(A) The employment selection procedure shall be documented and recorded. Accurate personnel records shall be documented and recorded. Accurate personnel records should be kept on file for each employee for a period of not less than seven years and should be used to substantiate and support the employment decision in the event of inquiry.
(B) The city shall maintain five separate personnel records concerning the employee’s employment history.
(1) Personnel File. The employee’s personnel file shall contain the employee’s employment application, emergency information sheet, insurance enrollment and beneficiary forms, retirement forms, educational accomplishments, change of address forms, records of training, personnel policies handbook acknowledgment form, signed offer of employment form, job description, e-verify enrollment form, eligibility for local public benefits form, and resume. This file shall be maintained by the Clerk-Treasurer. Certain documents in this file shall be deemed confidential, and released only to persons on a need-to-know basis.
(2) Administrative File. This file shall contain documentation of performance such as performance evaluations, disciplinary records, and other documentation concerning disciplinary actions including employee complaints, absences, tardiness, administrative leaves, copies of valid driver’s license for employees required to drive a vehicle in the performance of job duties, and other related information, This confidential file shall be deemed as exempt under the Indiana Public Records Law. This file shall be maintained by the Clerk-Treasurer and released only to persons on a need-to-know basis.
(3) Medical File. The employee’s medical file shall contain all medical information, including health insurance enrollment and beneficiary forms, disability information, FMLA files, ADA accommodations, worker’s compensation documents, results of alcohol and drug tests and other medically related information. This confidential file shall be deemed as exempt under the Indiana Public Records Law. This file shall be maintained by the Clerk-Treasurer and released only to persons on a need-to-know basis.
(4) Commercial Drivers’ License File. CDL files will be maintained as a separate file for CDL employees by the department head. This file shall be verified through BMV testing each calendar year.
(5) I-9 File. The I-9 file shall contain the I-9 form. This file shall be maintained by the Clerk-Treasurer.