(a) Purpose and Scope. The purpose of this section is to establish policies and procedures for the preparation and maintenance of personnel records.
(b) Policy.
(1) Official Personnel Folders for employees will be maintained by the Manager and duplicated folders will not be maintained at any other level of administration.
(2) Operating level supervisors and other officials will maintain only the personnel forms, records and files as prescribed herein. No other personnel records will be established or maintained.
(c) Responsibilities.
(1) The Manager shall:
A. Provide training and assistance to the supervisor, as required.
B. Maintain Official Personnel Folders for employees.
C. Provide appropriate protection to all personnel records and files.
D. Maintain this section in a current status and review it annually.
E. Use extreme caution to ensure the security of Official Personnel Folders. Prevent unauthorized persons from having access to, and tampering with, contents, file the folders in a locked cabinet.
F. Ensure that authorized personnel forms, records or files of individuals under his supervision are accessible to only those individuals who need to know for administrative or management purposes.
(2) An employee reviewing his Official Personnel Folder shall:
A. Present a request to the Manager.
B. Under no circumstances remove his Official Personnel Folder from the Municipal Building.
C. Not reproduce in any way materials contained in the folder without permission from the Manager, nor insert, change or remove any document filed in his Official Personnel Folder.
(d) Procedures.
(1) Supervisory personnel may have access to Official Personnel Folders of their associates or prospective associates. An employee may see the contents of his folder subject to the restrictions in subsection (c)(2) hereof. Law enforcement agencies will be authorized access to Official Personnel Folders without restrictions when necessary in conjunction with an official investigation and after presenting proper identification credentials.
(2) Specified records and files will be maintained by supervisors. In addition, those cases where it is determined necessary for efficient administration, a strip file indicating position titles, grades and names of incumbents, or an organization chart containing this information, may be maintained for use in overall strength control and organization planning. No new form will be established for this purpose.
(Ord. 436. Passed 9-12-77.)