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<br />: <br /> Page 55 <br />Permanent Documents - Documents retained in the folder throughout the association of an <br />employee with the City: <br />• Employee application <br />• Job description and specification information <br />• Job performance ratings and evaluations <br />• Education/training information <br />• Personnel data card <br />• Personnel action forms <br /> <br />Temporary documents (Personnel) - Documents that have limited retention of three (3) calendar <br />years or less unless otherwise provided pursuant to labor agreement. Examples include: <br /> <br />• Administrative correspondence relating to leave/personal leave requests. <br />• All other administrative documents of limited informational life span. <br />• Letters of appreciation, commendation, or discipline. <br />• Establishment of procedures for the release and accessibility of information and audit <br />of the personnel files. <br /> <br />Personnel treat as confidential all employee information except when requested to verify <br />information relating to job title, department, base salary, and dates of employment. Information <br />contained in the personnel file, other than Psychological Profiles, Job qualification Tests, <br />Polygraph Results, Background Checks, Oral Board Results, Performance Plans and Reviews, and <br />Employment Contracts will not be released to the public without the express written permission <br />of the employee, provided, however, certain situations may arise where the City as current or <br />past employer has a duty to prospective employers concerning such employee's character or <br />medical history, in which cases, pertinent information may be released to the prospective <br />employer without the permission of the employee. <br /> <br />Access to information contained in the personnel file will be limited to the City Administrator, <br />respective Department Heads, Legal Counsel, immediate Department Head and individual <br />employees, where permitted by law or this policy. Files pertaining to employees who are bona <br />fide candidates of interdepartmental transfer will be accessible by the prospective gaining <br />Department Head. <br /> <br />Items not included in the Official Personnel File and/or Official Finance Department records of <br />the City may not be used for either promotional or disciplinary proceedings unless the employee <br />falsified time and information. <br /> <br />This policy will be periodically reviewed to ensure compatibility with current accepted personnel <br />procedures. <br /> <br />These records are maintained during the tenure of the employee and for seven years after the <br />employee leaves City employment.