Common use of Privacy and Security of Files Clause in Contracts

Privacy and Security of Files. 1. All Personnel Files and Staff Relations files shall be maintained in a manner to reasonably insure their security. At a minimum, such files shall be kept in a locked filing cabinet. 2. Personnel Files shall only be viewed by individuals other than the employee on a "need-to-know" basis. Generally, this will mean, but not be limited to, those employees at the college or in the District Office who are responsible for maintaining the files, the supervisors and managers in the employee's chain of command, Personnel Commission staff, AFT Staff Guild representatives, and those individuals listed in D.5.d. above. 3. Whenever files, or parts of files, are moved, are in the possession of an authorized individual, are photocopied or microfilmed, or are transported or transmitted (i.e. by FAX or other electronic method) reasonable steps will be taken to insure the security of the materials. 4. Whenever materials, other than those referred to in D.5., from the Personnel File(s) are permanently removed, administratively or at the request of the employee, they shall be destroyed.

Privacy and Security of Files. ‌ 1. All Personnel Files and Staff Relations files shall be maintained in a manner to reasonably insure their security. At a minimum, such files shall be kept in a locked filing cabinet. 2. Personnel Files shall only be viewed by individuals other than the employee on a "need-to-know" basis. Generally, this will mean, but not be limited to, those employees at the college or in the District Office who are responsible for maintaining the files, the supervisors and managers in the employee's chain of command, Personnel Commission staff, AFT Staff Guild representatives, and those individuals listed in D.5.d. above. 3. Whenever files, or parts of files, are moved, are in the possession of an authorized individual, are photocopied or microfilmed, or are transported or transmitted (i.e. by FAX or other electronic method) reasonable steps will be taken to insure the security of the materials. 4. Whenever materials, other than those referred to in D.5., from the Personnel File(s) are permanently removed, administratively or at the request of the employee, they shall be destroyed.