1. Data Security and Privacy in the Payroll and Human Resources Department
Chris L. Wooten
Director of Human Resources
Lamar County School District

2. What is stored in the employee file?
Application/Resume/Teaching Certificate
State and Federal Tax Forms
Acceptance or Waiver of Insurance Products
Recommendation Form
Sign off form for Employee Handbook and other policies
Contract/At Will Statement
Job Description

3. Continued PERS Forms Write ups/Discipline
Direct Deposit (anything that affects money)
Resignation/Terminate/Retirement Documents
Any Leave Documents other than illness (Military, jury duty, etc.)
Unemployment Claims
Garnishments
Child Support

4. What shouldn’t be stored in the employee file?
Doctor’s Excuses
FMLA Leave Forms
ADA Forms
Drug/Alcohol Test Results
Disability Forms
Work Comp Forms
Investigation notes
I9 Forms

5. Payroll File
Timesheets
Any calculations of overtime or payouts

6. Privacy Exam/Talking Points
Can an employees view their own personnel files?
May employees add to or remove items from their personnel file?
Can a married couple both employed by the school district, review each other’s personnel files?
Can the school district provide work history to potential employers of current or former employees?

7. Can a family member of an employee find out the name of the beneficiary of employee’s life insurance, 403(b), PERS, or other savings?
Can a supervisor look through an employee’s medical file?
Can an employer provide references to a potential employer?
Can an employer tell other employees why an employee was terminated?

8. Can an employer provide the reason an employee was terminated to a potential employer?
Can an employee or former employee sue for giving a bad reference?
Can a potential employer contact my current employer without my permission?

9. Can the school district provide information about an employee or former employee’s health?
Is the school district required to provide a copy of the personnel file to present or former employees?
Your superintendent comes to your office and wants to know why an employee is out on FMLA leave. How would you answer?