Sec­tion 1.  Per­son­nel Files.  The Employ­er shall keep a cen­tral per­son­nel file with­in the bar­gain­ing unit for each offi­cer.  Employ­er is free to keep work­ing files, but mate­r­i­al not main­tained in the cen­tral per­son­nel file may not pro­vide the basis for dis­ci­pli­nary or oth­er action against an officer.

Sec­tion 2.  Inspec­tion.  Upon request of an offi­cer, the Employ­er shall rea­son­ably per­mit an offi­cer to inspect his per­son­nel file sub­ject to the following:

(A) Such inspec­tion shall occur imme­di­ate­ly fol­low­ing receipt of the request;

(B) Such inspec­tion shall occur dur­ing day­time work­ing hours Mon­day through Fri­day upon rea­son­able request;

(C) The offi­cer shall not be per­mit­ted to remove any part of the per­son­nel file from the premis­es but may obtain copies of any infor­ma­tion con­tained there­in upon pay­ment for the cost of copying;

(D) Upon writ­ten autho­riza­tion by the request­ing offi­cer, in cas­es where such offi­cer has a writ­ten griev­ance pend­ing, and is inspect­ing his file with respect to such griev­ance, that offi­cer may have a rep­re­sen­ta­tive of the Union present dur­ing such inspec­tion and/or may des­ig­nate in such writ­ten autho­riza­tion that said rep­re­sen­ta­tive may inspect his per­son­nel file sub­ject to the pro­ce­dures con­tained in this Article;

(E) Pre-employ­­ment infor­ma­tion, such as ref­er­ence reports, cred­it checks or infor­ma­tion pro­vid­ed the Employ­er with a spe­cif­ic request that it remain con­fi­den­tial, shall not be sub­ject to inspec­tion or copying;

(F) Mate­r­i­al exempt from inspec­tion by state or fed­er­al law shall be exempt from inspec­tion and copying.

Sec­tion 3.  Noti­fi­ca­tion.  Offi­cers shall be giv­en imme­di­ate notice by Employ­er when a for­mal, writ­ten warn­ing or oth­er dis­ci­pli­nary doc­u­men­ta­tion is per­ma­nent­ly placed in their per­son­nel file.

Sec­tion 4.  Lim­i­ta­tion on Use of File Mate­r­i­al.  It is agreed that any mate­r­i­al and/or mat­ter not avail­able for inspec­tion, such as pro­vid­ed in Sec­tion 1 and 2 above, shall not be used in any man­ner or any forum adverse to the officer’s inter­ests, until the offi­cer is noti­fied of the use of the mate­r­i­al and/or mat­ter.  There­after, the mate­r­i­al shall be sub­ject to rea­son­able inspec­tion in con­junc­tion with the pro­ceed­ing to which it is relat­ed.  Writ­ten rep­ri­mands or oth­er doc­u­men­ta­tion shall not be used in any man­ner or forum adverse to the employee’s inter­ests three (3) years after its issuance.