09-15-1997 WS - Laserfiche WebLink

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POLICY: EMPLOYEE RECORDS AND DATA PRIVACY Approved By: State Statute Section: 1.30 Revision History: 1997 The Administration/Finance department maintains personnel records of each employee. A separate file will be kept for any medical information collected regarding each employee. The Government Data Practices Act regulates the access to data on employees of public employers. Pursuant to the Government Data Practices Act, the following information is considered "Public" and can be accessed by anyone pursuant to the procedures set out in Minnesota Statute §13.03, subd. 3: • name; • actual gross salary; • salary range; • actual gross pension; • the value and nature of fringe benefits; • the basis for and the amount of any enumeration in addition to salary, including expense reimbursement; • job title; • job description; • education and training background; • previous work experience; • dates of employment; • the existence and status of any complaints or charges against the employee regardless of whether the complaint or charge resulted in a disciplinary action; • the final disposition of any disciplinary action, including the specific reasons for the action and supporting documentation; • the terms of any agreement settling any dispute arising out of the employment relationship; • work location; • badge number; • honor and awards received; • payroll time sheets or the equivalent; and city and county of residence. (This information is not made public, however, for undercover law enforcement officers or applicants for such positions). Employees are responsible for providing current information for their personnel files, including changes of name, address, telephone number, dependents, professional development, named beneficiaries, and emergency contacts. Employees' access to personnel files is governed by the Government Data Practices Act, Minnesota Statute §13.04, subd. 3. Employees may request access to their personnel files, which will be granted as soon as possible and no later than five (5) working days after the request is made. The files are available in the City Administrator's office. Copies can be forwarded to employees upon request. The City can deny employees access to their personnel records if access has been given within the preceding six months unless a dispute or action is • pending under the Government Data Practices Act or new data has been collected or created.