A. Official personnel files shall be those files maintained in the office of the immediate supervisor and Human Resources.
B. The employee’s personnel file will be opened for inspection by the employee or the employee’s Union representative with written authorization.
C. Provisions shall be made to assure privacy of personnel files and to protect the files from examination for other than legitimate purposes.
D. No document shall be placed in the personnel files of an employee unless the employee has had an opportunity to read the material and has signed and dated the copy to be filed. A copy of the document shall be provided to the employee.
E. Upon written request by the employee, a disciplinary action may be removed from the personnel file after two (2) years and returned to the employee, if approved by the Assistant Superintendent of Human Resources, Safety & Security.