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2.6 Staff Files

POLICY

We will ensure that all staff files are organised and maintained to a high standard, that information will be held confidentially and that staff will be given access to their files and records in keeping with their rights and interests.


Contents

  1. Introduction                                
  2. File Order                                  
  3. Confidentiality                                   
  4. Removal of Records and Files                  
  5. Closing or Transferring Files                     
  6. Security of Files and Records                       
  7. Contents of “on site” Files                       


1. Introduction

Each staff member will have three files.  The Training Manager holds a Training and Personnel File, the manager of the home holds a copy of the Training File, with a copy of driving documents.

The second file will be held by the staff member’s manager at their work place.  This file will contain copies of documents relevant to the day-to-day management of the staff concerned.  Please Section 7, Contents of "on site" Files for a summary of the documents which will be held ‘on site’ by managers.


2. File Order

Records in each section must be filed in chronological order with the most recent document at the rear of the file.


3. Confidentiality

Staff have a right to know if any confidential documents are held of their files but they may not have access to them without the agreement of a Director.


4. Removal of Records and Files

Records and files may not be removed from company property without the approval of the Director of Care.


5. Closing or Transferring a File

When a staff member leaves the business the Home Manager will transfer their file to HQ.

When a staff member transfers from one home to another the Home Manager will pass the file to the new Home Manager.


6. Security of Files and Records

All files and records must be retained in a safe place accessible to the Home Manager with a copy of the key held at HQ.  Home Managers may not hold documents or correspondence relating to staff other than at their homes or at HQ.


7. Contents of "on site" Files

Each manager must retain a file containing the following documents – which must be copies of originals held at HQ.

  1. Copies of all supervision notes and any correspondence relating to them should be held in this section.
  2. Copies of all Appraisal notes and any correspondence relating to them should be held in this section
  3. Copies of any correspondence relating to Training should be held in this section.

End