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2016 CBA Tentati ve Agreement Page 42 of 217 letters of confirmation of discussion, or any other similar documents) , oral admonishments confirmed in writing, and written admonishments shall be retained in an employee's in dividual record for a period of time not to exceed two (2) years from the date of issuance. If at the end of one (1) year it is decided that it is no longer warranted, these documents shall be removed. Performance Records of Conference(s) PRoC(s) or any similar document(s) shall not be retained for more than eighteen (18) months from the date of the event giving rise to the documentation. In the event an appropriate authority rules any of these documents to be unjustly issued, that specific document an d any related documentation shall be removed from the employee's record immediately and destroyed. Any reference to that document must be removed from the employee's record. Section 7. Letters of Reprimand and documents related to them shall be retaine d in the eOPF for no more than two (2) years. If at the end of one (1) year it is decided that it is no longer warranted, the Reprimand and related documents shall be removed. In the event a Letter of Reprimand is ruled by appropriate authority to have bee n unjustly issued, the Reprimand and related documents shall be removed immediately and destroyed. Any reference to a Letter of Reprimand which has been expunged from the eOPF must be removed from any other record. Section 8. Access to an employee's eOPF/ EPF, Medical, and Security file(s) shall be granted to other persons only as authorized by law and OPM regulation. The Agency shall maintain a log of all persons, outside the Civil Aviation Security and Human Resource Management offices, who have accessed an employee's eOPF/EPF or Security file in the performance of their duties. If no such log currently exists, it will be generated and filed in the employee's eOPF/EPF or Security file at the time the first request for access to his/her file is received and granted. This includes those files maintained at the employee's place of employment except for personnel who routinely maintain the files. Upon written request, the employee shall be permitted to review the log and make a copy in the presence of a managem ent official. Section 9. An employee, pursuant to OPM regulations, may request that a record maintained by the Agency be corrected or amended if he/she believes the information is incorrect. The Agency will advise the employee within fifteen (15) days of its determination concerning the employee's request. An employee who attempts unsuccessfully to correct or amend a record maintained by the Agency will be advised of the reasons for the refusal and may have a statement of disagreement placed in his/her fol der. Section 10. In accordance with 5 USC 552a, any disclosure of an employee's record, containing information about which the individual has filed a statement of disagreement, the Agency shall clearly note any portion of the record which is disputed and also provide copies of the employee's statement and, if appropriate, the Agency's reasons for not making the amendments. Section 11. Personal records, notes, or diaries maintained by a supervisor with regard to his/her work unit or employees are merely ex tensions of the supervisor's memory, and may be retained or discarded at the supervisor's discretion. Such notes are not subject to the provisions of the Privacy Act so long as the following conditions are met: a. They are kept and maintained for the supervi sor's personal use only. b. They are not circulated to anyone else, including secretarial staff or another supervisor of the same employee.

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