In responding to requests for employee Official
Personnel Files, HRIS has an Official Personnel File Disclosure
Authorization (OPFDA) form (Attachment A) which is to be completed
by the person or department asking for employee records. This
form asks for identifying information about the file being requested
as well as identifying information about the individual making
the request. These are sometimes one and the same as in the case
of an employee. At the time of the request, it is determined how
much or how little of the file is to be copied and the purpose
for which information is being used.
The form is completed either by fax, online or in the HRIS office.
The individual submitting the request is informed that a copy
of the employee file information will be ready for pick up in
three (3) to five (5) business days.
At the time of pick-up from the department of HRIS, the OPFDA
is signed with proof of identity and a copy of the file is turned
over the requestor.
The signed OPFDA is then filed and retained in the employee’s
OPF.
A log of requests for employee records is kept in HRIS.
|
