A. The personnel department shall maintain a service record for each employee, showing the original date of employment, and the original job classification and pay rate, together with a record of subsequent changes in the status of the employee in the course of employment with the city. In addition, a personnel file shall be maintained for each employee in which is placed copies of forms and other records affecting the personnel status of the employee as determined by the personnel director.

B. Every appointment, transfer, promotion, demotion, change of salary rate, and any other temporary or permanent change in status of employees shall be reported on a personnel action form to and approved by the personnel director before taking effect. The personnel director shall advise the finance director of each of these changes.

C. Each department shall keep daily attendance records of all employees on time cards prepared by the finance director. Such other information as may be required to be maintained about city employees by federal or state requirement shall be kept in the manner prescribed.

D. At the time of separation from service, a employee’s service record will be placed in the personnel file and kept on inactive status for at least five years.

E. Employment applications and examination materials shall be kept on file for two years from the date the eligible list was established.

F. “Public records,” as defined in the Government Code, are open to inspection during regular office hours under the supervision of the custodian of such records. Each city employee may inspect his/her personnel file under the supervision of the personnel director. The city administrative officer shall justify withholding any record by demonstrating that the record in question is exempt under the Government Code or that on the facts of the particular case the public interest served by not making the record public clearly outweighs the public interest served by disclosure of the record. (Prior code § 2709)