RULE 17. RECORDS, REPORTS, ETC.

Houston Code of Ordinances ch. 14, art. II, div. 17

in effect

Houston Code of Ordinances § 14-200 Official roster.

Sec. 14-200. - Official roster. The director shall maintain a complete official record of employees, showing for each employee his name, address, classification, rate of pay, changes in any of these, and such other information as he may deem desirable. The form and manner in which such information shall be maintained shall be determined by the director. (Ord. No. 2015-1300, § 2(Exh. A), 12-16-2015)

Houston Code of Ordinances § 14-201 Report of change in employee's status; personnel actions.

Sec. 14-201. - Report of change in employee's status; personnel actions. Every temporary or permanent change in the status of employees in the classified service shall be reported to the director at such time and in such form, together with such supporting or pertinent information, as the director may prescribe. (Ord. No. 2015-1300, § 2(Exh. A), 12-16-2015)

Houston Code of Ordinances § 14-202 Personnel files generally.

Sec. 14-202. - Personnel files generally. There will be only one official personnel file maintained on each employee of the city and that file shall be maintained in the custody of the director. Any action designated by the director pertaining to any employee shall be forwarded to the director for proper filing. (Ord. No. 2015-1300, § 2(Exh. A), 12-16-2015)

Houston Code of Ordinances § 14-203 Review of employee files.

Sec. 14-203. - Review of employee files. (a) Any department director or his designated supervisor of the city may, upon request, review any file of any employee in his respective department, but shall not be allowed to review the official personnel file of an employee of another department, unless consideration is being given to the transfer of that employee from one department to another department. All official personnel files shall be reviewed under the supervision of an employee of the human resources department, and no files shall be allowed to be taken from the human resources department. Information from any file of any employee of the city may be released to persons not employees of the city only at the discretion and under the supervision of the director. (b) The names of special investigators or special employees who may be temporarily employed by the city and whose usefulness would be impaired were their identity disclosed, and the confidential reports on any applicant, eligible, or employee are to be held as confidential data and are to be guarded accordingly. (Ord. No. 2015-1300, § 2(Exh. A), 12-16-2015)

Houston Code of Ordinances § 14-204 Preservation of records.

Sec. 14-204. - Preservation of records. Official employee records, minutes of the commission meetings, and lists of eligibles shall be kept for a period of three years, or longer as may be required by the City's official retention policy. Employment related records of employees shall be made a part of the personnel files of individuals who become employees of the city; otherwise, they shall be kept by the commission for a period of three years after the establishment of the list of eligibles. Roster cards or records, payroll records, minutes of the commission meetings, lists of eligibles, and records pertaining to any examination, including correspondence, applications, and examination papers of persons who scored non-passing grades shall not be removed from the possession of the commission. Employment related records, minutes of the commission meetings, and eligible records shall be kept as required by the city's retention policy. All such records pertaining to any correspondence, applications, and papers with passing grades, shall be preserved for at least three years after the establishment of the list of eligibles, after which period of time they may be destroyed if deemed by the commission to be of no further value. Such papers shall be made a part of the official files of individuals who become employees of the city in the interim. The papers and records of those who do not make a passing grade may be destroyed after three years, computing from the date the list of eligibles is created, but in no event shall these cards, papers, or records be removed meanwhile from the possession of the human resources department. (Ord. No. 2015-1300, § 2(Exh. A), 12-16-2015)

Source: City of Houston, Code of Ordinances and City Charter (Municode Library, library.municode.com)URL: https://library.municode.com/tx/houston/codes/code_of_ordinances?nodeId=COOR_CH14CISE_ARTIIRU_DIV17RU17.REREETFetched: 10/26/2026