(A) It is the policy of the county to maintain personnel records for applicants, employees and past employees in order to document employment-related decisions, evaluate and assess policies and comply with governmental record keeping and reporting requirements.
(B) The county strives to balance its need to obtain, use and retain employment information with each employee’s right to privacy. To this end, the county attempts to restrict the personnel information maintained to that which is necessary to conducting county business or which is required by state or federal law or county ordinance.
(C) The Human Resource Director is responsible for overseeing the record keeping for all personnel information and will specify what information should be collected and it should be stored and secured.
(D) The Human Resource Department shall maintain the official personnel records.
(E) According to law, all medical files and employment eligibility certifications (I-9) shall be maintained separate from other personnel records.
(F) Employees have a responsibility to make sure their personnel records are up to date and should notify the department head/elected official or the Human Resource Department of any changes in at least the following:
(1) Name;
(2) Address;
(3) Telephone number;
(4) Number of dependents;
(5) Address and telephone of dependents and spouse or former spouse (for insurance purposes only);
(6) Beneficiary designations for any of the county’s insurance, disability or retirement plans; and
(7) Persons to be notified in case of emergency.
(G) Personnel records shall contain, as appropriate:
(1) Record of application for employment;
(2) Reference to transcripts of academic preparation;
(3) Performance evaluation ratings;
(4) Any formal reprimand, corrective actions or commendation;
(5) Records of actions affecting employee salary, status or standing;
(6) Leave records;
(7) Any other information felt to be pertinent by the department head/elected official, Human Resource Director or employee; and
(8) Records of employee past employment will not be kept in personnel files.
(H) An employee has the right to review the contents of his or her personnel record as governed by law under the supervision of the Human Resource Director. The county will, upon written request, supply the employee with a copy of any document it places in the employee’s file.
(I) If a disciplinary action is rescinded or overturned upon an appeal, all forms, documents and records pertaining to the case shall be removed from the employee’s personnel record and destroyed.
(J) Personnel records are private data and available for review only to the employee and users authorized by law or as determined by the Human Resource Director to have a legitimate need to know in accordance with Government Records Access and Management Act (“GRAMA”). A log or record of those reviewing personnel records and information shall be maintained together with the reason for access to the records. All reviews of personnel records shall be done in the presence of the Human Resource Director or designee. The responsibility for the management of GRAMA requests has been assigned to the office of the County Clerk/Auditor. The responsibility for what information will be released, who can review the information and under what circumstances it can be reviewed is contained in a county ordinance.
(Ord. passed 6- -2019)