CITY OF LODI

                            ADMINISTRATIVE POLICY AND PROCEDURE MANUAL

 

 

 

 

 

SUBJECT:                                           :           PERSONNEL RECORDS -   Policy

 

DATE ISSUED:                                   :           May 1, 1995

 

SECTION:                                           :           P

 

REFERENCE:                                     :           California Civil Code, Article 8, Section 1798.30, et. seq.; California Penal Code Section 832.7.

 

 

 

SECTION 1:                                        CONFIDENTIALITY

 

                                                            The official personnel files for all employees are maintained in and by the Personnel Department.  Only the following personnel may have access to this information without prior authorization or release:  Personnel Director, City Manager, Assistant City Manager, and City Attorney.

 

 

SECTION 2:                                        ACCESSIBILITY

 

                                                            The accessibility of Personnel Files is described for the following individuals:

 

                                                            A.        Employee:  May have access to own personnel                                                                                     file. 

 

                                                            B.         Former Employee:  May have access to personnel                                                                                 file.  Must pay a charge for copies.

 

                                                            C.        Department Head:  May view the files of employees                                                                              within his/her department.

 

                                                            D.        All Outside Agencies, Businesses, and Interested          

                                                                        Parties:  Access permitted only with signed release                                                                                from the affected employee.

 

                                                            E.         Court Subpoena:  Parties authorized by a subpoena                                                                               must be referred to the Personnel Director.

SECTION 3:                                        EMPLOYEE PERSONAL INFORMATION

                                                            (EMPLOYMENT, SALARY, AND STATUS

                                                            VERIFICATION)

 

                                                            A.        All requests for employment verification should be referred to the Personnel Department.

 

                                                            B.         Verbal Requests:  Only the following information may be verified verbally:

 

                                                            1)         Name

                                                            2)         Title

                                                            3)         Salary range (specific salary information is                                                                                             only provided upon written authority from the                                                                            employee).

 

                                                            C.        Written Requests:  The Personnel Department shall provide the following information:

 

                                                            1)         Employee title

                                                            2)         Date of Hire

                                                            3)         Salary Range

 

                                                            Additional information will be released only upon written authority from the employee.  The Finance Department (Payroll Division) shall provide requested salary information.

 

 

SECTION 4:                                        USE OF PERSONNEL INFORMATION BY EMPLOYEES

 

                                                            The Personnel Department is designated as the official custodian of all personnel records.  All employees who have access or are exposed to personnel information during the course of their regular duties shall maintain confidentiality in accordance with this policy.

 

 

 

 

                                                            The following items are personal and confidential:

 

                                                            1)         All employee personal data such as address, phone number, social security number, deductions, health insurance, and net salary.

 

                                                            2)         All documentation pertaining to employment status such as performance evaluations, medical evaluations, and all correspondences.

 

                                                            3)         All medical records and/or reports shall be kept in a separate file.

 

                                                            All requests for employee information shall be referred to the Personnel Department.

 

 

SECTION 5:                                        ENFORCEMENT

 

                                                            Any person who intentionally uses or discloses information, not otherwise public, which they know or should reasonably know was obtained from personal information maintained by the City, may be subject to disciplinary action and/or civil action for invasion of privacy.