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Licking/Knox Goodwill Industries, Inc. Policy and Procedure Manual Human Resource/Miscellaneous Page 1 of 1 8.04 Acce...

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Licking/Knox Goodwill Industries, Inc. Policy and Procedure Manual

Human Resource/Miscellaneous

Page 1 of 1

8.04 Access to Employee and Personal Files Policy: It is the policy of Licking/Knox Goodwill Industries, Inc., to adhere to the privacy requirements of the Health Insurance Portability and Accountability Act and the Americans with Disabilities Act, and to treat the personal information of all employees and persons receiving services in a highly confidential manner. Procedure: All personal files and personnel files of persons receiving services will be secured in a central, locked location within each facility. A sign out/sign in log will be maintained at each location, identifying who removed the record, when, for what purpose and when returned. The record shall be handled so as to maintain the privacy and confidentiality of information at all times. The following staff will have file accessibility authorization. Personal Files Personnel Files CEO/President All who access Personal Files Director of Human Resources Director of Contracts Director of Safety and Security Director of Retail Human Resource Staff Retail Coordinators Director of Corporate Compliance Director of Finance Compliance Auditor Area Managers

Administrative Employee Files Director of Human Resources CEO/President

The only items (copies only) permitted in an employee file at the work site are: Training Plans Emergency Medical Forms Employee Evaluation/Individual Plan Front side of the Individual Profile Form Log Notes Disciplinary Actions In accordance with the Americans with Disability Act and HIPAA, all medical information maintained at the worksite shall be stored separately and access limited to the site manager only. In accordance with the Health Insurance Portability and Accountability Act (HIPAA), employees who wish to review their medical information should contact the Human Resource Department. (See Policy & Procedure 7.3, Health Insurance Portability and Accountability Act.)

Adopted: 8/94 Revised: 9/96, 8/97, 11/98, 3/99, 4/03, 6/07, 11/09, 10/10, 7/12, 1/14