(A) A request by a city employee or by his or her authorized agent or licensed physician to review all or part of that employee's official personnel file shall be processed as follows:
(1) The request shall be made to any staff member of the personnel office.
(2) The personnel office staff shall set an appointed time during regular business hours for the employee or his or her authorized agent or licensed physician to inspect, examine and copy any information from the employee's official personnel record that is not designated by the statute to be withheld from the employee or from his or her authorized agent or licensed physician. The review shall take place in the personnel office.
(3) Before the contents of a personnel file are released for inspection, examination or copying by an employee or his or her authorized agent, the personnel office staff shall temporarily remove letters of reference solicited prior to employment and/or information that a prudent physician would not divulge to his or her patient. The documents shall be replaced in the file after the inspection is completed.
(B) An employee who objects to material in his or her file on grounds that it is inaccurate or misleading may place in the file a statement relating to the material or the employee may seek to have the material removed from the file by following the city's grievance procedure, including appeal to the City Manager.
(`86 Code, § 2-82)