(A) A personnel file shall be maintained for each city employee by the Personnel Officer. All changes in the status of employees shall be recorded in these files, which shall be retained and maintained in accordance with applicable state and federal laws.
(B) The file shall show:
(1) Employee’s name and permanent address;
(2) Position title;
(3) Hiring date;
(4) Departmental assignment;
(5) Salary;
(6) All changes in status as a city employee;
(7) Compliance with labor standards, EEO-4, immigration and other requirements; and
(8) Whatever additional information this chapter, other governing laws or the Personnel Officer requires.
(C) (1) Personnel records of the city shall be public records, as defined and controlled by the appropriate Kentucky Revised Statutes. They will be retained in accordance with the retention schedules of the State Archives and Records Commission. Kentucky’s Open Records Law (KRS 61.870 through 61.884) requires that all records of public agencies shall be public records and open to public inspection, except as limited by KRS 61.878. In order to inspect an agency record, a person must comply with appropriate request procedures established and authorized under KRS 61.876.
(2) Any information about an employee that is in a public record and is of a personal nature entirely unrelated to the performance of public employment may not be released by the agency having it; the information is exempted from inspection unless ordered by a court of appropriate jurisdiction.
