Bill Text: CA AB1399 | 2011-2012 | Regular Session | Amended
Bill Title: Employment records: right to inspect.
Sponsorship: Partisan Bill (Democrat 5)
Status: (Introduced - Dead) 2012-02-01 - Died pursuant to Art. IV, Sec. 10(c) of the Constitution. From committee: Filed with the Chief Clerk pursuant to Joint Rule 56. [AB1399 Detail]
Download: California-2011-AB1399-Amended.html
BILL NUMBER: AB 1399 AMENDED
BILL TEXT
AMENDED IN ASSEMBLY MAY 9, 2011
AMENDED IN ASSEMBLY APRIL 26, 2011
INTRODUCED BY Committee on Labor and Employment (Swanson (Chair),
Alejo, Allen, Furutani, and Yamada)
FEBRUARY 28, 2011
An act to amend Section 1198.5 of the Labor Code, relating to
employment records.
LEGISLATIVE COUNSEL'S DIGEST
AB 1399, as amended, Committee on Labor and Employment. Employment
records: right to inspect.
Under existing law, an employee has the right to inspect the
personnel records that his or her employer maintains relating to the
employee's performance or to any grievance concerning the employee.
This bill would require an employer to maintain personnel records
for a specified period of time and to provide a current or former
employee, or his or her representative, an opportunity to inspect and
make copies of those records within a specified period of time
, except during the pendency of a lawsuit filed by the employee or
former employer relating to a personnel matter . In addition,
in the event an employer violates these provisions, the bill would
permit a current or former employee or the Labor Commissioner to
recover a penalty of $750 from the employer, and would further permit
a current or former employee to obtain injunctive relief and
attorney's fees.
Under existing law, an employer shall be guilty of a misdemeanor
and is punishable by a fine, as specified, or imprisonment, as
specified, if he or she violates or refuses or neglects to comply
with certain provisions, including the above provisions.
This bill would notwithstand the above-described misdemeanor and
fine and imprisonment provisions and would, instead, provide that a
violation of the above provisions regarding personnel records
constitutes an infraction. Although this bill would change a
violation of the above-described provisions regarding personnel
records from a misdemeanor to an infraction, by expanding the scope
of what would constitute an infraction, this bill would impose a
state-mandated local program.
The California Constitution requires the state to reimburse local
agencies and school districts for certain costs mandated by the
state. Statutory provisions establish procedures for making that
reimbursement.
This bill would provide that no reimbursement is required by this
act for a specified reason.
Vote: majority. Appropriation: no. Fiscal committee: yes.
State-mandated local program: yes.
THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:
SECTION 1. Section 1198.5 of the Labor Code is amended to read:
1198.5. (a) Every current and former employee, and his or her
representative, has the right to inspect and receive copies of the
personnel records that the employer maintains relating to the
employee's performance or to any grievance concerning the employee.
(b) The employer shall make the contents of those personnel
records available for inspection to the current or former employee,
or his or her representative, at reasonable intervals and at
reasonable times, but not later than 21 30
calendar days from the date of a written or oral request, as
specified, for these records. Upon a written request from a current
or former employee, or his or her representative, the employer shall
also provide copies of the personnel records, at a charge not to
exceed the actual cost of reproduction, not later than 21
30 calendar days from the date of the request.
Except as provided in paragraph (2) of subdivision (c), the employer
is not required to make those personnel records or copies thereof
available at a time when the employee is actually required to render
service to the employer, if the requester is the employee.
(c) The employer shall do the following:
(1) With regard to all employees, maintain a copy of each employee'
s personnel records for a period of not less than three years after
termination of employment.
(2) With regard to current employees, make a current employee's
personnel records available for inspection, or provide copies
thereof, as requested by the employee or his or her representative,
at the place where the employee reports to work, or at another
location agreeable to the employer and the requester. If the employee
is required to inspect or receive copies at a location other than
the place where he or she reports to work, no loss of compensation to
the employee is permitted.
(3) With regard to former employees, make a former employee's
personnel records available for inspection, or provide copies
thereof, as requested by the employee or his or her representative,
at the location where the employer stores the records. A former
employee may receive copies by mail if he or she reimburses the
employer for actual postal expenses.
(d) The employer may take reasonable steps to verify the identity
of a current or former employee or his or her authorized
representative. For purposes of this section, "representative" means
a person authorized in writing by the employee to inspect, or receive
a copy of, his or her personnel records.
(e) The employer may designate the person to whom a request is
made.
(f) Prior to making records specified in subdivision (a) available
for inspection or providing copies of those records, the employer
may redact the name of any nonsupervisory employee contained therein.
(g) The requirements of this section do not apply to:
(1) Records relating to the investigation of a possible criminal
offense.
(2) Letters of reference.
(3) Ratings, reports, or records that were:
(A) Obtained prior to the employee's employment.
(B) Prepared by identifiable examination committee members.
(C) Obtained in connection with a promotional examination.
(4) Employees who are subject to the Public Safety Officers
Procedural Bill of Rights (Chapter 9.7 (commencing with Section 3300)
of Division 4 of Title 1 of the Government Code).
(5) Employees of agencies subject to the Information Practices Act
of 1977 (Title 1.8 (commencing with Section 1798) of Part 4 of
Division 3 of the Civil Code).
(h) If a public agency has established an independent employee
relations board or commission, an employee shall first seek relief
regarding any matter or dispute relating to this section from that
board or commission before pursuing any available judicial remedy.
(i) In enacting this section, it is the intent of the Legislature
to establish minimum standards for the inspection and the receipt of
copies of personnel records by employees. Nothing in this section
shall be construed to prevent the establishment of additional rules
for the inspection and the receipt of copies of personnel records
that are established as the result of agreements between an employer
and a recognized employee organization.
(j) If an employer fails to permit a current or former employee,
or his or her representative, to inspect or copy personnel records
within the times specified in this section, the current or former
employee or the Labor Commissioner may recover a penalty of seven
hundred fifty dollars ($750) from the employer.
(k) A current or former employee may also bring an action for
injunctive relief to obtain compliance with this section, and may
recover costs and reasonable attorney's fees in such an action.
(l) Notwithstanding Section 1199, a violation of this section is
an infraction. Impossibility of performance, not caused by or
resulting from a violation of law, may be asserted as an affirmative
defense by an employer in any action alleging a violation of this
section.
(m) If an employee or former employee files a lawsuit that relates
to a personnel matter against his or her employer or former
employer, the right of the employee, former employee or his or her
representative to inspect or copy personnel records under this
section ceases during the pendency of the lawsuit in the court with
original jurisdiction.
(n) For purposes of this section, a lawsuit "relates to a
personnel matter" if a current or former employee's personnel records
are relevant to the lawsuit.
SEC. 2. No reimbursement is required by this act pursuant to
Section 6 of Article XIII B of the California Constitution because
the only costs that may be incurred by a local agency or school
district will be incurred because this act creates a new crime or
infraction, eliminates a crime or infraction, or changes the penalty
for a crime or infraction, within the meaning of Section 17556 of the
Government Code, or changes the definition of a crime within the
meaning of Section 6 of Article XIII B of the California
Constitution.
