1. Health Record Folders

Each employee has a dedicated health record folder. These can be physical folders for paper documents or digital folders for electronic records.

Folder Structure

• Employee ID
• Name
• Position
• Health Record Contents: Medical check-ups, incident reports, immunization records, etc.

2. Digital Health Records Database (if applicable)

For digital record keeping, implement a database with the following features:

• Encrypted Storage: All health records are stored in an encrypted format.
• Access Control: Access is controlled via a role-based access system, ensuring only authorized personnel such as HR managers and designated health officers can view or edit records.
• Audit Trail: The system logs all access and modifications to the records, providing a trail that shows who accessed what information and when.

Database Fields

• Employee ID: Unique identifier linked to the employee.
• Health Data: Encrypted field containing health records.
• Last Update: Date of the last update to the health record.
• Access Log: Record of all personnel who have accessed the file.

3. Access Control Policy

Define a clear policy on who can access the health records and under what circumstances. Typical roles with access might include:

• HR Manager: Full access to health records.