Senior Professional in Human Resources (SPHR) Certification Practice Exam

Which document should typically be excluded from an employee's personnel file due to privacy concerns?

1. Application for employment

2. Historical records older than three years

3. Medical benefits claims data

4. Performance reviews

The correct answer is: Medical benefits claims data

The document that should typically be excluded from an employee's personnel file due to privacy concerns is medical benefits claims data. This type of information is sensitive and confidential, as it pertains to an individual's health status and medical history. Maintaining confidentiality regarding medical information is crucial to comply with regulations such as the Health Insurance Portability and Accountability Act (HIPAA) in the United States, which protects personal health information from being disclosed without the patient's consent. In contrast, application for employment, historical records older than three years, and performance reviews may contain information relevant to the employee's job performance, qualifications, or career progression and are generally considered appropriate for inclusion in a personnel file. While these documents offer insight into an employee's work history and capabilities, the personal nature of medical claims data necessitates stricter confidentiality measures to safeguard the employee's privacy rights.