Common use of Custody and Review Clause in Contracts

Custody and Review. 1. The Office of Human Resources Personnel Office shall maintain the official personnel file for each County employee. 2. The Occupational Medical Section shall maintain the official medical records file for each County employee. Bargaining unit member’s medical information shall remain confidential and maintained in compliance with this agreement and any relevant laws, including but not limited to HIPAA and XXXX. 3. The Department may maintain an operating file on each employee within the department. The Department may also maintain a second operating file on an employee that shall be kept within the employee’s unit. The custodian of these files will be informed by the Department as to the appropriate contents of such files as provided in §C of this Article, except that the contents shall not contain disciplinary actions, including written reprimands, or at-fault accident reports. 4. Supervisors may maintain a file on each employee under their direct supervision. 5. Employees are encouraged to review their personnel records at least once each year. 6. No information shall be placed in any employee personnel file unless the employee receives a copy of the information (subject to limitations concerning medical files as referenced in §B.9) and is provided an opportunity to submit a rebuttal, if desired, to be included in the file. 7. To preserve confidentiality and protect the privacy of employees, access to an employee’s personnel records shall be restricted to the following: a. Employee who is the subject of the file or authorized representative. b. Employee’s supervisor. (Need to know basis) c. Appointing authority or designee. (Need to know basis) d. Human Resources Director or designee. (Need to know basis) e. County attorney or designee. (Need to know basis; i.e., when an employee is in litigation against the County, e.g., Merit System Protection Board, Worker’s Compensation, Disability, Retirement, etc.) f. Chief Administrative Officer or Assistant Chief Administrative Officer. (Need to know basis) g. Members of a Recommendations Committee when an employee has applied for a position vacancy announcement (Limited to performance evaluations, letters of commendation, awards and training documents for bargaining unit members assigned to Recommendations Committee). 8. Except for verification of employment and current salary information, the release of information from an employee’s personnel records to anyone other than those listed in §B.7 requires a signed authorization from the employee who is the subject of the personnel record accompanied by a statement giving the reason for the review and a description of the material requested. 9. Notwithstanding §B.7, the release of information from an employee’s medical file to anyone other than the employee, the county attorney’s office, human resources director, or Chief Administrative Officer or Assistant Chief Administrative Officer requires a signed authorization form from the employee who is the subject of the medical record accompanied by a statement giving the reason for the review and a description of the material requested. Further, the custodian of medical records may determine, consistent with state law, that certain information pertaining to psychological/psychiatric medical reports will only be released to an employee through the employee’s physician. 10. Except as provided at Section B.7 of this article, or as required by law, personal information of unit members maintained by virtue of the employment relationship, such as home address, telephone number, family information, marital status, and photographs will not be released without prior written authorization of the unit member. The parties agree to develop a form to be distributed to all unit members requesting that they provide their age, area of residence, spouse’s name, educational background, awards or recognition received, organizations belonged to, date of employment, and previously held positions. The form shall state that the department “respect[s] your right to privacy and if certain questions appear to be too personal, you may omit them.” Further, the form shall provide the unit member with the option to provide his/her own photograph to be used instead of any other photograph maintained by the county, to authorize use of county photographs, or to provide that the county shall not release any photograph unless required by law. 11. Restricted Duty Unit files shall be maintained in the Police Health and Wellness Division. Restricted Duty Unit files shall be destroyed after twelve months have elapsed since the employee returned to full duty, except RDU tracking forms shall be transferred to the department unit/operating file and the official personnel file.

