Is the location of personnel documents relevant in determining whether they need to be disclosed when someone requests their "personnel file"?
No. The term personnel record is defined by law as explained above. We cannot exempt a document from disclosure merely by not placing it in a person's department or central university personnel file. If a document falls within the definition of "personnel record," which is quite broad, then it must be disclosed to the employee upon request, regardless of its physical location. Further questions about personnel files should be directed to University Counsel at (330) 672-2982 and Human Resource Records at (330) 672-8316.