PERSONNEL DEPARTMENT FILES. The Personnel Department files are separate and distinct from the Police Personnel files. The information that shall be contained in the Personnel Department files are the application, personnel action forms, probationary period performance report, test results, letters of commendation and records of all previous and current formally administered disciplinary actions and the charges for such actions. An employee may review his own file at any time during the normal working hours for the Personnel Department provided that this review does not interfere with the discharge of his duty or the duties of the Personnel Department. The Personnel Director shall be responsible for the privacy of such files.