300-20
MAINTENANCE OF EMPLOYEE PERSONNEL RECORDS

Department: PERSONNEL

Effective Date:    01/30/86

Supersedes:    11/01/82

Prepared by:    J. McFarland

Approved by:    Barbara Y. Shinpoch

1.0 PURPOSE:

To establish procedures and responsibilities for the maintenance of employee personnel records.

2.0 ORGANIZATIONS AFFECTED:

All departments/divisions.

3.0 REFERENCES:

Ch. 49.12 RCW

4.0 POLICY:

The Personnel Department maintains current records on all employees reflecting personal, job history and other pertinent information. In accordance with WAC 40-14-070 and 414-24-050, these records are maintained during the tenure of the employee and for seven years after the employee leaves city employment. Access to these records and information provided therefrom is limited as specified in Section 6.3.3.

5.0 DEFINITIONS:

Not applicable.

6.0 PROCEDURES:

6.1    Responsibilities:

6.1.1    The employee personnel records are the property of the City of Renton. The Personnel Department maintains a file on each employee, and has all custodial responsibility for the maintenance, security, and confidentiality of these files. The Personnel Director is responsible for the maintenance of all official personnel records.

6.1.2    Department heads are responsible for forwarding documents for inclusion in the personnel files of those employees assigned to their department.

6.1.2.1    Permanent Documents:     These are documents that are retained in the personnel file throughout a person’s association with the city as an employee. Examples of these documents include the employment commendation, performance ratings, education/training information, personal data sheet, and audit card.

6.1.2.2    Temporary Documents:     These are documents that have limited retention pursuant to this policy or labor agreement. Examples of these documents include administrative correspondence relating to leave/vacation requests, administrative correspondence of limited informational life span, letters of reprimand or official record of counseling for unsatisfactory performance and/or conduct (other than formal performance evaluations). This information shall remain on file for a minimum period of twenty-four (24) months or as otherwise prescribed by labor agreement. Provided that, if an employee received additional notices of formal counseling/reprimand of the same nature, all material shall remain in the file until twenty-four (24) months have elapsed from date of issuance of the latest notice.

6.2    Identification of information to be included in personnel files.

6.2.1    Permanent Documents: These are documents that are retained in the employee’s personnel file throughout his/her association with the city as an employee. Examples of these documents are employment application, performance ratings, education/training information, personal data sheet, audit card.

6.2.2    Temporary Documents: Documents that have limited retention pursuant to this policy or labor contract. Examples of these documents are administrative correspondence relating to leave/vacation requests or letters of reprimand.

6.2.2.1    Letters of reprimand or official record of counseling for unsatisfactory performance or conduct (other than formal performance evaluation information) will remain in the file for a minimum of twenty-four (24) months or otherwise as prescribed by labor agreement, provided that if the employee receives additional notices of formal counseling or reprimand within this twenty-four (24) month period, all related documents will remain in the file until elapse of the retention date of the additional notice; except when it is determined that the severity of the offense is such that the document will be made a permanent part of the employee’s file. This determination will be made by the department head with the review and concurrence of the Personnel Director.

6.3    Procedure for release/accessibility and audit information contained in personnel file.

6.3.1    The Personnel Department treats as confidential all employee information except when requested to verify the following: job title, department, date of hire, and base salary. The department does not provide addresses, private telephone numbers, birthdates, social security numbers, or other personal information to any agency or private individual except under subpoena power.

6.3.2    Should an employee desire that the Personnel Department release any information not allowed by this policy, he/she must sign an authorization indicating the specific information to be released and to what specific agency/individual.

6.3.3    Access to information contained in the personnel file will be limited to the personnel Department, the respective department heads, and individual employee. Files pertaining to employees who are bona fide candidates for inter-department transfer or promotion will be available for review by the prospective gaining department head.

6.3.4    Employees will be given the opportunity to review all information contained in their files upon request.     Employees may request the removal of information that they deem irrelevant or erroneous. Final determination of the retention of such material shall be made by the     Personnel Director. The employee shall have the opportunity to submit a letter of rebuttal regarding any information contained in the file that is in dispute. Upon review, an audit card will be signed and dated certifying the completeness and correctness of contents of the file.