(A) Personnel file. One, and only one, personnel file shall be maintained for each employee and shall be in the custody of the Director of Human Resources. The personnel file shall contain all the official records of the city regarding an individual employee. Where past disciplinary actions or allegations of misconduct are relevant to considerations of future disciplinary action or promotion, only those disciplinary actions of record contained in the personnel file shall be considered. An employee may review their personnel file at reasonable times in the presence of the Director of Human Resources upon written request to the Director of Human Resources. Copies of documents shall be made available to the employee at a reasonable charge. All such copies shall be marked “employee's copy”. The confidentiality of matters contained in the personnel files shall be the responsibility of the Director of Human Resources who shall release only such information permitted or required by law, subject to the provisions of the Ohio Privacy Act.
(B) Retention of records. All actions of records, including appointment, evaluations, promotions, written reprimands, dismissals, suspensions, will be maintained in each employee's personnel file throughout their period of employment with the exception that records of written reprimands will be removed from the file upon the request of the employee two years after such was given, provided no further disciplinary action has occurred. Written reprimands so removed from the file shall be destroyed. In any case in which a written suspension, demotion or dismissal is disaffirmed through the grievance procedure, the personnel record shall clearly indicate such disaffirmance. Copies of commendations, letters of appreciation, training certificates or records, and like matters shall also be maintained in the personnel file.
(C) Inaccurate documents. If, upon examining their personnel file, an employee has reason to believe that there are inaccuracies in documents contained therein, the employee may write a memorandum to the Director of Human Resources explaining the alleged inaccuracy. If the Director concurs with the employee's contentions, the Director shall either correct or remove the faulty document or attach the employee's memorandum to the document and note thereon his concurrence with the memorandum. The Director may also attach the memorandum to the document and note his disagreement with memorandum's contents. The decision of the Director of Human Resources with regard to inaccurate documents shall be final.
('80 Code, § 163.24) (Ord. 3-80, passed 1-7-80)