Last Updated on February 14, 2025

Illinois Personnel Record Review Act Amendments

As of January 1, 2025, significant amendments to the Illinois Personnel Record Review Act (PRRA) have taken effect, impacting how employers manage and respond to employee requests for personnel records. These changes reinforce transparency and compliance requirements, making it critical for businesses operating in Illinois to review their policies and procedures.

Key Illinois Personnel Record Review Act Amendments Employers Need to Know

Expanded Employee Access to Records

Employees now have the right to access additional categories of employment documents, including:

• Legally binding employment-related contracts and agreements.
• Employee handbooks that were made available to or acknowledged by the employee.
• Written policies regarding qualifications for employment, promotions, transfers, compensation, benefits, discharge and disciplinary actions.

Updated Request and Response Procedures

• Written Requests: Employees must submit personnel record requests in writing, which may include emails or text messages.
• Directed to the Right Contact: Employers must ensure requests are sent to the appropriate HR personnel, department manager, or designated records administrator.
• Specificity in Requests: Employees must specify the records they seek, their preferred format (electronic or physical copies) and whether a representative will be involved in the review process.
• Medical Record Access: If medical records are part of the request, a signed release is required for third-party representatives.

Employer Responsibilities and Exceptions

• Employers are not required to disclose trade secrets, client lists, financial data or other sensitive proprietary information.
• If personnel records are already accessible through a company portal, employers may provide instructions rather than produce separate copies.
• Employers must respond to requests within seven working days, with the possibility of a single seven-day extension if needed.

Compliance and Enforcement of Illinois Personnel Record Review Act Amendments

Non-compliance with the amended PRRA can result in civil penalties. Employers must ensure policies align with these updates to avoid potential legal and financial repercussions. HR teams should review their record-keeping systems, train management on these requirements, and establish clear protocols for handling personnel record requests.

Next Steps for Employers

Illinois employers should take proactive measures to:

• Update internal policies to reflect the expanded scope of personnel records employees can access.
• Establish clear procedures for handling record requests and ensuring compliance with response deadlines.
• Train HR personnel and managers on the new requirements to mitigate compliance risks.

Trust MyHRConcierge to Help Your Organization Remain Compliant

Navigating regulatory changes like the PRRA amendments can be complex, but businesses that take proactive steps to comply will benefit from stronger workplace policies and reduced legal risks. Ensuring your HR team is well-equipped with updated procedures will help maintain compliance and foster a more transparent and trusting work environment.

MyHRConcierge is committed to supporting businesses with expert HR solutions tailored to compliance needs. Reach out to us today at 855-538-6947 ext. 108, ccooley@myhrconcierge.com or schedule a convenient consultation below: