Section 1. Official Personnel Folders will be maintained in accordance with applicable laws, regulations and this agreement. Only information authorized by law or regulation will be maintained in the Official Personnel Folder.

Section 2.

A. Each employee or his personal representative designated in writing, will, upon request, be provided a copy of any document contained in his Employee Performance File (EPF)/Official Personnel Performance File (OPF)/Employee Relations (ER) record.

B. The photocopy of documents made available under Subsection 2A may be charged for in accordance with Title 5, Code of Federal Regulations. Section 297.206 in cases where the EPF/OPF/ER records are voluminous.

Section 3. There will be no unauthorized access to employee EPF/OPF/ER records, files, and/or documents.

Section 4. Requests for access to Official Personnel Folders shall be made in writing to the servicing personnel office. The review of the Official Personnel Folder will normally take place at the requesting employee's servicing personnel office. Where this is not feasible, it will take place at a site mutually agreed upon by the employee and/or Union representative and the Employer.

Section 5.

A. Records, notes or diaries maintained by a supervisor with regard to their work unit or employees are merely extensions of the supervisors memory, and may be retained or discarded at the supervisor's discretion.

B. Records, notes or diaries shall not be used as the basis to support any disciplinary or adverse action against an employee unless the employee has been shown and provided a copy when generated.

C. Records, notes or diaries shall not be used as a basis to support the following unless the employee has been shown and provided a copy when generated:
1. A performance evaluation of marginal or unacceptable;

2. The denial of a career ladder promotion;

3. The denial of a within-grade increase; or


D. If an employee is shown a note, record or diary as part of the administrative process he may submit a written response.

Section 6.

A. All EPF/OPF/ER records shall be maintained and located in accordance with applicable regulations and this Agreement.

B. Information not required for personnel, operational or other official reasons shall not be maintained in the EPF/OPF/ER record.