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Confidential Medical Records - State and Federal regulations require that certain medical records be retained for all personnel who might come in contact with hazardous materials. This file includes immunization records, records of body substance contact, exposures and actions taken and any pertinent medical information retained for the employee. These records must be maintained separate from all other employee records, and retained for the duration of employment plus thirty years. These files are kept in the Safety Director's office, and only the Safety Director and City Clerk's office have access to or may make additions to this file. Personnel Files - are maintained by the City Clerk's office and consist of the employment application, certification documents, W-4 forms, 1-9 forms, pay rate and status change documents. Only the City Clerk's of"ice or HR office may make additions to this file. Progress Records - are maintained by the City Clerk's office and consist of: orientation documents, records of work accomplishments, job results, documentation related to employee performance, attendance records, call-ins, attendance at required meetings/training, and disciplinary actions. The employee's Supervisor will be the primary contributor to this file; however, the Clerk, Mayor, other Supervisors, and the public may also contribute documentation pertaining to any employee's performance record. Continuing Education Records - the City Clerk's office keeps the employees' official continuing education records and a copy of all certificates. The employee's Supervisor may keep additional copies. It is the responsibility of the employee to furnish a copy of these records to their Supervisor and to the City Clerk's office who maintains the official file. Personnel records are the property of the City of Batesville, and access to the information they contain is restricted. Only management personnel who have a legitimate reason to review information in a file are alloxived to do so. personnel records are secured in the City Clerk's office and may not be removed from this office. If a Supervisor has documentation pertaining to an employee, he/she should forward it to the City Clerk's office to be secured in the erployee's personnel file. When an employee is terminated or resigns, the Supervisor must forward all documentation concerning the termination to the City Clerk's office to be secured in the employee's personnel file. An employee may review his/her own personnel records by making an appointment with the City Clerk's office. Records must be reviewed in the presence of a member of management during regular business hours. 41