Employee File

Official Reliant Employee Files are maintained by Reliant Central and are considered confidential.

Leaders and supervisors may only have access to Employee File information on a need-to-know basis. Employees may have access to the file in accordance with their applicable state's laws.

A church or ministry leader who is considering the hire of a former employee or the transfer of a current employee may be granted access to the file, or limited parts of it.

Contents of Employee File

• Selected pre-employment documents
• Job descriptions
• Performance evaluations
• Warnings, counseling, and corrective action notices (e.g. Standards of Performance)
• Records relating to promotion, demotion, or transfer
• Education and training records
• Pay and compensation information
• Field Manual and policy acknowledgments
• Employment agreements
• Letters of recognition and awards
• Termination notice and documentation

Staff Working File

Local supervisors may keep an informal working file for their staff members. All documents in the working file should only include objective and observable information and should be treated with the same level of confidentiality as the Employee File.

Shared Documents (via Google, Microsoft 365, etc.)

With most documents being stored digitally in software applications that allow for easy sharing, leaders and supervisors must be diligent about tracking who has access to confidential documents and files. Please use the following guidelines when handling employee documents:

• Ensure that document access is restricted to certain people.
• When sharing a document, make sure that the permission level is set correctly for those with whom you share it. This will safeguard against the document being shared with people who shouldn't have access to it.
  • Here's how you do that for Google Files: Stop, limit, or change sharing
  • Here's how you do that for Microsoft 365: Share your documents