Procedure for Responding to HR Requests for Information from Personal Files

This procedure sets out how requests for information from a personal file by an employee, former employee or their agent will be processed. 

Scope 

Information requested by Police Officers in relation to criminal investigations does not fall under the scope of this procedure. 

Employee access to routine information 

All current employees have access to leave records and other routine information via the HR21 self-service database. 

Requests for information that is unavailable via the HR21 self-service database will only be dealt with by Corporate HR, and will be processed within 10 days of receipt. No fee will be payable in respect of a request made in accordance with this procedure however this position is subject to review. 

Procedure for requesting non-routine information 

Requests for information must be made in writing. 

Individuals may only request information relating specifically to them. Where a request is made by an agent on behalf of an individual, a request will only be fulfilled where the agent can provide proof of authority to act on the individual’s behalf. 

It will only be possible to provide information in accordance with SHG’s internal retention and disposal of information procedures. (For example, it may not be possible to provide copies of information provided to SHG during a recruitment process, as this information is routinely destroyed after six to twelve months.) 

In considering information requests where there is a possibility that the identity of a third party may be revealed, the guidance contained in Annex 1 will be applied. Corporate HR Oct 14 

Information will not be altered as a result of receiving a request, however information may be withheld in order to ensure there is no breach of the duty of confidence owed by SHG to a third party. 

The information requested will be provided in permanent hard copy or electronic PDF form. 

The Head of HR, or in his/her absence, a Senior HR Officer will be responsible for determining whether a disclosure might breach the duty of confidence owed by SHG to a third party. Advice may be sought from the Attorney General’s Chambers. 

Training will be provided to staff using this procedure.