234 – Personnel Files

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In accordance with law and regulations regarding the creation and maintenance of employee records, personnel files will be kept on each regular employee.

Confidentiality of Personnel Files

All employees with access to employee records are cautioned that the contents of personnel files are highly confidential and may not be revealed or discussed among coworkers.

Viewing Personnel Files

Any employee may request to see his or her personnel file by submitting a completed “Request to View Personnel File” form to the Human Resources director.

Appointment to view file

When a “Request to View Personnel File” form is received, the Human Resources director will schedule an appointment for the employee to see his or her personnel file at a mutually convenient time.

Viewing the file

An employee’s opportunity to inspect his or her personnel file is personal to the employee alone and may not be assigned to any other person without the employee’s expressed permission and consent.


Copies will be available in accordance with the provisions of the Texas Public Information Act.

Personal Information Required

The HCSO is entitled to have the correct name, address, telephone number, and marital status of all employees and to know whom to notify in case of emergency.

An employee shall submit, in writing, any changes in name, address, telephone number, marital status, and emergency contact information to his or her bureau commander through the chain of command within five (5) days of any such change.

The employee shall also forward a copy of the notification letter to the Human Resources Division.


This policy has been revised on the below listed dates:

April 21, 2009

May 29, 2013

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