HomeMy WebLinkAboutN-213 - Personnel Files CITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 213
Personnel Policies & Procedures
Subject : Personnel Files Initial Effective Date :
March 5 , 1979
Revised 4/ 10/06 7/ 10
Approved GC
This Administrative Order is effective March 17 , 2010, and supersedes Administrative Order No . 9
dated 3 /5/79 and Administrative Order No . 213 dated 4/ 10/06 .
I . PURPOSE :
To restrict where and how information for employee personnel files is to be kept and who has
access to that information.
II. DEPARTMENTS AFFECTED :
All ,
III. POLICY :
1 . Employee personnel files/records/information are to be kept in the custody of the Human
Resources Division in secure files/secure area.
2 . Personnel files are not to be removed from the Human Resources Division area.
3 . Department directors/division managers shall forward all required items to the central
personnel files ; directors/managers may keep a copy of current information in department
files for performance evaluation purposes .
4 . Access to personnel files will be limited to the employee, employee ' s manager and director,
Human Resources staff and the City Manager.
5 . Access to medical files will be limited to the employee and the Human Resources staff.
6 . Employees have the right to review their own personnel files . Such review must be made
with a Human Resources staff member in attendance and files may not be moved from that
staff member' s view .
7 . Employees may request a copy of portions or all of their personnel file. Requests will be
honored in a timely manner.
IV. DEFINITIONS :
1 . Personnel files : The originals of all documents relating to the employment of personnel . This
includes, but is not limited to, the originals of all hiring documents, references/background
checks, pay information, evaluations, disciplines, promotions, demotions, commendations ,
copies of certifications ; and other similar material . Training documents may be kept in the
employee ' s department/division for ease of access .
2 . Medical files : The originals of all documents relating to the medical condition/care/reason
for absence of employees . These are to be kept in the custody of the Human Resources
Division in secure files in an area separated from the regular personnel files .