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October 09, 2008
Recordkeeping Practices Highlighted at Chicago Conference

By Bob Brady, BLR Founder and CEO

At BLR's Illinois Employment Law Conference (October 1-3, 2008), Jonathan J.C. Grey, an attorney with the Chicago office of the employment law firm Seyfarth Shaw, said that some records should not be a part of an employee's personnel file due to privacy and other considerations. He presented a short summary explaining what records should be kept where, which is reprinted here:

Where Records Should Be Kept

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Example of Record Personnel file Separate File Depends
Employment application Yes
Attendance Record Yes
Negative performance evaluations Yes
Disciplinary warning Yes
Investigative notes related to disciplinary warnings Yes
I-9 form Yes
Leave of Absence request Yes
Wage garnishment Yes
Note from Physicians excusing employee from work for two days Yes
Suspension Yes
Investigative notes related to suspension Yes
Letter from health insurance carrier regarding benefits paid Yes
Request for reasonable accommodation under the ADA Yes
Record of training employee regarding bloodborne pathogens pursuant to OSHA requirements Yes
Record of training regarding employer's non-harassment policy Yes
Handbook acknowledgment form Yes
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