To assure that accurate and complete personnel data are maintained, that individual employees are afforded an opportunity to see that their records reflect such standards, and that the release of information from personnel files is adequately monitored.
Each campus human resources office shall maintain official personnel files
on every employee.
Under state law, personnel records are considered public records and may
be inspected, extracted, or copied by any citizen of Tennessee during business
hours, in accordance with reasonable rules of the office having custody of
such records. However, the law provides confidentiality for certain information,
and this information should, whenever possible, be redacted from the personnel
file prior to public disclosure. These records are:
Unpublished telephone numbers
Bank account information
Social security number
Driver's license information (except where driving or operating a vehicle
is part of the employee's job description or job duties or incidental to
Any of the above information on the employee's immediate family or household
The inability to redact the records is not a basis for denying access to
a file. The complete personnel record remains accessible to law enforcement
agencies, courts, or other governmental agencies performing official functions.
A procedure should be developed by each campus human resources office to
assure that employees are informed about records maintained about them and
to permit them, upon request, to review the material. A procedure should also
be developed by each campus human resources office to monitor the release
of information contained in personnel files.
As a minimum, personnel files must be maintained with the following documents.
This list applies to files maintained for all employees if applicable to the
employee or classification.