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Management Practices Self-Assessment <br /> 2.34 Personnel Files <br /> Official personnel files are maintained in one centralized location for all employees. <br /> ! In order to assure that the proper control is maintained over personnel records, it is necessary to <br /> i eliminate separate personnel records in different locations and to maintain one master personnel <br /> ~ file. If an agency maintains separate personnel files, it is important that all personnel files are <br /> linked and that clear procedures or directives exist so that employees, supervisors and managers <br /> know what type of information is maintained and available. <br /> i <br /> Assigned to: Tammy Donahue Initial Review Date: 12/27/2002 <br /> Completed by: Tammy Donahue Compliance Date: <br /> Amount Complete: Full Compliance <br /> Documentation/Directives: <br /> APPM Policv Manual <br /> Employee Records Policy: Chapter 2.1.3 <br /> Personnel Files: Chapter 2.1.5 <br /> AFSCME Contract: <br /> Article 32 -Personnel Records <br /> Agency Compliance: <br /> - The City maintains an official personnel file for every employee in Human Resources Division. However, <br /> because we are spread out geographically, the Public Works Department also maintains a mirror file in <br /> Public Works Administration. A separate medical file is kept in accordance with the Americans with <br /> <br /> ~ Disabilities Act (ADA). Access to personnel files is limited to supervisors and those administrative <br /> employees who maintain the files. Employees can request to review their own file, or can authorize a <br /> union representative or legal representative to review their file. <br /> The Public Works Department has implemented a practice that all items being placed in the employees <br /> personnel file must first come to the Public Works HR coordinator in Administration, prior to anything <br /> being sent to Human Resources Division. <br /> The AFSCME contract requires that an employee be made aware of any item regarding performance or <br /> discipline being placed in an employees personnel file. To ensure this, these documents must include the <br /> employee's signature indicating their knowledge of them before they are filed. <br /> ©2004 American Public Works Association Version 5.0 <br /> 67 <br /> <br />