Memorandum
TO:
FROM:
DATE:
SUBJECT: Change in Procedure for Medical History and Physical Examination Records
We will no longer place employees’ medical history and physical examination forms in their personnel file. Rather, when these forms are completed and returned to you, you should file them separately according to the following procedure:
a. Record employee’s name on the physical examination form and medical history log sheet located in File Drawer C. Record in chronological order by the dates the completed forms are returned to you. (Note: Previously, we have filed these by date of exam shown on the form.)
b. File the actual medical history or exam forms alphabetically by employee’s last name in the expanding file in the records section, eighth floor.
c. When an employee terminates, remove the employee’s name from the chronological list in File Drawer C. Remove his or her medical history and exam form from the alphabetical expanding file and place it in his or her personnel folder filed in the inactive section, File Drawer D.
This change has been made so departmental heads reviewing a file to fill a vacancy will not permit an employee’s medical history to influence decisions on transfers or promotions.
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