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Records & Information Management: Retention of Supervisor Files

Applies to: All supervisors

Purpose: To define supervisors’ record-keeping requirements

Policy Owner: Human Resources

Revision Dates: December 2017, April 2021

Last Reviewed: April 2021

Policy

While official employee records are maintained by Human Resources, supervisors are encouraged to keep notes from employee meetings and maintain other relevant records.

Supervisors are expected to protect this information by storing it in locked drawers or password-protected files. Under no circumstances should a supervisor request or maintain employee medical data; Human Resources receives and retains necessary medical documentation.

When a supervisor leaves employment, their employee files should be provided to the next supervisor.

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