ServiceMaster is committed to ensuring that all employee files are maintained in a confidential manner, kept up-to-date, and include all the pertinent information relating to their employment. 

Documents stored in the employee’s file may include, but not be limited to:

Recruitment and Onboarding:

• Application and resume
• Reference letters and/or summaries
• Interview notes and related documentation
• Employment contract
• Personal information, including address, phone number, email, etc.
• Emergency contact information
• Completed orientation package

Payroll and Compensation:

• Applicable tax forms (TD1 and TD1ON)
• Compensation history
• Record of Employment (ROE) for employment insurance purposes

Performance:

• Documented disciplinary actions
• Commendation letters from customers or other ServiceMaster employees

Training and Development:

• Signed training documents
• Copies of degrees, diplomas and/or certificates
• Training attendance records
• Certificates of completions

Health and Safety:

• Accident/incident reporting forms involving the employee
• Individual accommodation plans
• Form 7s
• All medical information relating to a WSIB claim

Employee Termination:

• Letter of resignation 
• Termination letter

Investigation Records:

• Documentation of complaints made by the employee
• Documented response made to the employee

Other:

• Attendance and absence records
• Leave of absence documentation
• Compliance agreements and other Company required agreements
• Completed form acknowledging receipt of Company employee manual
• Transfer or promotion requests
• Layoff notice(s) issues
• Vacation usage records

Employee files will be kept for a period of not less than three (3) years following termination of employment. 

Letters of discipline will be removed from employee files after a period of two (2) years, unless there has been a recurrence during that time period. 

All information submitted by the employee must be accurate to the best of the employee’s knowledge. Any employee who deliberately misrepresents themselves or falsifies records or documents will be subject to disciplinary action, dismissal or in extreme cases, criminal charges. 

ServiceMaster will make every effort to maintain accurate and current personal information contained in its files. Any address, phone number, benefit information change(s) should be reported immediately to the Supervisor so that these can be noted in the employee file.

No personal information, or information in an employee file, may be provided to a third party without written consent from the employee the information pertains to, unless required by law. 

Employees may view their employee files upon request. Employees will be accompanied by a member of the Management team while they are viewing their file. Employees can comment on its accuracy, identify information that is incorrect or out of date, and make specific suggestions or requests for revision.

All information maintained in the employee files are the sole property of ServiceMaster. The removal of any documentation or information from personal files by employees or third parties is strictly prohibited. Employees may request copies of documentation included in their file.