Common use of Purging of Files Clause in Contracts

Purging of Files. 30.01 The Board agrees to purge all department files, including a Member's personnel file of: a) all incidents, negative or otherwise, after two (2) years (recognizing that the purpose of recording an incident is to assist a Supervisor with an annual performance appraisal); b) all negative documentation and admonishments or informal discipline penalties two (2) years after the date of the last negative documentation, admonishment or penalty; c) all records of any Criminal and/or Provincial Offence in which there was a withdrawal or dismissal of a charge against a Member; d) all records of any Provincial Offence conviction two (2) years after the date of conviction; e) all records of any Criminal Offence five (5) years after the date of conviction where there was a conditional or absolute discharge; f) all records of any formal discipline or conviction under the Police Services Act two (2) years after the last formal discipline or conviction provided the confirmed penalty (after all appeal procedures have been exhausted) does not exceed the forfeiture of forty (40) or more hours pay or leave, or forty (40) or more hours suspension without pay.

Purging of Files. 30.01 38.01 The Board agrees to purge all department Service files, including a Member's personnel file of: (a) all incidents, negative or otherwise, after two (2) years (recognizing that the purpose of recording an incident is to assist a Supervisor with an annual performance appraisal); (b) all negative documentation and admonishments or informal discipline penalties two (2) years after the date of the last negative documentation, admonishment or penalty; (c) all records of any Criminal and/or Provincial Offence in which there was a withdrawal or dismissal of a the charge against a Member; (d) all records of any Provincial Offence conviction two (2) years after the date of the conviction; (e) all records of any Criminal Offence five (5) years after the date of conviction where there was a conditional or absolute discharge; (f) all records of any formal discipline or conviction under the Police Services Act two (2) years after the last formal discipline or conviction provided the confirmed penalty (after all appeal procedures have been exhausted) does not exceed the forfeiture of forty (40) or more hours pay or leave, or forty (40) or more hours suspension without pay.