I. Definitions

A. District. For the purposes of this policy, the following individuals represent the district:

1. Management employees

2. Confidential employees (i.e. Administrative Assistant

3. Members of the Diamond Springs - El Dorado Fire Protection District Board of Directors

4. Attorneys hired by and for the district

5. Insurance carriers for the district.

B. Employee. Any active member of the district, whether or not the individual is paid for service.

II. The district keeps employee personnel records of various types to document the following:

A. Employee status and pay.

B. Employee health.

C. Employee training.

D. To comply with state law.

E. Personnel actions.

F. Background information, including Criminal Offender Record Information

III. Dissemination of Employee Records. Employee records, including addresses and phone numbers, shall not be released except in the following situations.

A. A subpoena requires the release of an employee record.

B. A law enforcement agency, government agency, court or other organization requests employee records, and that organization has legal access by code to such records.

C. An employee requests the release of his or her own records.

IV. Criminal Offender Record Information (CORI)

A. All employees with access to CORI shall be fingerprinted and processed through the California Department of Justice

B. The custodian of CORI shall be the Assistant Fire Chief in charge of Operations.

C. Any questions regarding the release, security and privacy of CORI are to be resolved by the Fire Chief or the Assistant Fire Chief in charge of Operations.

D. The state summary of CORI obtained for employment, licensing or certification purposes shall be destroyed once a decision is made to employ, license or certify the subject of the record. Exception: Retention beyond this time shall be based on documented legal authority and need.

E. CORI shall only be used for the purpose for which it was requested.

F. CORI shall be securely maintained in the evidence room of Station 49. Chief officers shall be the only individuals authorized to access CORI from storage.

G. CORI may not be reproduced for dissemination.

H. The Fire Chief shall:

1. Understand and enforce this policy.

2. Be fingerprinted and have a criminal history clearance.

3. Have on file a signed copy of the State of California Employee Statement Form which acknowledges an understanding of law prohibiting misuse of CORI.

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