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PERSONNEL RECORDS
Sections:
4.13.010 General.
4.13.020 Retention and destruction.
4.13.030 Release of personnel information.
4.13.010 General.
The Department of Employee Relations maintains information on each employee pertinent to his/her employment with the City. Every employee shall update his/her name, address, emergency contact information, and home telephone number in the HRIS system. A supervisor shall report any change in an employee’s employment status to the Employee Relations Department. (Ord. O-2009-43 § 1, 2009; Ord. O-2007-7 § 1, 2007; Ord. O-2004-39 § 1, 2004; Ord. O-2001-49 § 1, 2001; Ord. O-99-34 § 1, 1999; Ord. O-99-18 § 1, (part), 1999).
4.13.020 Retention and destruction.
The Department of Employee Relations shall retain all personnel records and the Department of Finance shall maintain all payroll records of present and past City employees according to the direction of the state archivist. (Ord. O-2009-43 § 1, 2009; Ord. O-2007-7 § 1, 2007; Ord. O-2004-39 § 1, 2004; Ord. O-2001-49 § 1, 2001; Ord. O-99-34 § 1, 1999; Ord. O-99-18 § 1, (part), 1999).
4.13.030 Release of personnel information.
A. During office hours, an employee, former employee, designated representative, or legally designated personal representative of a deceased employee may examine the employee’s personnel file as permitted by law. The employee or former employee may designate a representative by filing a signed, notarized document with the Department of Employee Relations.
B. An employee’s personnel file shall be available to: 1) supervisors or potential supervisors of that employee, and 2) any employees assigned to the Department of Employee Relations.
C. The Department of Employee Relations may verify to a prospective employer the dates of employment, pay at separation, and the latest or last position title the City employee held. This is the only information that can be shared without a signed, notarized employee release form. Other employee information may be released to prospective employers, collection agencies, credit bureaus, loan officers, and other parties who need to know as long as the employee provides a signed, notarized release of information form.
D. In the event of conflict between this paragraph concerning the disclosure of personnel information and the requirements of the Colorado Open Records Act, Section 24-72-201, et seq. C.R.S., the provisions of the Colorado Open Records Act shall prevail.
E. The City will maintain employee medical information regarding each employee and his/her dependents or beneficiaries separate from other personnel records. It shall protect that information from unauthorized disclosure as required by state and federal law, including the Health Insurance Portability and Accountability Act (HIPAA). Refer to Administrative Regulation “Health Insurance Portability and Accountability Act (HIPAA), Privacy Regulations for Protected Health Information.” (Ord. O-2009-43 § 1, 2009; Ord. O-2007-7 § 1, 2007; Ord. O-2004-39 § 1, 2004; Ord. O-2001-49 § 1, 2001; Ord. O-99-34 § 1, 1999; Ord. O-99-18 § 1, (part), 1999).
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