Request Employee Personnel File: What does “at reasonable times and intervals” mean?

Although there is no specific definition for this phrase, the Division of Labor Standards Enforcement (DLSE) has opined that “reasonable times” is during the regular business hours of the office where personnel records are usually and ordinarily maintained.

The employer is not required to make those personnel records or a copy available at a time when the employee is actually required to render a service to the employer. DLSE has further declared that its enforcement policy considers “reasonable intervals” to be once every year, unless there is reasonable cause to believe that the file has been altered in a manner that might adversely affect the interests of the employee, or the file contains information that is pertinent to an ongoing investigation affecting the employee, in which case more frequent inspections would be considered “reasonable”.

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