OKDHS - OAC 340:2-1-55. Individual personnel records

340:2-1-55. Individual personnel records

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Revised 6-26-03

A local personnel file is set up in each office aside from the file in Human Resources Management Division (HRMD). • 1 Included in the file are official communications, documents, supervisory memoranda, and similar material relating to the employee. The divisions and units housed at the state office may use the records maintained by HRMD in place of the files required in the outlying offices. The employee and any individual in the line of authority above the employee may review the employee's personnel file either in the local office or in the state office. Local administrators or selecting officials may review personnel files for employees who are seeking assignment within their offices. Other officials of OKDHS may review an employee personnel file when there is an administrative need. Any other requests to review employee personnel files are handled in accordance with the provisions of the Open Records Act. Section 840-2.11 of Title 74 of the Oklahoma Statutes prohibits public inspection or disclosure of state employees' home addresses, home telephone numbers, and Social Security numbers. • 2

INSTRUCTIONS TO STAFF 340:2-1-55

Revised 7-1-10

1. (a) The local personnel file may include copies of materials maintained in Human Resources Management Division (HRMD) files, such as:

(1) Form 11PE012E, Application for Employment;

(2) Secretary of State (SOS) Form 100, Loyalty Oath;

(3) copy of Social Security card;

(4) Consolidated Omnibus Budget Reconciliation Act (COBRA) Form Notice of Right to Continue Coverage; and

(5) Form 11AD133E, Employee and Non-employee Acknowledgment of Confidentiality.

(b) The local administrator is responsible for the maintenance of local personnel files for all staff assigned to the county.

2. The items listed in this Instruction are filed in HRMD permanently or as indicated. Local office files include copies of forms originating in its office. Personnel records are separated into:

(1) active - those now in the employment of the Oklahoma Department of Human Services (OKDHS), files maintained by optical imaging in Records and Archives;

(2) inactive - those separated from employment, files deleted of duplicate correspondence when separated from OKDHS are imaged and placed in storage; and

(3) supervisory documentation - such as, informal notes on performance, corrective discipline, timekeeping, and any other pertinent documents relevant to employee's performance or that may be considered by the supervisor in evaluation of the employee's performance. These are not open records but may be subject to review. No information is contained in such files that has not been discussed with or provided to the employee.

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