2.32.090 Personnel records and general files.
The Human Resources Director shall provide for the maintenance of a records system which shall consist of three types of matter:
A. Personnel Record. The personnel record is a file of those documents which reflect an individual employee’s complete status as an employee from date of hire to termination.
1. The personnel record includes, but is not limited to, the individual employee’s employment application, performance appraisals, progress reports, disciplinary actions (except oral counselings), and personnel actions.
2. Personnel records are confidential and are not open to public inspection except as provided in this section.
a. The following information is available for public inspection, subject to reasonable regulations on the time and manner of inspection, as determined by the Human Resources Director:
i. The names and position titles of all Borough employees;
ii. The position held by the Borough employee;
iii. Prior positions held by the Borough employee;
iv. Whether the Borough employee is nonexempt, exempt/professional or management;
v. The dates of employment (hire and separation dates);
vi. The compensation authorized for the Borough employee.
b. Any other personnel records are subject to disclosure only upon written consent of the applicant or employee, by court order, or as otherwise required by law.
3. A Borough employee has the right to examine the employee’s own personnel files and may authorize others to examine those files. Supervisors may inspect personnel records of employees and potential employees.
4. A copy of all material placed in the employee’s personnel record shall be furnished to the employee.
5. Any review of personnel records shall be conducted in the presence of the staff of the department of human resources, and no document shall be removed without the authorization of the Human Resources Director, or designee.
B. General Personnel Files. The general personnel files and all other matters dealing with, but not limited to, recruitment, placement, benefits administration, labor relations, wage and salary, training, policy determinations, and other nonpersonalized employee relations data and documentation.
C. Confidential Medical Records. Information obtained regarding the medical condition or history of an applicant or an employee required by law to be kept as a confidential record.
1. All medical records shall be collected and maintained on separate forms and in separate medical files.
2. These records shall be kept confidential and shall not be disclosed, reviewed, or used except as permitted by law. (Ord. 2015-34 § 4, 2015; Ord. 2009-28 § 6, 2009; Ord. 2006-70 § 4, 2006; Ord. 2003-58 § 5, 2003; Ord. 98-009 § 5, 1998; Ord. 86-017 § 11, 1986; Ord. 84-102 § 2, 1985. 2004 Code § 2.24.081.)