate standards for file management
- Protect employee privacy and rights
2. APPLICABILITY
This policy applies to all staff in Team One facilities.
Covered Personnel:
- All contracted employees
- Full-time employees
- Part-time employees
- Locum employees
3. DEFINITIONS
Key terms and concepts used in personnel file management.
Key Terms:
- Contracted Employees: Full Time, Part Time, and Locum Contracts
- Employee Personnel File: Master file with original authorization signatures
- File Security: Protection against unauthorized access
- File Retention: Duration for maintaining employee records
4. POLICY
Core principles and guidelines governing personnel file management.
Policy Principles:
- Maintain accurate and complete personnel files for all employees
- HR/Personnel Section maintains employee personnel files
- Relevant departments continuously update employee files
- Employee personnel files are considered confidential
4.4. CONFIDENTIALITY STANDARDS
Standards for protecting employee privacy and file confidentiality.
Confidentiality Rules:
- Protect employee privacy, rights and interests
- Limit access to authorized HR/Personnel staff only
- HR Director may authorize specific access
- Chief officers may receive copies upon HR Director approval
- Breach of confidentiality may result in disciplinary action
4.5. FILE SECURITY
Security measures for protecting personnel files.
Security Measures:
- Maintain files in secure location
- Prevent unauthorized access
- Protect employee privacy
- Files should not be removed from HR Department
4.6. FILE RETENTION
Guidelines for retaining employee personnel files.
Retention Periods:
- Maintain files while employee has active status
- Five (5) years for expatriates after separation
- Ten (10) years for Saudi Nationals after separation
- Files archived after retention period expires
5. PROCEDURE
Step-by-step process for personnel file management.
File Management Steps:
- HR/Recruitment creates comprehensive files for new employees
- Files organized according to detailed layout (Appendix A)
- Documents filed in chronological order
- Additional files created when original file is full
- Continuous updates provided by relevant departments
5.6. DOCUMENT UPDATES
Types of documents that should be updated in employee files.
Required Documents:
- New certificates relating to training or skills acquired
- Renewed licenses related to employee's line of work
- Additional certificates or diplomas related to educational attainment
- Annual performance evaluations
- Only latest valid certificates and licenses maintained
6. RESPONSIBILITIES
Clear definition of roles and responsibilities for file management.
Stakeholder Roles:
- HR/Personnel Section: Maintain and monitor compliance
- Relevant Departments: Provide continuous updates
- Department Heads/Directors: Ensure certificates sent to HR
- All Staff: Adhere to policy provisions
8. REFERENCES
Legal and regulatory frameworks governing personnel file management.
Legal Framework:
- Saudi Labour Law
- JCI (Joint Commission International)
- CBAHI (Saudi Central Board for Accreditation)
- Disciplinary Action Policy
9. DEVELOPMENT TEAM
Key personnel involved in policy development and implementation.
Team Members:
- Manager, Human Resources
- Government Relation Specialist
- Recruitment Specialist
- HR Specialist, Payroll