O-2009-3129 approving updated Employee Policy Handbook

Browse Search

3.12 Personnel Records Access Human Resources maintains the official personnel files for all City employees. Unless otherwise provided by law, personnel files shall be kept confidential and may not be used or divulged for purposes unconnected with the City's personnel management system except with the permission of the employee involved. It is important that accurate, current records be maintained for benefits and employment purposes. Therefore, all employees are required to notify human resources immediately if there is any change in relevant personal or employment information such as changes in address, phone numbers, emergency contact information, beneficiaries, number of dependents or legal name. Nothing herein shall prevent the dissemination of non -personal statistical information. All information contained in the personnel file is the property of the City of La Porte and is not available for review by anyone other than the employee, his or her Director, the City Manager and the Human Resources Department, except through the Public Information Act. Employees may examine their personnel file after contacting the Human Resources Department in advance to schedule an appointment. Employees may request and receive a copy of their personnel file or any portion thereof under procedures prescribed by the Human Resources. If an employee believes that information in their personnel file is incorrect, they must submit a written request to change the information to the Human Resources Department. If such a request is granted by the City Manager, the Human Resources Department will make the change and notify the employee of such change. If the request is denied, an employee can ask to place a statement of disagreement in the file. This statement of disagreement will become a permanent part of the employee's file. Non -employees who wish to inspect a current or former employee's personnel file shall either make a formal written request through Human Resources under the Open Records Act or subpoena the desired records through a court order. 3.13 Confidential Information All City files and information regarded as confidential by federal, state or local regulations shall be maintained and appropriated according to those regulations. Medical Information The City of La Porte strives to protect the privacy of its employees' medical information to the greatest possible extent. To that end, we provide the following guidelines regarding the confidentiality of medical information. Any medical information concerning employees will be maintained in separate, confidential medical files apart from regular personnel records. Only authorized employees shall have access to such files. • Employees are hereby notified that medical information concerning employees is absolutely confidential under state and federal laws and may not be discussed at any time with any person under any circumstances. 17