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Control Number: <br />225.07.01.001 <br />Version: <br />2.0 <br />Title: <br />Employee Personnel Records <br />Page Number: <br />2 of 3 <br /> <br />• A file may contain both exempt and nonexempt material, but cannot be considered <br />confidential in total. <br />• When access is requested, nonexempt information must be provided. <br />Division chiefs, facility heads, and district managers will ensure the provisions contained <br />herein are adhered to and that working files are maintained in a safe and secure <br />environment. <br />Managers and supervisors are responsible for maintaining a working file for each employee <br />reporting to them. This would include updating information and performance documentati on <br />as described herein. <br />Table of Contents <br />General Requirements .............................................................................................................. 2 <br />1. Confidentiality ...................................................................................................................... 2 <br />2. Disclosure of Employee Information ................................................................................... 3 <br />3. Employee Access to Personnel Record ............................................................................. 3 <br />4. Removal of Material in Personnel Files .............................................................................. 3 <br />5. Separation ........................................................................................................................... 3 <br />References ................................................................................................................................ 3 <br />GENERAL REQUIREMENTS <br />1. Confidentiality <br />Persons allowed access to information in personnel files are: <br />• The employee himself; <br />• Human Resource Services office employees with a business need to know; <br />• Any supervisor in the employee's chain of command with a business need to know ; <br />• Any Department of Correction management employee with a business need to know, <br />e.g., supervisor/manager interviewing an employee for a position; <br />• Office of Professional Standards (OPS) investigators or individuals acting in an <br />investigative capacity as assigned and approved by the director’s office; <br />• Other government agencies as required by law ; <br />• Any individual given written authorization by the employee; <br />• Any attorney or legal staff assigned to the Department of Correction with a business <br />need to know. <br />Note: At no time will any individual (other than HRS staff) be left alone with an employee’s <br />permanent file.