– Conduct internal financial audits quarterly and coordinate with external auditors annually. – Correction and reconciliation of any discrepancies are documented and resolved promptly. 5. Storage and Retention: – Financial records are retained for a minimum of seven years, with both digital and physical copies secured in accordance with regulatory standards. – A disposal protocol is followed for any outdated financial documents, ensuring secure destruction.
D. Personnel Records
Personnel records include all information related to employees ranging from recruitment data to performance evaluations and training certifications. Purpose and Importance: Maintaining comprehensive personnel records supports effective human resources management, enables compliance with labor and EEO laws, and provides a basis for performance evaluations and career development.
Procedural Guidelines:
1.
Employee Files: –
Create a secure digital file for each employee that includes job application documents, background checks, offer letters, signed contracts, and employee handbooks. – Personnel files are updated continuously with new certifications, performance reviews, incident reports, and disciplinary actions.
2.
Training and Certification Records: –
Maintain detailed records of all training sessions, certifications, and competency evaluations. – Ensure that records for mandatory training (e.g., CPR, First Aid, medication management) are up-to-date and electronically accessible. 3. Performance Evaluations: – Store all performance evaluation reports, supervisory assessments, and disciplinary records within the centralized HR system. – Annual performance reviews and any performance improvement plans are documented and stored securely. 4. Confidentiality and Access: – Personnel records are confidential and accessible only to authorized HR staff, executive leadership, and external auditors (if required). – Digital files are encrypted and backed up regularly to ensure data security and continuity. 5. Retention and Destruction:
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