5.23 Personnel Records
Board of Trustees Approval: October 1, 2018
Procedures
5.23.1 Personnel Records Protocol
5.23.1 Personnel Records Protocol
Such personnel records as are necessary for the proper administration of the personnel
system shall be maintained.
Article 7, G.S. 126, prescribes the basic provision for maintenance and use of State
employee personnel records, with the State Personnel Commission establishing rules
and regulations for the safekeeping of such records.
These provisions apply to:
- State employees,
- former State employees, and
- applicants for employment.
Definition of Personnel Files
For purposes of this policy, a personnel file consists of any employment-related or
personal information gathered by the agency, the Retirement Systems Division of the
Department of State Treasurer, or by the Office of State Personnel.
Employment-related information includes information related to an individual’s:
- application;
- selection;
- promotion, demotion, transfer;
- salary and leave;
- contract for employment,
- benefits,
- performance evaluation; and
- suspension, disciplinary actions, and termination.
Personal information includes an individual’s:
- home address,
- social security number,
- medical history,
- personal financial data,
- marital status, dependents and
- beneficiaries.