Policies and Procedures
Section 10: Personnel Records

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10.1 Personnel Records

The Director of Human Resources shall maintain the County’s official central personnel records for all County employees. These personnel records include information and official records to document the employee’s employment history with the County, as well as information required to make these policies effective. It is the intent of the County to safeguard each employee’s personal information.

An employee has the right to review his personnel record maintained by the Department of Human Resources by contacting the Department of Human Resources and scheduling an appointment. If the employee finds information that he believes is inaccurate, the employee may request in writing that the record be changed or purged appropriately. In addition, should an employee disagree with information in his official personnel record, he is encouraged to write a rebuttal for inclusion in his personnel record. An employee is also encouraged to provide information (for example, letters of commendation or certifications) to the Department of Human Resources for inclusion in his personnel record. Purging of any information in the official personnel record may be done only with the approval of the Director of Human Resources.

Agency heads and supervisors may review the personnel record of any employee or prospective employee under their supervision by contacting the Department of Human Resources.

HRMS enables current employees to generate a verification of their employment that can be submitted electronically to outside sources as necessary. Agency supervisors/managers may not provide any information, personal or otherwise, regarding their employees or former employees to other individuals, businesses, or outside agencies. An employee may provide a personal reference for another employee or former employee if requested by the person directly. All other requests for references should be forwarded to the Department of Human Resources for action. Exceptions to this policy may be approved on a case‐by‐case basis only by the Director of Human Resources. Requests from former employees for verification of employment should be submitted to the Department of Human Resources accompanied by a signed authorization to release the information.

In exceptional situations when an employee is requesting additional information beyond the standard electronic verification, the employee should submit the request along with a signed release form to the Department of Human Resources.

10.2 Personal Information

It is the employee’s responsibility to update his personal information when changes occur. Changes to an employee’s mailing address and telephone number must be made in HRMS. Changes to an employee’s name, marital status, and emergency contacts can be updated with the Employee Personal Information Change Form. For name changes, employees must submit a social security card that matches the requested name.  For marital status changes, employees must submit a marriage license or divorce decree.

Since the County, at times, sends information to an employee’s home through the United States Postal System, it is imperative that home mailing addresses be kept up-to-date by the employee. If corrections or updates have not been initiated by the employee, the employee is responsible for any problems caused by the County’s use of out-of-date information.

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