- What is a personnel file?
- Who can look at my personnel file?
- What information is in my medical records?
- Are my medical records kept in my personnel file?
- Can I get a copy of my medical records?
- What if I disagree with what is in my personnel file or medical records?
- How often can I see my personnel file and medical records?
A: A personnel file holds information about your hiring, promotion, discipline, evaluation, or termination from your job and includes information that was e-mailed or faxed. Letters of recommendation and references are not part of your personnel file.
Q: Who can look at my personnel file?
A: You and your employer have a right to look at your personnel file. If your employer will not let you see your file, you can file a complaint with the CT Department of Labor.
People outside your workplace do not have the right to see your file unless you have given written permission. There are exceptions such as:
- a payroll services company
- a law enforcement agency (which can get your home address and dates of attendance at work)
- a medical emergency and
- when the file is subpoenaed or ordered by a court.
The only information an employer may give without your consent is when you worked, how much you made, and your title or position.
You have a right to get a copy of your file. You may have to ask for it in writing. They will not usually charge you for a copy, but they can charge a reasonable amount.
Q: What information is in my medical records?
A: Medical records are papers and reports from a physician, psychiatrist, or psychologist which relate to your work. Medical records may be kept for a variety of reasons. For example to document: an injury for a workers compensation claim, why you were absent, or why you need a medical leave.
Q: Are my medical records kept in my personnel file?
A: No. Medical records must be kept in a separate file--not as part of any personnel file.
Q: Can I get a copy of my medical records?
A: You cannot get the records directly. With your permission, a doctor may ask your employer for a copy of your records. Then, you can ask the doctor for the information in your file. Your employer may charge a reasonable fee for the copies.
Q: What if I disagree with what is in my personnel file or medical records?
A: You can ask your employer to take out or correct the information in your file. If your employer will not agree to the change, you have a right to put a written statement in your file. Your employer has to keep your statement in the file.
Q: How often can I see my personnel file and medical records?
A: You have the right to see your files two times each calendar year. Your employer can let you see it more often, but they don’t have to. After you leave the job, you can see your personnel file for one year and your doctor can see your medical file for three years.
This information is based on laws in CT as of 12/2009. It is not intended as legal advice for an individual situation; individuals should consult with a lawyer if possible. Produced by the Legal Assistance Resource Center of CT.
