GARFIELD COUNTY SHERIFF’S OFFICE
POLICY / PROCEDURE
GENERAL

SUBJECT: PERSONNEL RECORDS

EFFECTIVE DATE: January 01, 2004

POLICY:
It is the policy of the Sheriff’s Office to maintain personnel files on each employee. The Office shall make provisions whereby an employee’s personnel file is reviewed in a structured and controlled manner and not indiscriminately viewed for non-official purposes.

PURPOSE:
To provide guidance on access and control of member’s personnel records.

METHOD:
Review of Records: Any person reviewing a personnel file will be required to complete the review log enclosed in each file. If copies are required, it must be annotated on the log as appropriate. Copies will not be released outside the agency without proper release documentation from the County Attorney.
Personnel records may be viewed only by the following persons:
• The member in interest
• Human Resource Personnel
• Employees with a rank of Sergeant or above

Personnel records may be reviewed only when access is necessary in the performance of duty.
• Promotional recommendation
• Performance evaluation
• Transfer consideration
• Disciplinary issues
• Training issues

Access may be granted to individuals outside the agency.
• Garfield County Attorney’s Office


Location of Records: Personnel records are maintained in the Human Resources office. Personnel records will not be removed unless directed by the Sheriff or Undersheriff.

Contents of Records: The following information is contained in a personnel file: Original application, Evaluations, Disciplinary Actions, PAR Forms, Benefit Information, Awards and Commendations and other forms of recognition, Change of Address and Receipts regarding employment.

Accuracy of Records: An employee who wishes to challenge information in his/her personnel file will notify their supervisor by memorandum through the chain of command. The supervisor shall notify the Human Resources Department to arrange a meeting regarding the challenge. The Human Resources Director shall determine the validity of the challenge. If requested by either the employee or the Human Resources Director, the Sheriff will review the findings of the Human Resources Director and make a final determination.

Other Employee Files: Investigative Files and Health Records are kept separate from personnel files and are not available to personnel. Human Resource, the Sheriff and Undersheriff have permission to examine files.
 

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