(Your Company) keeps personnel files on each of its employees.  These files are confidential in nature and are managed by a manager or owner of the company.  They will not be copied or be removed from the premises unless there is a legitimate business reason to do so.

All employees may view his or her personnel file by contacting a Human Resources Manager during normal business hours. Employee must give adequate notice of at least 24 business hours to enable the manager to arrange their schedule to be in attendance while viewing the file.  No employee may alter or remove any document in his or her personnel file.