XVIII.

PERSONNEL RECORDS

The Department of Personnel Management shall establish and maintain official personnel records for employees of the Navajo Nation.

A.

Location of Records

Employee records shall be located at the Department of Personnel Management or other locations for storage purposes under restricted access. Employee files shall not be removed from the Department of Personnel Management.

B.

Contents

Employee records shall include information such as, employment applications; background investigations; letters of reference; pay and benefits; training and education; performance evaluations; corrective or termination actions; and other necessary information as specified by the Department of Personnel Management.

C.

Updating

Employees are encouraged to keep their personnel files current by submitting to the Department of Personnel Management updated information on their experience, education, and training.

D.

Confidentiality

Information in an employee's personnel file is considered confidential. However, the information may be disclosed in compliance with a lawful investigation or subpoena. Access to and release of information contained in the personnel records shall be limited to only those persons who have a legally recognized need to know.

E.

Examination of File by Employee

Employees may examine their personnel file upon written request to the Department of Personnel Management. The employee must provide evidence of his/her identity. Examination of records shall be in the presence of the Human Resources Director or authorized representative.

F.

Release of Information

1.

Upon submittal of a notarized Authorization for Release of Information, the employee information from that employee's personnel record may be released to a third party.

2.

Certain information contained in the employee file is considered public information and therefore may be released without employee authorization. These include, but are not limited to, title, department, and work site.

Employees are encouraged to keep their personnel files current by submitting to the Department of Personnel Management updated information on their experience, education, and training.

G.

Record Retention

Upon termination, an employee's personnel record shall be considered inactive, but will be maintained for a period of three years beyond date of termination. After three years, the record will be archived at the Department of Personnel Management.