Custody and Review. 1. The Office of Human Resources Personnel Office shall maintain the official personnel file for each County employee. 2. The Occupational Medical Section Section, shall maintain the official medical records file for each County employee. Bargaining unit member’s medical information shall remain confidential and maintained in compliance with this agreement and any relevant laws, including but not limited to HIPAA and XXXX. 3. The Department may maintain an operating file on each employee within the department. The Department may also maintain a second operating file on an employee that shall be kept within the employee’s unit. The custodian of these files will be informed by the Department as to the appropriate contents of such files as provided in §C of this Article, except that the contents shall not contain disciplinary actions, including written reprimands, or at-fault accident reports. 4. Supervisors may maintain a file on each employee under their direct supervision. 5. Employees are encouraged to review their personnel records at least once each year. 6. No information shall be placed in any employee personnel file unless the employee receives a copy of the information (subject to limitations concerning medical files as referenced in §B.9) and is provided an opportunity to submit a rebuttal, if desired, to be included in the file. 7. To preserve confidentiality and protect the privacy of employees, access to an employee’s personnel records shall be restricted to the following: a. Employee who is the subject of the file or authorized representative. b. Employee’s supervisor. (Need to know basis) c. Appointing authority or designee. (Need to know basis) d. Human Resources Director or designee. (Need to know basis) e. County attorney or designee. (Need to know basis; i.e., when an employee is in litigation against the County, e.g., Merit System Protection Board, Worker’s Compensation, Disability, Retirement, etc.) f. Chief Administrative Officer or Assistant Chief Administrative Officer. (Need to know basis) g. Members of a Recommendations Committee when an employee has applied for a position vacancy announcement (Limited to performance evaluations, letters of commendation, awards and training documents for bargaining unit members assigned to Recommendations Committee). 8. Except for verification of employment and current salary information, the release of information from an employee’s personnel records to anyone other than those listed in §B.7 requires a signed authorization from the employee who is the subject of the personnel record accompanied by a statement giving the reason for the review and a description of the material requested. 9. Notwithstanding §B.7, the release of information from an employee’s medical file to anyone other than the employee, the county attorney’s office, human resources director, or Chief Administrative Officer or Assistant Chief Administrative Officer requires a signed authorization form from the employee who is the subject of the medical record accompanied by a statement giving the reason for the review and a description of the material requested. Further, the custodian of medical records may determine, consistent with state law, that certain information pertaining to psychological/psychiatric medical reports will only be released to an employee through the employee’s physician. 10. Except as provided at Section B.7 of this article, or as required by law, personal information of unit members maintained by virtue of the employment relationship, such as home address, telephone number, family information, marital status, and photographs will not be released without prior written authorization of the unit member. The parties agree to develop a form to be distributed to all unit members requesting that they provide their age, area of residence, spouse’s name, educational background, awards or recognition received, organizations belonged to, date of employment, and previously held positions. The form shall state that the department “respect[s] your right to privacy and if certain questions appear to be too personal, you may omit them.” Further, the form shall provide the unit member with the option to provide his/her own photograph to be used instead of any other photograph maintained by the county, to authorize use of county photographs, or to provide that the county shall not release any photograph unless required by law. 11. Restricted Duty Unit files shall be maintained in the Police Health and Wellness Division. Restricted Duty Unit files shall be destroyed after twelve months have elapsed since the employee returned to full duty, except RDU tracking forms shall be transferred to the department unit/operating file and the official personnel file.the

Custody and Review. 1. The Office of Human Resources Personnel Office shall maintain the official personnel file for each County employee. 2. The Occupational Medical Section shall maintain the official medical records file for each County employee. Bargaining unit member’s medical information shall remain confidential and maintained in compliance with this agreement and any relevant laws, including but not limited to HIPAA and XXXX. 3. The Department may maintain an operating file on each employee within the department. The Department may also maintain a second operating file on an employee that shall be kept within the employee’s unit. The custodian of these files will be informed by the Department as to the appropriate contents of such files as provided in §C of this Article, except that the contents shall not contain disciplinary actions, including written reprimands, or at-fault accident reports. 4. Supervisors may maintain a file on each employee under their direct supervision. 5. Employees are encouraged to review their personnel records at least once each year. 6. No information shall be placed in any employee personnel file unless the employee receives a copy of the information (subject to limitations concerning medical files as referenced in §B.9) and is provided an opportunity to submit a rebuttal, if desired, to be included in the file. 7. To preserve confidentiality and protect the privacy of employees, access to an employee’s personnel records shall be restricted to the following: a. Employee who is the subject of the file or authorized representative. b. Employee’s supervisor. (Need to know basis) c. Appointing authority or designee. (Need to know basis) d. Human Resources Director or designee. (Need to know basis) e. County attorney or designee. (Need to know basis; i.e., when an employee is in litigation against the County, e.g., Merit System Protection Board, Worker’s Compensation, Disability, Retirement, etc.) f. Chief Administrative Officer or Assistant Chief Administrative Officer. (Need to know basis) g. Members of a Recommendations Committee when an employee has applied for a position vacancy announcement (Limited to performance evaluations, letters of commendation, awards and training documents for bargaining unit members assigned to Recommendations Committee). 