Whether or not an employee has the right to review or request a copy of her personnel file depends on the state where your company is located. Also, what is allowed varies from state to state.

First, confirm what employees are entitled to review in your state and if they can make copies or request a copy made by you. Next, implement a written policy with the procedures for obtaining access to the file. In most states, the employee is to make a request in writing and the employer is obligated to comply within a reasonable period of time. This may or may not occur during the normal course of the employee's workday. Your company should have a policy regarding where access to the file will be granted, such as in the human resource office where the file is kept.

When employees receive a performance review, commendation, disciplinary action, or other event that generates paperwork, give them a copy. They are entitled to it, and doing so will decrease the number of requests you receive from employees who want something from their file because they already have some of the contents. When you give copies to employees, treat the documents with confidentiality, even if they are of a positive nature. Hand it directly to the employee, or leave it in a sealed envelope on the employee's desk, in-box, or bulletin board. You can also deliver it via the U.S. Postal Service.