3.08.040 Personnel records and general personnel files.
The personnel office shall provide for the establishment and maintenance of the following records:
A. Personnel Records. Personnel records are those documents which reflect an individual’s status during the period of their employment and take two (2) forms:
1. Central Personnel File. The central personnel file is the official personnel record for an individual employee and includes, but is not limited to, employment applications, prior employment, work performance, disciplinary actions other than oral reprimands, personnel action forms and tax withholding and benefits information.
2. Medical Personnel File. The medical personnel file is maintained separate from the central personnel file. The file includes, but is not limited to, confidential information concerning the physical or mental condition of an employee pertaining to requests for accommodation, medical leaves, workplace surveillance tests, physicals, workers’ compensation injuries and illnesses and other employment-related medical information maintained by the city.
B. Access to Personnel Files. Employees shall have access to their own personnel files in a reasonable period of time following notice to the city manager and shall be provided with a copy of their personnel or medical files or any parts thereof within a reasonable period of time following the request. Review of any personnel files shall be conducted in the presence of the city manager, or their designee. [Ord. 05-15 § 2; Ord. 202 § 3.016, 1992.]