HR Reference Guide

RECORDS (EMPLOYEE)

Information regarding each employee is kept by the State of Nevada in paper, electronic or both formats as required by law.

Employment records are maintained based on the State's records retention schedules.

Information regarding your name, class title and home address (unless deemed confidential, see NRS 289.025) may be requested as a public record.

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SUPERVISOR'S WORKING FILE

It is best practice for a supervisor to keep a working file for each of his or her subordinates.  Information placed in the file should be objective and factual.  An employee's working file should include information on performance (e.g., ongoing work/projects), positive and (as necessary) negative, and may include conduct, attendance, letters of commendation and emergency contact information.

Files should be maintained by the supervisor and kept confidential.  An employee is entitled to view his or her working file upon request.



AGENCY PERSONNEL FILE

An agency personnel file contains:

  • The same items as the official record (see Official Record heading);
  • Originals or copies of personnel related forms; and
  • Discretionary information (e.g., letters of commendation, resumes, educational transcripts, media, correspondence).

Agency personnel files are typically maintained by an agency's human resources staff and are kept confidential.  An employee is entitled to view and/or request a copy of his or her agency file under the guidelines of NRS 613.075.



MEDICAL INFORMATION

An employee's medical information is confidential and kept separate from an agency's personnel file in a secure manner (e.g., locked cabinet).  Typically, medical information is maintained by an agency's human resources staff.



OFFICIAL RECORD (CENTRAL RECORDS)

An employee's official personnel file (service jacket) is maintained by the Division of Human Resource Management, Central Records and includes:

  • Alcohol and Drug Free Workplace acknowledgement
  • Employee Appraisal & Development reports
  • Employee Status Maintenance Transaction forms (ESMT-A & ESMT-B) and backup documentation 
  • Justification to Fill (if applicable)
  • Nevada Executive Branch Employees Acknowledgement of Ethical Standards
  • Sexual Harassment Policy acknowledgement
  • Signed coversheet of Position Questionnaire (if applicable)
  • Specificity of Charges (if applicable)
  • Workplace Safety acknowledgement
  • Written Reprimand (if applicable)

The file may also include, if submitted:

  • Employment application
  • Work Performance Standards
  • Notice of Transfer or Resignation (NPD-45)
  • Statement Concerning Job Not Covered by Social Security (Form SSA-1945)
  • Division of Human Resource Management or Agency forms
  • Items submitted by employee or agency (e.g., letters of commendation, transcripts, certificates)


ADDITIONAL RESOURCES



ASSOCIATED TOPICS