Access to Personnel Files

Current and former employees may inspect or obtain a copy of the personnel records the Company maintains about their performance or about any grievance involving them. Certain documents may be excluded or redacted as permitted by law, and there are reasonable limits on how often requests may be made.

Any request to inspect or copy personnel records must be made in writing to Human Resources. A request form is available on request.

You may name a representative to inspect the records or receive a copy on your behalf, provided that the representative is authorized in writing by you. The Company may take reasonable steps to verify the identity of any representative you have designated.

Personnel records will be made available to you either at your worksite or at another mutually agreeable location, with no loss of compensation for time spent reviewing or copying the records. Access will be provided no later than 30 calendar days after the Company receives a written request, unless you (or your representative) agree in writing to a date beyond 30 calendar days, in which case access will be provided no later than 35 calendar days after the request.

If you ask for a copy of the file, you will be charged the actual cost of copying.

Disclosure of personnel information to outside parties (other than your designated representative) will be limited. The Company will, however, cooperate with authorized law enforcement officials and federal, state, or local agencies conducting official investigations, and will respond to subpoenas and other legally required disclosures.

Current and former employees may also inspect their payroll records on written or oral request and may request a copy. The Company will respond to written payroll record requests as soon as practicable, but no later than 21 calendar days after the request. A reasonable copying fee may apply.

Only authorized members of management and Human Resources have access to an employee's personnel file. Only Human Resources is authorized to release information about current or former employees on behalf of the Company. The Company will, however, cooperate with and provide access to law enforcement and federal, state, or local agencies in accordance with applicable law and in response to a valid subpoena.

For more information, contact Human Resources, the Custodian of Records, or the HIPAA Privacy Officer.