417 Personal Information Records
Original Approval Date: February 21, 1996
Revision Effective: May 20, 2009
Supersedes: #502
The Tri County Board maintains and is responsible for personal information maintained concerning employees. “Personal information” includes all information about an employee defined in Ohio Revised Code (ORC) 1347.04(E), and may include such information as
a. personal data
b. employment application documents
c. references
d. medical reports
e. documentation pertaining to an employee’s change of status
f. performance evaluations
g. communications or disciplinary actions
h. paid and unpaid leave records
The Board and the Miami County Personnel/Benefits office shall only use the personal information in the personal information system in a manner consistent with the system and in accordance with ORC Section 1347.01 et. seq. ORC 149.43 et. seq. or as otherwise required by law or court order.
Personnel records are considered public information, and most portions are subject to disclosure per ORC 149.43.
Each employee shall be allowed to review the contents of the file(s) pertaining to them. Employees may also request that the Board or designee conduct an investigation to determine if the information in their file is accurate, relevant, timely and complete. This investigation must occur within ninety (90) days of receipt of written request by the employee. All information determined by the Director of Finance and Administration to be inaccurate as a result of such investigation shall be deleted. If the Director of Finance and Administration determines the record to be correct, the employee may append a brief statement to the file.
The Board will not initiate or process any disciplinary action against an employee who brings to the attention of appropriate authorities, the media, or any member of the public, evidence of unauthorized use of information contained in the personal information system.
The Board shall monitor the accuracy, relevance, timeliness and completeness of its personal information systems, take reasonable precautions to protect personal information in the system from unauthorized and unlawful modification, destruction, use or disclosure, and shall collect, maintain and use only that personal information necessary and relevant to the Board’s functions.
Revision Effective: May 20, 2009
Supersedes: #502
The Tri County Board maintains and is responsible for personal information maintained concerning employees. “Personal information” includes all information about an employee defined in Ohio Revised Code (ORC) 1347.04(E), and may include such information as
a. personal data
b. employment application documents
c. references
d. medical reports
e. documentation pertaining to an employee’s change of status
f. performance evaluations
g. communications or disciplinary actions
h. paid and unpaid leave records
The Board and the Miami County Personnel/Benefits office shall only use the personal information in the personal information system in a manner consistent with the system and in accordance with ORC Section 1347.01 et. seq. ORC 149.43 et. seq. or as otherwise required by law or court order.
Personnel records are considered public information, and most portions are subject to disclosure per ORC 149.43.
Each employee shall be allowed to review the contents of the file(s) pertaining to them. Employees may also request that the Board or designee conduct an investigation to determine if the information in their file is accurate, relevant, timely and complete. This investigation must occur within ninety (90) days of receipt of written request by the employee. All information determined by the Director of Finance and Administration to be inaccurate as a result of such investigation shall be deleted. If the Director of Finance and Administration determines the record to be correct, the employee may append a brief statement to the file.
The Board will not initiate or process any disciplinary action against an employee who brings to the attention of appropriate authorities, the media, or any member of the public, evidence of unauthorized use of information contained in the personal information system.
The Board shall monitor the accuracy, relevance, timeliness and completeness of its personal information systems, take reasonable precautions to protect personal information in the system from unauthorized and unlawful modification, destruction, use or disclosure, and shall collect, maintain and use only that personal information necessary and relevant to the Board’s functions.
