The policy committee reviewed a consolidated personnel‑files policy (Policy 324) on May 15 and instructed staff to align the personnel‑file language with the district’s records‑retention schedule, to preserve the separate storage of medical records and background clearances, and to avoid prematurely destroying personnel documents that might be needed for litigation or later inquiries.

Why it matters: personnel files contain employment, certification, medical and background information that carries records‑retention and ADA confidentiality implications.

Committee discussion and clarifications
- Records retention alignment: Some committee members recommended tying language in the personnel file policy to the district’s records‑retention schedule instead of stating that material “shall be destroyed” after unspecified intervals. Staff and committee discussed retaining personnel‑file materials for six years after an employee leaves, consistent with the retention schedule, but preserving flexibility when litigation or other legal holds apply.
- Medical information and ADA separation: Staff said current practices keep medical information separate from the main personnel file in order to comply with ADA privacy protections; the committee asked that practice be explicitly reflected in the policy.
- Practical approach: Committee members and staff agreed it is safer to retain personnel documents rather than destroy them prematurely; staff noted the records‑retention policy already contemplates periodic, systematic review and destruction in accordance with the retention schedule.

Direction to staff and next steps
- Staff to: (1) align the personnel‑files policy language with the district’s records‑retention schedule and include an explicit reference to retaining files for a defined period (for example, six years after separation) unless a legal hold or litigation applies; (2) explicitly note the separation of medical records from personnel files for ADA compliance; and (3) ensure the policy language does not conflict with existing retention schedule requirements.

Ending: The committee will advance the policy after staff reconcile the personnel‑file text with the district’s records retention schedule and clarify medical‑record handling.