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D.C. Municipal Regulations (Last Updated: September 13, 2017) |
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Title 6. PERSONNEL |
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SubTilte 6-B. GOVERNMENT PERSONNEL |
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Chapter 6-B31. RECORDS MANAGEMENT AND PRIVACY OF RECORDS |
Section 6-B3117. METHODS OF ACCESS
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3117.1The following shall be methods for allowing access to records when such access has been granted by a custodian of the personnel records or his or her designee:
(a)Inspection in person may be made in the office designated by the custodian of personnel records during the hours specified by the agency; or
(b)Generally, the D.C. Office of Personnel, or the Independent Personnel Authority having custody of the records, shall not furnish certified copies of records.
(c)Where copies of records are to be furnished, they may be mailed at the request of the data subject or, as determined by the D.C. Office of Personnel or the Independent Personnel Authority having custody of the records, only after payment of any fee levied in accordance with the Freedom of Information Regulations is received.
3117.2Where the requester seeks to obtain original documents, the D.C. Office of Personnel, or the Independent Personnel Authority having custody of the records, may reserve the right to limit the request to copies of the original records.
3117.3In no event shall original records be made available for review except in the presence of the custodian of the personnel records or his or her designee. Section 22-3107 of the District of Columbia Code makes it a crime to deface, mutilate, destroy, abstract or conceal the whole or any part of any record filed in a public office.
3117.4Special procedures may be applied when processing requests for medical records where the records contain information about medical conditions of such a nature that a prudent physician would hesitate to inform a person suffering from those conditions of their exact nature or probable outcome.
3117.5If the procedures are to be applied, the information sought shall be released only to a licensed physician designated in writing for that purpose by the data subject or the data subject's authorized representative, parent, or legal guardian.
3117.6The data subject or the data subject's parent, legal guardian, or authorized representative may be accompanied by someone of his or her choice during personnel access.
3117.7Neither the data subject nor his or her representative shall be required to justify the decision to be accompanied during access to a record in the presence of the accompanying individual.