Records of disciplinary actions resulting in a suspension of five (5) days or less, or an equivalent loss of pay, will be removed from an employee's personnel file after a period of thirty (30) months has elapsed. Any subsequent offense of a similar nature shall extend the period of retention of the original disciplinary action for six (6) months.
Records of disciplinary action involving verbal and/or written reprimands shall cease to have force and effect twenty-four (24) months after their effective date, providing there is no intervening disciplinary action taken during that time period. All other records of disciplinary action shall cease to have force and effect thirty-six (36) months after their effective date, providing that there has been no intervening disciplinary action taken during that time period.
Records of disciplinary action must be specific in content, signed by the contributor and a copy furnished to the employee.
Records of disciplinary action shall cease to have full force and effect for internal office purposes (i.e., discipline and promotions) according to the following schedule, provided there have been no intervening disciplinary actions taken during the same time period:
Records of disciplinary action shall be removed from all City or Department maintained files and permanently destroyed in accordance with the following retention schedule and upon request of the employee:
1. Verbal Warning ‐ Written records of a verbal warning or counseling shall be removed and destroyed after twelve (12) months without a reoccurrence of similar conduct which gave rise to the warning or counseling.
Records of disciplinary action shall cease to have force and effect or be considered in future discipline matters, provided that there has been no other intervening discipline, according to the following schedule:
Records of disciplinary corrective action shall cease to be considered for future disciplinary matters in accordance with the following schedule, provided there are no intervening disciplinary action(s) during that time period:
Records of disciplinary action shall cease to have force and effect in accordance with the schedule in Section 34.3 of the Agreement, upon the completion of a twenty-four (24) month period following the effective date of such disciplinary action providing there is not intervening disciplinary action taken during that time period.
Records of disciplinary action shall be removed from the employee’s file and not referred to in the future after the earlier of:
(a) A period of one (1) year has elapsed from the incident giving rise to the discipline provided there are no further incidents of discipline during this one (1) year period; or
(b) Such disciplinary action or dismissal has been grieved and determined to be unjustified.
Records of disciplinary action issued after this agreement is executed shall cease to have force and effect and shall not be considered for purposes of progressive discipline after the time periods set forth below, provided that there has been no other intervening discipline taken during the applicable time periods.
