Common use of Access to Employee Files Clause in Contracts

Access to Employee Files. The Company and the Union agree that each employee will have one employee file. Employee files may reside at the Company’s Head Office in, Bolton, Ontario. From time to time a temporary file may be opened by a Supervisor or Manager for the purpose of conducting an investigation or responding to an issue in the workplace. Temporary files may contain personal and confidential information and will be located in a secured cabinet with controlled access while they are at the branch. Once it has been determined that a temporary file is no longer necessary, the Supervisor or Manager responsible for the file will ensure it is closed and the employee information is transferred to the employee’s file at the Company’s Head Office. The parties acknowledge there may be a delay of up to fourteen (14) calendar days in transferring information from a temporary file to an employee file. Employees are permitted to access their file for the purpose of reviewing all general and disciplinary information and documents contained within it no more than once per year. All requests to access employee files must be made in writing, fourteen