340:2-1-55. Individual personnel records
A local personnel file is set up in each office. • 1 & 3 Documentation in the file includes, but is not limited to, official communications, training records, performance evaluations, supervisory memoranda, and similar material relating to the employee. The divisions and units housed at Oklahoma Department of Human Services (DHS) State Office building may instead use the records maintained by Human Resource Management. The employee and any individual in the line of authority above the employee may review the employee's personnel file either in the local office or in the state office. Local administrators or selecting officials may review personnel files for employees who are seeking assignment within their offices. Other DHS officials may review an employee personnel file when there is an administrative need. Any other requests to review employee personnel files are handled per and are subject to the limitations of the Oklahoma Open Records Act and the Oklahoma Discovery Code. Section 840-2.11 of Title 74 of the Oklahoma Statutes prohibits public inspection or disclosure of state employees' home addresses, phone numbers, and Social Security numbers. • 2
1. (a) The local personnel file may include copies of materials maintained in Human Resource Management (HRM) files, such as:
(1) Application for Employment;
(2) Secretary of State (SOS) Form 100, Loyalty Oath;
(3) copy of Social Security card;
(4) Employee and Non-employee Acknowledgment of Confidentiality;
(5) Conditions of Employment; and
(6) the Personnel Action Report.
(b) The local administrator is responsible for the maintenance of local personnel files for all staff assigned to the county.
2. The items listed in this Instruction are filed and maintained in HRM according to Oklahoma Department of Human Services (DHS) records disposition schedules. Local office files include copies of forms originating within the offices. Personnel records are separated into active, current DHS employees, or inactive, when the employee separated from DHS employment.
3. Supervisory documentation. This includes informal notes on performance, corrective discipline, timekeeping, and any other documents relevant to the employee's performance or that may be considered by the supervisor in evaluation of the employee's performance. These are not open records but may be subject to review or disclosure during litigation discovery. No information is contained in such files that was not discussed with or provided to the employee.