RANDOLPH COUNTY SHERIFF'S OFFICE

1.15 Policy: Personnel and Payroll Records

It is the policy of the Randolph County Detention Center that all personnel and payroll records be accurately maintained in a professional, organized, and confidential manner, in accordance with guidelines established by the Randolph County Commission and all applicable state and federal laws.

Procedure:

1.15.1 Responsibility for record maintenance
 

The Chief Jail Administrator and Assistant Administrator shall be responsible for the creation, maintenance, security, and retention of all personnel and payroll records for detention center employees.

1.15.2 Confidentiality and access
 

All personnel and payroll records are confidential and shall be securely maintained with controlled access. Access shall be limited to the following individuals:

• The Chief Jail Administrator

• The Sheriff of Randolph County

• Human Resources Director

• The individual employee (limited to their own records)

• Authorized staff with a legitimate need to access records in the performance of their official duties

Unauthorized access, disclosure, or dissemination of personnel or payroll information is strictly prohibited and may result in disciplinary action.

1.15.3 Record contents
 

The Chief Jail Administrator shall ensure that personnel and payroll records are accurate, current, and include, at a minimum:

• Personnel assignments and duty status

• Employee attendance and absences

• Leave balances (vacation, sick leave, compensatory time, etc.)

• Payroll and compensation records

• Disciplinary actions (as applicable)

• Training and certification records (as applicable)

1.15.4 Timekeeping system
 

The Time Clock Plus time management system shall serve as the official mechanism for documenting and accounting for all employee work hours, attendance, and leave usage. All employees are required to accurately record their time in accordance with established procedures.

1.15.5 Certification and reporting
 

The Chief Jail Administrator shall review and certify all employee attendance, absences, leave usage, and related payroll information for accuracy. This information shall be submitted to the Randolph County Commission in accordance with established deadlines and requirements.

1.15.6 Record security and storage
 

Personnel and payroll records shall be stored in secure physical or electronic systems with appropriate safeguards to prevent loss, unauthorized access, or alteration. Electronic records shall be password-protected, and physical records shall be maintained in locked, access-controlled locations.

1.15.7 Records retention and disposal
 

All personnel and payroll records shall be retained in accordance with applicable records retention schedules established by the State of Alabama and the Randolph County Commission. Records shall be disposed of in a secure manner (e.g., shredding or secure electronic deletion) when retention periods expire.

1.15.8 Employee review of records
 

Employees may review their personnel file upon request at a reasonable time, in the presence of authorized administrative staff. Employees may submit written requests to correct or clarify information contained within their records.

1.15.9 Audits and compliance
 

Personnel and payroll records shall be subject to periodic internal review and external audit as required. All records must be maintained in a manner that ensures compliance with labor laws, wage and hour regulations, and county policies.