8. Except for verification of employment and current salary information, the release of information from an employee’s personnel records to anyone other than those listed in §B.7 requires a signed authorization from the employee who is the subject of the personnel record accompanied by a statement giving the reason for the review and a description of the material requested. 9. Notwithstanding §B.7, the release of information from an employee’s medical file to anyone other than the employee, the county attorney’s office, human resources director, or Chief Administrative Officer or Assistant Chief Administrative Officer requires a signed authorization form from the employee who is the subject of the medical record accompanied by a statement giving the reason for the review and a description of the material requested. Further, the custodian of medical records may determine, consistent with state law, that certain information pertaining to psychological/psychiatric medical reports will only be released to an employee through the employee’s physician. 10. Except as provided at Section B.7 of this article, or as required by law, personal information of unit members maintained by virtue of the employment relationship, such as home address, telephone number, family information, marital status, and photographs will not be released without prior written authorization of the unit member. The parties agree to develop a form to be distributed to all unit members requesting that they provide their age, area of residence, spouse’s name, educational background, awards or recognition received, organizations belonged to, date of employment, and previously held positions. The form shall state that the department “respect[s] your right to privacy and if certain questions appear to be too personal, you may omit them.” Further, the form shall provide the unit member with the option to provide his/her own photograph to be used instead of any other photograph maintained by the county, to authorize use of county photographs, or to provide that the county shall not release any photograph unless required by law. 11. Restricted Duty Unit files shall be maintained in the Police Health and Wellness Personnel Division. Restricted Duty Unit files shall be destroyed after twelve months have elapsed since the employee returned to full duty, except RDU tracking forms shall be transferred to the department unit/operating file and the official personnel file.

Custody and Review. 1. The Office of Human Resources Personnel Office shall maintain the official personnel file for each County employee. 2. The Occupational Medical Section Section, shall maintain the official medical records file for each County employee. Bargaining unit member’s medical information shall remain confidential and maintained in compliance with this agreement and any relevant laws, including but not limited to HIPAA HIPPA and XXXX. 3. The Department may maintain an operating file on each employee within the department. The Department may also maintain a second operating file on an employee that shall be kept within the employee’s unit. The custodian of these files will be informed by the Department as to the appropriate contents of such files as provided in §C of this Article, except that the contents shall not contain disciplinary actions, including written reprimands, or at-fault accident reports. 4. Supervisors may maintain a file on each employee under their direct supervision. 5. Employees are encouraged to review their personnel records at least once each year. 6. No information shall be placed in any employee personnel file unless the employee receives a copy of the information (subject to limitations concerning medical files as referenced in §B.9) and is provided an opportunity to submit a rebuttal, if desired, to be included in the file. 7. To preserve confidentiality and protect the privacy of employees, access to an employee’s personnel records shall be restricted to the following: a. Employee who is the subject of the file or authorized representative. b. Employee’s supervisor. (Need to know basis) c. Appointing authority or designee. (Need to know basis) d. Human Resources Director or designee. (Need to know basis) e. County attorney or designee. (Need to know basis; i.e., when an employee is in litigation against the County, e.g., Merit System Protection Board, Worker’s Compensation, Disability, Retirement, etc.) f. Chief Administrative Officer or Assistant Chief Administrative Officer. (Need to know basis) g. Members of a Recommendations Committee when an employee has applied for a position vacancy announcement (Limited to performance evaluations, letters of commendation, awards and training documents for bargaining unit members assigned to Recommendations Committee). 8. Except for verification of employment and current salary information, the release of information from an employee’s personnel records to anyone other than those listed in §B.7 requires a signed authorization from the employee who is the subject of the personnel record accompanied by a statement giving the reason for the review and a description of the material requested. 9. Notwithstanding §B.7, the release of information from an employee’s medical file to anyone other than the employee, the county attorney’s office, human resources director, or Chief Administrative Officer or Assistant Chief Administrative Officer requires a signed authorization form from the employee who is the subject of the medical record accompanied by a statement giving the reason for the review and a description of the material requested. Further, the custodian of medical records may determine, consistent with state law, that certain information pertaining to psychological/psychiatric medical reports will only be released to an employee through the employee’s physician. 10. Except as provided at Section B.7 of this article, or as required by law, personal information of unit members maintained by virtue of the employment relationship, such as home address, telephone number, family information, marital status, and photographs will not be released without prior written authorization of the unit member. The parties agree to develop a form to be distributed to all unit members requesting that they provide their age, area of residence, spouse’s name, educational background, awards or recognition received, organizations belonged to, date of employment, and previously held positions. The form shall state that the department “respect[s] your right to privacy and if certain questions appear to be too personal, you may omit them.” Further, the form shall provide the unit member with the option to provide his/her own photograph to be used instead of any other photograph maintained by the county, to authorize use of county photographs, or to provide that the county shall not release any photograph unless required by law. 11. Restricted Duty Unit files shall be maintained in the Police Health and Wellness Personnel Division. Restricted Duty Unit files shall be destroyed after twelve months have elapsed since the employee returned to full duty, except RDU tracking forms shall be transferred to the department unit/operating file and the official personnel file.

