Confidential Human Resource Records Essay Example | Topics and Well Written Essays - 1500 words

Confidential Human Resource Records - Essay Example These files could be found in the form of electronic data or paper. The human resource department is highly responsible for maintaining the confidentiality of employee records. The employee records can be divided into three types including personnel file, payroll files, and employee medical file. The data is entailed personnel file includes a job application, contact information, resumes, copy of appointment letter, performance record, etc. The payroll file contains a history on employee compensation record, loans, incentives, etc. The employee medical record is kept under extreme security as it contains employee health record and medical check-up history. The confidentiality of these records is of prime importance. The Health Insurance Portability and Accountability Act (HIPAA) demands confidentiality of the information related to employee health insurance given by the employer. Similarly the Genetic Information Nondiscrimination Act (GINA) and Americans with Disabilities Act (ADA) ensure the confidentiality of employee health and medical record. The Family and Medical Leave Act (FMLA) recommends that HR personnel should implement practices for assuring confidentiality by making separate files for keeping each record. The access to these files must be granted under specific conditions (â€Å"The U.S. Equal Employment Opportunity Commission† 1). In Ohio, there is no law, which allows an employer to permit an employee the access to his or her personnel record. However, there are two exceptions in which the employee could access the information under specific conditions mentioned in Ohio State law. According to Ohio Revised Code 4113.23(A) the organization, hospital, laboratory or employer is liable to furnish the medical record to the employees related to themselves on their request. This section of the law is applicable on all types of physical