I. COMPONENTS OF PERSONNEL FILE

A. Only one official file shall be maintained on each member.

B. The file shall be a current record of a member's history with the department and shall contain the following:

1. A service record form.

2. A job application form.

3. Copies of efficiency reports.

4. Copies of personnel orders concerning the member.

5. All letters of commendation.

6. Reports of all complaints or other matters involving the member.

7. All other essential information pertaining to the individual.

8. Any other information the individual may wish to include in his file. Individuals shall submit a memorandum to the Personnel Officer stating the reasons for such a request.

II. PERSONS AUTHORIZED TO INSPECT PERSONNEL FILES

A. Members holding a rank above that of captain may inspect the personnel file of any member.

B. With the permission of the Personnel Officer and in his/her presence or the presence of his/her representative, commanders are authorized to view the files of the members under their command for official purposes only.

C. The secretary to the Chief's Office and members of the Administrative Services Division may view any part of any file in connection with official business or in compliance with general orders.

D. In the presence of the Personnel Officer or his/her representative, members of the department are authorized to view their own file upon request and by appointment with the Personnel Office. Members shall be permitted to examine their entire file.

E. Members shall be given a copy of any material in their file if it is to be used in connection with a grievance or a personnel hearing.

III. CONFIDENTIAL NATURE OF PERSONNEL FILES

A. All personnel files are to be treated as confidential and under no circumstances will members discuss any entry in the file of any other member except in the line of official duty.

B. Any inquiries from sources outside the police department regarding any member of the department shall be referred to the Personnel Office.

IV. ALTERING RECORDS IN PERSONNEL FILES

A. Other than the Chief of Police or the Deputy Chief of Police, the Personnel Officer is the only person who may authorize any change in the entries.

B. Derogatory material shall be handled in the manner prescribed by the Collective Bargaining Agreement.

C. Any member found guilty of altering, deleting, destroying or adding anything to any file except under the authority of this general order shall be subject to disciplinary action.

V. MAINTENANCE RESPONSIBILITY AND FILE SECURITY

A. The Personnel Officer shall be responsible for properly maintaining and keeping current the personnel records of each member of the department. It shall be his/her responsibility to maintain file security at all times, insuring that at no time will unauthorized personnel have access to the files.

B. Any changes with regard to marital status, children, residence and telephone number shall be forwarded by the member to the Personnel Officer as soon thereafter as possible.

(Amended: 05-13-91)