Macintosh HD:Users:markmcb:Documents:Microsoft User Data:Saved Attachments:EPP 42 - Employee Records.doc
EMPLOYMENT POLICY & PRACTICE (EPP)
EPP # 42
PURPOSE: To ensure appropriate storage, security and retention of employment-related records
in compliance with Oregon Administrative Rules, Records Management Policy, the Americans with
Disabilities Act, the Health Insurance Portability and Accountability Act and other laws, rules and
regulations which govern employment records.
SCOPE: This policy applies to all County Offices and Employees.
POLICY STATEMENT: The Department of Employee Services is responsible for establishing and
maintaining employee records for all regular and temporary employees. These employee records
may include information related to personnel, benefits, worker’s compensation, Family and Medical
Leave, disability claims, pre-employment physical and psychological evaluations, fitness-for-duty
reports, grievance and employment claim matters, and may be in the form of paper and/or
electronic records. The intent of this policy is to outline the Department of Employee Services
(DES) general guidelines and expectations for the necessary collection, use, disclosure and
retention of personal and confidential information about employees in order to provide services and
benefits while maintaining reasonable safeguards to protect the privacy of employees in
conformance with applicable laws.
Oregon Law states in ORS 192.420, “every person has the right to inspect any public records of a
public body in the State except as otherwise expressly provided by ORS 192.501 to 192.505.” The
law allows exemptions from public disclosure including items used in employment testing and
certain items placed in employee personnel files. Specifically exempt are: test questions, scoring
keys, and other testing data; personnel discipline actions; and supporting documents. In addition,
information of a personal nature which ma