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Project Review <br /> Category: Human Resource Management <br /> Number: 2.37 <br /> Title: Personnel Files <br /> Statement: Complete personnel fries are maintained in one centralized location for all <br /> employees. <br /> Description: In order to assure that the proper control is maintained over personnel records, it is <br /> I~ necessa to eliminate se crate ersonnel records in different locations and to <br /> rY P P <br /> maintain one master personnel file. If an agency has a decentralized approach to <br /> <br /> ' personnel files, it is important that all personnel files are linked and that clear <br /> procedures or directives exist so that employees, supervisors and managers know <br /> what type of information is maintained and available. <br /> <br /> i <br /> Assigned To: Tammy Donahue <br /> Date of Initial Review: 12/27/2002 <br /> Applicable to Agency: Yes <br /> Self Assessment <br /> Compliance Status: Full Compliance <br /> Date of Compliance: 1 /23/2003 <br /> Completed By: Tammy Donahue <br /> Directive/Documentation: APPM 3-227 -Employee Records Policy <br /> http://ceonline/appm/3-226.wpd <br /> APPM 3-227.2 -Personnel Files <br /> http://ceonline/appm/3-226.wpd <br /> AFSCME Contract -Article 33 -Personnel Records <br /> \\cesrv500\online\AFSCMEWfscmeColAfscmeCon~1.wpd 1 <br /> Interview/Observation: 04/06/2004 -Michelle Cline, HR Information Systems Manger, HRRS reviewed and <br /> provided input. <br /> Agency Compliance: The City maintains an official personnel file for every employee in Human Resource <br /> and Risk Services. However, because we are spread out geographically, the <br /> Public Works Department also maintains a mirror file in Public Works <br /> Administration. A separate medical file is kept in accordance with the Americans <br /> with Disabilities Act (ADA). Access to personnel files is limited to supervisors and <br /> those clerical employees who need to maintain the files. Employees can request to <br /> review their own file, or can authorize a union representative or legal representative <br /> to review their file. <br /> ,The Public Works Department has implemented a practice that all items being <br /> placed in the employees personnel file must first come to the HR coordinator in <br /> Administration, prior to anything being sent to HRRS. <br /> The AFSCME contract requires that an employee be made aware of any item <br /> regarding performance or discipline being placed in an employees personnel file. <br /> To ensure this, these documents must include the employee's signature indicating <br /> their knowledge of them before they are filed. <br /> Actions to Comply: <br /> Evaluator Suggestions: <br /> APWA Self Assessment - 4fh Edition # 2.37 Page 7 of 2 <br /> _ _ _ <br /> <br />