(A) The employment selection procedure shall be documented and recorded and will remain strictly confidential. Accurate personnel records should be kept on file for each employee for a period of not less than 75 years. These employment records may be used to substantiate employment decisions in the event of inquiry.
(B) The town shall maintain three separate personnel records concerning the employee’s employment history: the employee’s personnel file, an administrative file and a medical file.
(1) Personnel file. The employee’s personnel file shall contain the employee’s title, salary information, employment application, I-9 Form, New Hire Payroll InformationForm, application and/or resume, insurance enrollment forms, retirement enrollment forms, Information Changes Form and beneficiary forms and Employee AcknowledgeForm. The personnel file shall be maintained by the Clerk-Treasurer.
(2) Administrative file. The employee’s administrative file shall contain the employee’s application and/or resume; New Hire Payroll Information Form; records of training; documentation of the employee’s job performance; salary increases and disciplinary records, including grievances, absences, tardiness and other related data. A copy of the administrative file may be maintained in the office of the supervisor.
(3) Medical file. The employee’s confidential medical file shall contain all medical information, including disability information and other medically related information and shall be maintained by the supervisor.
(C) The employee’s medical files and portions of the employee’s personnel and administrative files shall be deemed confidential personnel records and exempt under the Indiana Public Records Law. The information contained in an employee’s personnel records shall be available to the employee and the supervisor who directly supervises the employee, the town’s attorney, the Town Manager, and employees designated as custodians of such records by the supervisor or by law.
(D) Confidential personnel records shall only be available to the persons set out in this section or upon court order or subpoena submitted to the town’s attorney. The town’s attorney shall notify the employee of receipt of the subpoena to permit the employee an opportunity to seek appropriate judicial relief from the subpoena.
(Ord. 05-04, passed 2-28-2005; Am. Ord. 2012-01, passed 1-9-2012; Am. Ord. 2014-11, passed 8-25-2014)