26.01

Once a year, upon written request, the Commissioner or the Assistant Deputy Minister (as applicable) shall grant an employee permission to examine their own personnel file at the location where it is maintained. If it is determined, upon the basis of evidence supplied by the employee, that any material contained in the file is incorrect, such material shall be corrected accordingly.

An employee shall be permitted to examine their file during off duty hours and shall do so at their own personal expense.

26.02

The Employer agrees to remove from an employee’s personnel file the following items provided that as of the date of removal the member’s personnel file has been clear of similar documentation/offences for the period of time as specifically noted below:

(a) All letters of reprimand will be removed two (2) years after the date of the last noted incident;

(b) All records of disciplinary suspension will be removed five (5) years after the date of the last noted incident, provided the suspension does not exceed forty (40) hours.

Any such letter of reprimand or record of disciplinary suspension so removed cannot be used in any subsequent proceedings.

26.03

Notwithstanding 26.02 above, the Commissioner or Assistant Deputy Minister (as applicable) has the discretion to maintain discipline records for a longer or shorter period of time on an exceptional basis.

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