Employee Custodian Document

EMPLOYEE CUSTODIAN DOCUMENT

1. Parties and Effective Date

Employer Name:    Employee Name:    Effective Date:

2. Personal Information

3. Position Information

4. Employment History (Most Recent)

5. Education

6. References

Provide three professional references that may be contacted regarding your qualifications and prior work performance.

7. Custodian Responsibilities and Authority

The Employee, as appointed custodian of records and/or property, accepts responsibility to manage, protect, and control access to the records, files, systems, and physical property to which custodian authority is granted. The custodian's duties include, without limitation, the following:

a) Maintain custody of assigned employee personnel files, confidential records, and data in accordance with Employer retention policies; implement and document access controls to prevent unauthorized disclosure; permit access only when a lawful business need and proper authorization exist.
b) Ensure records are stored securely (locked physical storage or encrypted electronic storage) and maintain an auditable log of disclosures, transfers, and destructions.
c) Follow Employer procedures for responding to requests for records, subpoenas, regulatory inquiries, and internal audits; notify Legal/HR immediately of any demand, breach, or suspected unauthorized access.
d) Conduct and document periodic reviews of record inventories and maintain current lists of locations and custodianship for each record category.
e) Complete required training and remain current on applicable privacy and records-retention obligations.

8. Retention, Transfer, and Destruction

The custodian shall follow Employer retention schedules and shall not destroy or transfer records except as expressly permitted by written policy and with proper documentation. Records disposal requires prior authorization from HR or Legal, and destruction must be documented with method, date, and custodian signature.

9. Audits, Compliance, and Discipline

Employer retains the right to audit custodian activities and to require production of access logs, inventories, and other documentation. Failure to comply with policy, unauthorized disclosure, or other breaches may result in disciplinary action up to and including termination and civil or criminal prosecution where applicable.

10. Legal Disclosures

At-Will Employment: Except where expressly prohibited by written contract, employment with Employer is at-will. Either the Employer or the Employee may terminate the employment relationship at any time, with or without cause and with or without notice.

Equal Opportunity Statement: Employer provides equal employment opportunity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. Employment decisions will be made in accordance with applicable law.

11. Applicant Certification and Authorization

I certify that the information provided in this Employee Custodian Document and supporting attachments is true and complete to the best of my knowledge. I understand that any false statements, omissions, or misrepresentations may result in disciplinary action, including termination.

I authorize Employer and its agents to contact my former employers, references, and other parties named in this form to verify information and to obtain background information relevant to my appointment as custodian. I further authorize Employer to conduct background checks, verification of credentials, and other investigations as necessary for compliance and security purposes.

12. Acknowledgement of Policy Receipt and Training

The Employee acknowledges receipt of Employer's records-retention and confidentiality policies and agrees to complete all required training prior to exercising custodial authority. The Employee agrees to notify HR and Legal of any suspected or actual unauthorized disclosure immediately.

13. Additional Notes & Exceptions

14. Signature and Acceptance

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