Custody and Review. 1. The Office of Human Resources Personnel Office shall maintain the official personnel file for each County employee. 2. The Occupational Medical Section shall maintain the official medical records file for each County employee. Bargaining unit member’s medical information shall remain confidential and maintained in compliance with this agreement and any relevant laws, including but not limited to HIPAA and XXXX. 3. The Department may maintain an operating file on each employee within the department. The Department may also maintain a second operating file on an employee that shall be kept within the employee’s unit. The custodian of these files will be informed by the Department as to the appropriate contents of such files as provided in §C of this Article, except that the contents shall not contain disciplinary actions, including written reprimands, or at-fault accident reports. 4. Supervisors may maintain a file on each employee under their direct supervision. 5. Employees are encouraged to review their personnel records at least once each year. 6. No information shall be placed in any employee personnel file unless the employee receives a copy of the information (subject to limitations concerning medical files as referenced in §B.9) and is provided an opportunity to submit a rebuttal, if desired, to be included in the file. 7. To preserve confidentiality and protect the privacy of employees, access to an employee’s personnel records shall be restricted to the following: a. Employee who is the subject of the file or authorized representative. b. Employee’s supervisor. (Need to know basis) c. Appointing authority or designee. (Need to know basis) d. Human Resources Director or designee. (Need to know basis) e. County attorney or designee. (Need to know basis; i.e., when an employee is in litigation against the County, e.g., Merit System Protection Board, Worker’s Compensation, Disability, Retirement, etc.) f. Chief Administrative Officer or Assistant Chief Administrative Officer. (Need to know basis) g. Members of a Recommendations Committee when an employee has applied for a position vacancy announcement (Limited to performance evaluations, letters of commendation, awards and training documents for bargaining unit members assigned to Recommendations Committee).assigned 8. Except for verification of employment and current salary information, the release of information from an employee’s personnel records to anyone other than those listed in §B.7 requires a signed authorization from the employee who is the subject of the personnel record accompanied by a statement giving the reason for the review and a description of the material requested. 9. Notwithstanding §B.7, the release of information from an employee’s medical file to anyone other than the employee, the county attorney’s office, human resources director, or Chief Administrative Officer or Assistant Chief Administrative Officer requires a signed authorization form from the employee who is the subject of the medical record accompanied by a statement giving the reason for the review and a description of the material requested. Further, the custodian of medical records may determine, consistent with state law, that certain information pertaining to psychological/psychiatric medical reports will only be released to an employee through the employee’s physician. 10. Except as provided at Section B.7 of this article, or as required by law, personal information of unit members maintained by virtue of the employment relationship, such as home address, telephone number, family information, marital status, and photographs will not be released without prior written authorization of the unit member. The parties agree to develop a form to be distributed to all unit members requesting that they provide their age, area of residence, spouse’s name, educational background, awards or recognition received, organizations belonged to, date of employment, and previously held positions. The form shall state that the department “respect[s] your right to privacy and if certain questions appear to be too personal, you may omit them.” Further, the form shall provide the unit member with the option to provide his/her own photograph to be used instead of any other photograph maintained by the county, to authorize use of county photographs, or to provide that the county shall not release any photograph unless required by law. 11. Restricted Duty Unit files shall be maintained in the Police Health and Wellness Division. Restricted Duty Unit files shall be destroyed after twelve months have elapsed since the employee returned to full duty, except RDU tracking forms shall be transferred to the department unit/operating file and the official personnel file.