Table of Contents: Chapter 1
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109 RECORD RETENTION OF PERSONNEL FILES
109.1 Personnel Files
All personnel files are considered property of the City and will be maintained in compliance with applicable laws and regulations. Human Resources shall be the central repository for all personnel files and records as the Personnel Officer decides necessary. Active employees may review their file by appointment with Human Resources.
- Required pre employment forms
- The original application for employment
- Background checks
- Offer letter as applicable
109.2 Required Transaction Forms
Every appointment, transfer, promotion, demotion, performance appraisal documents, dismissal, sick leave, vacation leave, and other temporary or permanent changes in the status of employees in both the classified and unclassified service shall be reported to the Personnel Officer in writing. The Personnel Officer is authorized to prescribe the time, manner, form and method of making any written report as may be stipulated in any of these rules.
109.3 Other required training and development forms
- New employee safety orientation checklist
- College diplomas, licenses, certifications
- Seminar attendance certificates
- Tuition reimbursement request forms
109.4 Required employee conduct forms
- Written warnings
- Suspensions
- Discharges
- Demotions
- Probations
109.5 Required general employee forms
- All correspondence related to the employee's status including verifications of employment
- Acknowledgement forms signed by employees upon receipt of policies and/or handbook
109.6 Items not maintained in Personnel File
- Medical information
- Reference check and interview notes
- Oral records of discussion