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Policy 213Santa Ana Police Department Custody Manual Copyright Lexipol, LLC 2025/01/03, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Personnel Records - 1Personnel Records 213.1 PURPOSE AND SCOPE This policy governs the maintenance, retention and access to the personnel files of employees in accordance with established law. The personnel records of all employees contain confidential information and shall not be released or information disclosed from them except as prescribed below. This policy applies to personnel files of applicants and past and current employees. See Santa Ana Police Department Policy 1013. 213.1.1 PERSONNEL FILES DEFINED Personnel records - Any file maintained under an individual's name by his/her employing agency and containing records relating to any of the following: (a)Personal data, including marital status, family members, educational and employment history, home address, or similar information (b)Medical or psychological history (c)Election of employee benefits or affiliations (d)Employee advancement, appraisal, discipline, training, or employee performance reports (e)Complaints or investigation of complaints against the employee alleging misconduct or performance deficiencies, whether filed by a civilian, another agency, or department. (f)Any dispositions of such complaints (g)Any other information, the disclosure of which would constitute an unwarranted invasion of personal privacy 213.2 PERSONNEL RECORD LOCATIONS Employee records will generally be maintained in any of the following: Department file - That file which is maintained in the office of the Chief as a permanent record of an employee's service with this department. Bureau file - Any file that is separately maintained internally by an employee's supervisor for the purpose of completing timely performance evaluations. Supervisor log entries - Any written comment, excluding actual performance evaluations, made by a supervisor concerning the conduct of an employee of this department. Training file - Any file that documents the training records of an employee. Internal affairs files - Those files that contain complaints of employee misconduct and all materials relating to an investigation into such allegations, regardless of disposition. Medical file - A file that contains only medical information relating to an employee's ability to perform the essential functions of his/her job or other health-related matters. This file is maintained separately from any other files. Santa Ana Police Department Custody Manual Personnel Records Copyright Lexipol, LLC 2025/01/03, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Personnel Records - 2213.3 TRAINING FILE Individual training files shall be maintained by the Training Commander for each member. Training files will contain records of all training (original or photocopies of available certificates, transcripts, diplomas, and other documentation) and education. (a)It shall be the responsibility of the involved member to provide the Training Supervisor or immediate supervisor with evidence of completed training/education in a timely manner. (b)The Training Supervisor shall ensure that copies of such training records are placed in the employee's training file.