If your store location has limited storage capacity, things can easily become lost or misplaced. Since many employee documents contain confidential and/or legally sensitive information, organization and a clear understanding of record retention requirements are essential.
LensCrafters, Pearle Vision, Oakley, and Luxury House Brands stores may retain employee documents on site within specific files in a secure location (preferably locked), depending on storage capacity. Stores that have limited or no storage capacity, as well as all ILORI, Optical Shop of Aspen, Sunglass Hut, or Target Optical store locations should send document(s) immediately upon creation to GBS Document Imaging, 1035 N. Meridian Rd., Youngstown, Ohio 44509-9905. Continental US-based locations may use the postage paid and addressed GBS return envelope available via Central Purchasing (CP #3031679 HR-1221). Island locations may send to GBS via Campus Ship. Ensure that the store number, brand, and employee Luxottica ID are noted on the back of the envelope in the spaces provided and on the document(s).
Any documents retained in store should be maintained in the appropriate file in a secure location (preferably locked). File Personnel Files and Confidential Medical Files separately. Below you will find a list of documents for each file:
Personnel File
- Employment Application
- Employee Guide Acknowledgments
- Attendance Record Form
- Performance Improvement Plans (PIP)/Action Plans
- Performance Review Forms
- Corrective Action Records (informal and formal)
- Meal Period Waivers (where applicable)
Confidential Medical File
- Doctor’s notes for absences
- Reasonable Suspicion Drug Testing Documents (Observation Checklist, Fitness for Duty Survey)
*Medical leave of absence documents, workers’ compensation paperwork, and records of disability accommodation (ADA) should not be retained in the employee’s Confidential Medical File. Follow the instructions printed on the cover of the Confidential Medical File to ensure these documents are sent to the right place.
Personnel Files and Confidential Medical Files are packaged together and can be ordered from Central Purchasing (CP #3000507) via the POS.
If you are unsure of where an employee document should be retained, put it in the Personnel File.