Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Merit System topic
No spam. Unsubscribe anytime.
Internal audit: Merit System rules, record practices and security gaps flagged in Knox County Sheriff's Office review
Summary
Internal Audit found the Merit Office generally complies with hiring rules but identified two findings: current Merit Rules do not align with operational realities (affecting documentation of conditional offers and FMLA retention) and physical security of personnel records could be strengthened; management concurred.
Internal Audit reported June 22 that the Knox County Sheriff’s Office Merit System generally follows merit rules and maintains thorough hiring files, but auditors identified two findings and opportunities for improvement that stem from a disconnect between written rules and operational practice.
Harrison Lewis, presenting the audit, said the engagement reviewed hires, applicants and terminated employees between June 30, 2024, and July 1, 2025. The auditors selected a statistical sample of 49 newly hired employees from 171 merit hires and reviewed judgmental samples of applicants and terminated employees to test compliance with Merit rules, hiring documentation and record-retention practices.
‘‘For all 49 employees tested, internal audit confirmed the presence of required applications, citizenship documentation, educational verification, references, licensing documentation where applicable, and required examination results,’’ Lewis said. Personnel records were generally complete and accessible, and auditors reported no instances of misconduct or negligence by Merit staff.
Finding one identified that the Merit Office in its current operational state cannot demonstrate compliance with two Merit Rules as written. Rule 6.1.2 requires psychological and physical examinations within 30 days of a conditional offer; auditors found dates of conditional offers originate with KCSO Human Resources and are not consistently documented in Merit Office records, preventing independent demonstration of compliance. Rule 14.1 requires the Merit Office to retain FMLA documentation; auditors found FMLA records are maintained by KCSO HR and are not routinely transmitted to the Merit Office.
Lewis recommended updating Rule 6.1.2 to align with current operations and establishing a formal process between KCSO HR and the Merit Office for sharing and retaining FMLA documentation so the Merit Office can meet its written retention obligations.
Finding two related to physical security: during a walk-through auditors observed gaps in surveillance and monitoring coverage for areas storing highly sensitive personnel and medical records. Given the paper-based nature of many files, auditors recommended the Merit Board work with PBA (Property and Building Authority) to evaluate enhancements to physical access controls and surveillance.
Opportunities for improvement included clarifying which positions are exempt from the Merit System (some part-time and specialized roles were treated as exempt but not clearly labeled), and expanding digital workflows (e.g., better use of MUNIS) to reduce paper handling and improve record retention and efficiency.
Commissioner Larson commented that previous attempts to modernize Merit processes met resistance, describing the office as ‘‘stuck in time’’ and urging the county to compel modernization in the interest of legal defensibility and efficiency.
Management concurred with the findings and told auditors the Merit team will meet with the Merit Board in the coming weeks to discuss recommendations. Internal Audit said it will follow up on policy updates, the establishment of sharing procedures with KCSO HR for FMLA records and potential physical-security improvements.
Next steps: the Merit Board and KCSO HR to work on rule language and process changes; PBA will evaluate physical access control and surveillance upgrades per the auditors’ recommendation.
