Human Resources Department Procedure:
Page 1 of 2

Personnel File – Official Custodian and
Access

Issued:
October 14, 2005
Revised:


1.0

BACKGROUND AND PURPOSE

In accordance with C.R.S. 24-72-101, et seq., the Colorado School of Mines has
designated the following official custodians: Director of Human Resources is the
custodian of personnel records; the Benefits Specialist is the custodian of
benefits, medical, and FMLA records; and the Payroll Manager is the custodian
of payroll records. The address for contacting these individuals is: Colorado
School of Mines, 1500 Illinois Street, Golden, Colorado 80401.

The maintenance of timely and accurate records regarding employees is
important not only to CSM, but also to the persons to whom the records pertain.
Personnel files may contain both public records and personnel records. The
public portions of the personnel file are accessible by anyone through the Public
Records policy.


2.0
Human Resources Office Policy

In order to respond promptly to requests for access to personnel files, the
following will be observed.
• Individuals will be given access to their complete personnel files except for
the content of letters of recommendation.
• Supervisors will be given access to all job-related portions of the
personnel file, but will not be given access to confidential personal and
benefits information.
• Employees of the Human Resources Department who work with
personnel file information will also have access to the complete file, but
must only access the minimum information necessary to do their jobs.
In this case, the personnel file includes information contained in the
electronic personnel and payroll system.
Employees in Human Resources must sign a confidentiality
agreement as a condition of their employment.

3.0 Procedures

3.1
Access: May be requested verbally, in person, or in writing. While
appointments are not required, depending on the availability of staff to
assist the requesting individual, access may not be available without prior
notice and appointment.


Human Resources Department Procedure:
Page 2 of 2

Personnel File – Official Custodian and
Access

Issued:
October 14, 2005
Revised:


3.2
Physical Presence: All inspections and reviews of the personnel file must
be made in the physical presence of an employee of the Human
Resources Department. At no time may a file be “loaned” or removed
from the presence of an HR staff member.

3.3
Copies: May be provided to employees or supervisors. A current or
former employee who requests copies of more than twenty pages will be
charged copy fees not greater than the fees established in the Public
Records policy.

3.4
Maintenance: Except during normal business hours, personnel files will
be stored in locked cabinets.

3.5
Destruction: Personnel records will be maintained for ten years after an
employee’s termination or retirement. Records older than ten years will be
destroyed.