This section explains what the various files are, where they are maintained in the County, and what types of materials should be placed in each file.
- The Civil Service Personnel File is the official personnel record for each employee and is maintained in the Human Resources Department. This file contains copies of all personnel actions, Leave of Absence forms, performance evaluations, disciplinary letters, reprimands, and other records of an employee’s employment history. An employee must be provided with a copy of any document to be placed in this file.
- Department Personnel Files are maintained in most departments to provide immediate access to records. These files contain the same material as the Civil Service Personnel file and items that are department specific such as signed policies and training certifications.
- Supervisory Files are the informal files maintained by supervisors for each of their employees. These files contain permanent records only if the department does not maintain a departmental file, and records of a temporary nature. Examples of records to be maintained on a permanent basis are copies of performance evaluations and documents signed by the employee acknowledging receipt of a policy or procedure (e.g., incompatible activities). Supervisors may also wish to maintain a record of the name and phone number of an individual designated by the employee to contact in case of emergency.
Documents to be maintained on a temporary basis include notes made by the supervisor regarding the employee’s performance or conduct (positive or negative), memos from the supervisor to the employee confirming counseling sessions, memos or notes from third parties regarding the employee, and samples of completed work products. These notes, memos, and work samples form the basis for regular performance discussions, and should be used in preparing evaluations and recommending personnel actions. Any documentation of performance/conduct problems or of superior performance should be shared with the employee as soon as possible. Once an employee has corrected a problem, notes relative to that problem should be purged from the file. For example, documentation of an employee’s attendance problem should be purged from the file once that employee’s attendance record indicates he/she has corrected the problem.
If an employee transfers within his/her department, the supervisory file should be forwarded to the new supervisor, after being purged of any extraneous or outdated records. When an employee terminates employment with the County or moves to another department, these files should be destroyed.