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Merit Appeals Board <br />April 8, 2022 <br />MR. LEOPOLDINO: Yeah, sure. I think we share the same concern and that's partly why we <br />have the training that Mr. Benner talked about. <br />We emphasize—aside from actually going to the departments and physically tracking that folder, <br />which is we don't have the resources to do that. But we do emphasize in our trainings how <br />important it is to keep these confidential folders—anything related to the interview under lock <br />and key at all times. Not even for—we don't even encourage they just leave it for an hour. <br />Anytime that it is unattended, these documents need to be secured. <br />Recently, in our own offices all of our staff that have cubicles. We've actually built locked <br />cabinets because at any point they're not at their desks physically—any kind of confidential <br />documentation related to personnel records, shall be locked up in those cabinets. <br />So, when we do these types of trainings, that is highlighted at numerous points through our <br />training. And so, our staff is very mindful when they're communicating, especially with the <br />interview packets that is being followed. And, I think at this point, without the added resources <br />of actually going into the departments and kind of tracking these folders, we'veI feel like <br />we're doing a pretty good job of communicating how important it is to secure these documents. <br />So, you and I share the same concerns. It's like once these documents are out of our sight, we <br />have no idea what's going on. So, again, we're open to any recommendations on how we can <br />better secure those documents but that's what we do. <br />CHR. CABANAS: WaylenMr. Benner, would you like to comment on that? <br />MR. BENNER: Our office and the function of an auditor is to establish conditions upon which it <br />can test. And so, written policy and procedures as to what you're going to do formalized <br />policy and procedures as to what you're going to do establishes that. Not memorandums but <br />actually policy and procedures—and that allows us to find out whether there's compliance to <br />those policy and procedures. <br />So, we—it's a circle. First part of it is—say what you do; and then second part—is do what you <br />say. <br />CHR. CABANAS: And then constant reminders at training sessions or HR quarterly meetings, <br />et cetera, yeah? <br />MR. LEOPOLDINO: Exactly. <br />CHR. CABANAS: Yeah. Okay. Thank you. <br />MR. KUNZ: I have one comment regarding this matter. Well, Waylen knows when we worked <br />together the state's HR department is such a huge thing and very much so, always a mess. I'm <br />talking from the Honolulu standpoint, not so much locally. <br />Page 24 <br />