(A) The Supervisor or Personnel Officer shall review an employee or former employee’s personnel record before releasing information to a third party and, except when the release is ordered in a legal action or arbitration to a party in that legal action or arbitration, shall delete disciplinary reports, letters of reprimand or other records of disciplinary action that are more than four years old.
(B) When notice is required by law, the Clerk or Personnel Officer shall provide written notice to an employee or former employee of a release of the employee’s personnel records.
(Board and Administrative Policies Manual, § 5.28)