What happened?

On October 11, 2025, Governor Gavin Newsom signed Senate Bill (SB) 513 into law, amending Labor Code Section 1198.5 to broaden what qualifies as personnel records and strengthen employee access rights.

Overview:

Summary of Changes:

• Expanded Definition: Personnel records now include education and training documentation.

• Required Details in Training Records
  • Employee’s name
  • Training provider’s name
  • Date and duration
  • Core competencies (e.g., equipment/software skills)
  • Resulting certification or qualification

• Access Rights
  • Employees and authorized representatives may inspect or request copies.
  • Employers must respond within 30 days (or up to 35 days if agreed in writing).
  • Requests must be in writing; employer-provided forms available upon verbal request.

• Employer Obligations
  • Retain records for three years after termination.
  • Provide access at the worksite or agreed location, mail copies for former employees upon reimbursement of postal costs.

• Limits & Exceptions
  • One request per year for former employees.
  • Exemptions include criminal investigations, letters of reference, pre-employment records, and promotional exam materials.
  • Collective bargaining agreements with inspection procedures are excluded.

• Penalties
  
  • Noncompliance may result in:
    
    • $750 penalty
    • Injunctive relief and attorney fees
      
  • Violations are classified as infractions.

Source References

• California SB 513 – Personnel record

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