Confidential Records

Personnel Files are not confidential records and under the Ohio Public Records Laws are open to the public, with a few exceptions, most notably medical records, social security numbers, and peace officer, fire fighter or EMT's residential and familial information. In order to facilitate compliance with Public Records Laws, medical records should be maintained in a separate folder from the personnel file. When providing personnel information as a result of a public records request the social security number must be redacted from any documents before they are disclosed. Forms, correspondence, and reports generated during a disciplinary, grievance, harassment or discriminatory proceeding are public record. [See: Ohio 1347.01 take reasonable precaution to protect personal information from unauthorized modification, destruction, use or disclosure]. [See also: Federal Laws that effect records, Ferpa].

Confidential Records should be stored separately from personnel file and may include:

Physical examination reports
Disability establishment
Disabilities accommodation requests
Psychiatric records
Psychological records
Maternity Leave/FMLA/personal/medical leave documents
Medical Records (medical history, diagnosis, prognosis, or medical condition)
Workers compensation claim documents
Social security numbers (must be redacted from all public documents prior to disclosure)
Attorney-client communications to or from university attorneys concerning university legal matters
Trade secrets: scientific, technical business and other information that derives independent economic value from, which is maintained under, confidential circumstances. Faculty research, until such time as it is patented, copyrighted or otherwise voluntarily made public, may be classified as a confidential trade secret