Official Records and Files Clause Samples
The 'Official Records and Files' clause establishes the requirements for maintaining, storing, and accessing official documents and records related to the agreement. Typically, it outlines which party is responsible for keeping accurate records, the duration for which records must be retained, and the procedures for inspection or audit by the other party or regulatory authorities. This clause ensures transparency and accountability by providing a clear framework for recordkeeping, thereby reducing the risk of disputes over documentation and facilitating compliance with legal or contractual obligations.
Official Records and Files. All personnel records will be maintained or retained in accordance with law, rule or regulation.
Official Records and Files. A. No personnel record may be collected, maintained, or retained except in accordance with law, government-wide regulations, Agency regulations, and this Agreement. All personnel records are confidential and will only be accessed by individuals with an official need to know for the performance of their duties. Official Records must be retained in a secure location.
B. An employee may request, through their servicing Human Resources Specialist, that a record contained in his/her eOPF be corrected or amended in accordance with 5 U.S.C. § 552a(d)(2) and (3). Such requests must be accompanied with supporting documentation.
Official Records and Files. No personnel records may be collected, maintained, or retained except in accordance with law, government wide regulations, Agency regulations, and this Agreement. All personnel records are confidential and shall be known or viewed by officials only with a legitimate need to know for the performance of their duties; they must be maintained in a secure location.
Official Records and Files.
A. Civilian personnel records will be collected, maintained, and retained in accordance with law, regulation, and policy.
B. Personnel records will be maintained in a secure, confidential file and shall be viewed only by officials with a legitimate administrative need to know.
C. Employees shall be advised of the nature, purpose, and location of records that are maintained about them and of their right to access these records. This includes their Official Personnel Folder (OPF) and any local record-keeping systems, OPF Extension Files, or other systems of records.
▇. ▇▇▇▇▇▇▇▇▇ and their authorized representatives will be granted a reasonable amount of time to examine any of their personnel records, whether paper or electronic, on duty time. When these records are on paper, such examination will take place in the presence of a management official.
E. Employees and their authorized representatives have the right, on duty time, to prepare and submit any response or statements they wish to make about information contained in their personnel records or to add additional information or documents that are appropriate, relevant, work- related and that are not in violation of law or government-wide rules or regulations. If the employee alleges incorrect or omitted information, the Agency will, upon verification, correct the record in a timely manner.
F. Upon request, employees have the right to have a copy made of specific documents in their personnel records or to make their own copies of documents contained in their Electronic Official Personnel Folder (e-OPF).
G. Access to personnel records by the employee or his or her authorized representative will normally be granted within two (2) working days of the request if the records are maintained on the premises in which the employee is located. If the records are not so maintained, the Agency will initiate action to obtain the records from their location and will make them available to the employee as soon as possible. Grievance time limits, if applicable, should be stayed in the event it takes more than four (4) days for the records to be provided to the employee.
H. A reasonable amount of duty time will be provided employees to access their personnel records, to review them, add or correct information, and receive copies.
I. Employees shall have access to their e-OPF. Materials placed in the e-OPF will be available within one (1) pay period of the effective date. Issues regarding access to the e-OPF or the conte...
Official Records and Files. A. No personnel record may be collected, maintained, or retained except in accordance with law, government-wide regulations, VA Regulations, this Contract and any other Supplemental Contracts.
B. All Merged Records Personnel Folders (MRPF)/Employee Medical Files (EMF) are confidential and will be known, viewed, or disclosed by/to officials only with a legitimate need to know for the performance of their duties or as otherwise required by law.
C. All MRPFs, medical and other records with personally identifiable information will be maintained in a secure location.
D. RNs will be annually advised of the purpose, and intended use of the MRPF or any other file specific to them maintained under their name, social security number, and/or any recognizable personal identifier and its location.
Official Records and Files. This Article refers to any records that meet the definition of a Privacy Act system of records in accordance with 5 USC 552a. The term “
Official Records and Files. 4.1. Personnel records may only be collected, maintained, or retained in accordance with law, higher authority regulation, and this Agreement. All personnel records are confidential, shall be known or viewed by officials only with a legitimate administrative need to know, and must be retained in a secure location.
a. Employees and/or their authorized representative, who have been so authorized in writing, shall have the right to examine their records for a reasonable amount of time in the presence of a management official. The employee shall have the right to prepare and enter on the record, while on duty status, a response to material placed in such records.
b. Access to personnel records of the employee by the employee and/or the authorized representative who has been so authorized in writing will be granted within three (3) workdays of the request.
c. Employees who review their records may request a photocopy of its content(s). The hardcopy or electronic copy will be provided within three (3) workdays of the request.
d. Any records used in a disciplinary or adverse action must have been disclosed to the employee on a timely basis.
Official Records and Files. No personnel record may be collected, maintained, or retained except in accordance with law, government-wide regulation and this Agreement.
Section 4.1 Personnel records will be maintained in a secure, confidential file and shall be viewed only by officials with a legitimate administrative need to know.
Section 4.2 Employees shall be advised of the nature, purpose, and location of records that are maintained about them and of their right to access these records. This includes their Official Personnel Folder (OPF) or electronic Official Personnel Folder (eOPF) and any other folder related to their employment. In the event other personnel files are maintained on an Employee, such files will be made available to them for inspection upon request.
Section 4.3 Employees will have the right and be granted a reasonable amount of time to examine any of their personnel records, whether paper or electronic, on duty time. Employees have the right, on duty time, to prepare and submit any response or statements they wish to make about information contained in their personnel records or to add additional information or documents that are appropriate, relevant, work related and that are not in violation of law or government-wide rules or regulations. If the Employee alleges incorrect or omitted information, the Agency will, upon verification, correct the record. Upon request, Employees have the right to have a copy made of specific documents in their personnel records. Access to personnel records by the Employee or his or her authorized representative will normally be granted within two (2) working days of the request. If the records are not immediately available, the Agency will initiate action to obtain the records from their location and will make them available to the Employee as soon as possible. Grievance time limits, if applicable, should be stayed in the event it takes more than four (4) days for the records to be provided to the Employee. Access to personnel records to review them, add or correct information and receive copies will be without cost, charge to leave or loss of pay.
Section 4.4 Employees shall be notified of any material placed in their personnel records within three (3) working days. Other than records that are exempt, any records that have not been disclosed to an Employee on a timely basis and placed in the personnel record file should not be used in any disciplinary, adverse action or performance-based action.
Section 4.5 Personal notes prepared...
Official Records and Files. A. Voice Recordings No personal voice recordings may be collected, maintained, or retained without the knowledge and consent of another employee except in accordance with law, government-wide regulation and this Agreement. An exception to this section is a criminal or administrative investigation.
B. Personnel Records Personnel records will be maintained in accordance with OPM regulations and only officials with legitimate need to know may access personnel records.
C. Notice of Records Employees are advised that the Agency maintains systems of records, including an Official Personnel File (OPF) and a local district/division file. If district/division management maintains another system of personnel records, management will ensure the Employee is aware. Access to these records will be guided by the following section.
D. Accessing Personnel Records Employees have immediate access to their respective OPF through the online Electronic Official Personnel File (e-OPF). Employees will be granted a reasonable amount of time to examine any of their personnel records. Access and correction of personnel records will be granted without cost to leave or loss of pay.
E. Notification of Changes to Personnel Records Pursuant to the Privacy Act (5 USC 552a), employees may request copies of any material placed in their personnel records and request amendment of a record pertaining to the employee. The Agency shall then either make any relevant corrections or inform the employee of its refusal to amend the record along with its rationale and how the employee may request a review of that refusal.