Overview/Policy Statement
It is The Hartford's policy to maintain personnel records for current and former employees. For purposes of this policy, “personnel records” means information in paper or electronic format about an employee’s eligibility for employment, promotion, compensation, transfer, termination, disciplinary or other adverse personnel action (such as, evaluations or reports about an employee’s work habits).
Rationale
Well-maintained employee records assist the company in making sound employment decisions that contribute to the overall success of the business and ensure that the company can comply with its recordkeeping and reporting obligations under state and federal regulations and laws.
Eligibility/Scope
This policy applies to all employees of The Hartford and its participating subsidiaries who are based at U.S. locations of The Hartford.
Applying the Policy
Employees who have responsibility for maintaining any part of an employee record will maintain those records in a secure environment with access granted only to those who have a legitimate business or legal reason to access such records.
The location of employee records depends on the type of record, the location of the manager and employee, and the employment status of the employee. Many personnel records are stored electronically in Workday. However, other components, such as documents retained by a manager at their desk in paper form or electronically (emails, word documents, etc.) are also part of a personnel record and need to be stored and maintained.
Managers must follow the Personnel Records Guidelines, which include ensuring these records are being properly maintained. For example, electronic personnel records should be moved from the manager’s Outlook inbox/sent items to their OneDrive and maintained there.
When an employee transfers to a new manager, department, or location, the former manager is responsible for transferring the employee’s personnel record (both paper and electronic) to the new manager, department, or location. The new manager is responsible for storing the electronic records on their OneDrive.
When an employee terminates employment with the company, the employee’s manager should promptly transfer all personnel records maintained by that manager or department to HR Operations in Home Office, T-1-173.
Personnel records will be maintained in accordance with the company’s document retention schedules. Please see the Records Management site page for further details.
Managers and employees are responsible for adherence to this company policy. Failure to do so may result in disciplinary action up to and including termination.
Requests for personnel records should be directed to The Hartford's HR Service Center at 1-877-HR-AT-WORK.