417 Personal Information Records
Approval Date: May 20, 2009
Revision Effective: September 15, 2026
The official personnel file shall be kept by The Tri-County Board of Recovery and Mental Health Services (the “Employer”). Miami County Payroll and Human Resources will maintain files pertinent to their roles in regards to payroll, insurance and regulatory compliance. These records shall include, but may not be limited to such information as:
1. Personal data;
2. Employment application documents;
3. References;
4. Medical reports;
5. Documentation pertaining to an employee’s change of status;
6. Performance evaluations;
7. Communications or disciplinary actions; and
8. Records of all approved leaves of absence.
***Medical and Family and Medical Leave Act files are not considered public records.
The Executive Director and/or the Director of Finance and Administration is responsible for maintaining the personal information in the personnel files for the Tri-County Board.
Employees will be allowed to review the contents of their file(s), in the presence of the Director of Finance and Administration or the Executive Director. The employee must obtain advance permission of the Executive Director and schedule the review of the personnel file during normal business hours.
If an employee disputes any information contained in their personnel file, they may request the employer to investigate the disputed information. The employer will investigate and notify the employee of the result. The employer will remove any information it cannot verify or found to be inaccurate. The employer may permit the employee to include a brief statement of their position on any disputed information. The employer also reserves the right to place a statement in the file rebutting the employee’s statement.
Revision Effective: September 15, 2026
The official personnel file shall be kept by The Tri-County Board of Recovery and Mental Health Services (the “Employer”). Miami County Payroll and Human Resources will maintain files pertinent to their roles in regards to payroll, insurance and regulatory compliance. These records shall include, but may not be limited to such information as:
1. Personal data;
2. Employment application documents;
3. References;
4. Medical reports;
5. Documentation pertaining to an employee’s change of status;
6. Performance evaluations;
7. Communications or disciplinary actions; and
8. Records of all approved leaves of absence.
***Medical and Family and Medical Leave Act files are not considered public records.
The Executive Director and/or the Director of Finance and Administration is responsible for maintaining the personal information in the personnel files for the Tri-County Board.
Employees will be allowed to review the contents of their file(s), in the presence of the Director of Finance and Administration or the Executive Director. The employee must obtain advance permission of the Executive Director and schedule the review of the personnel file during normal business hours.
If an employee disputes any information contained in their personnel file, they may request the employer to investigate the disputed information. The employer will investigate and notify the employee of the result. The employer will remove any information it cannot verify or found to be inaccurate. The employer may permit the employee to include a brief statement of their position on any disputed information. The employer also reserves the right to place a statement in the file rebutting the employee’s statement.
