Privacy Issues in the Community College Workplace

4. Consequences of Prior Violations ................................................................................................................ 91 5. Duties of Requesting and Receiving Employers.......................................................................................... 91 6. Record-Keeping ............................................................................................................................................ 91 C. Maintaining Drug and Alcohol Test Results .................................................................................................91 S ECTION 5 Personnel Records and Files ........................................................................................................................................92 A. Internal Access to Personnel Records and Files ............................................................................................92 1. An Employee’s Right to Respond to Information in Her or His Personnel File......................................... 92 2. Privacy Rights of Third Parties When Employees Inspect Own Personnel Files....................................... 93 3. Checklist: Employee Personnel File Inspection Procedure ......................................................................... 94 4. Controlling Internal Access to Personnel Files ............................................................................................ 95 B. Third Party Access to Personnel Actions, Records, and Files.......................................................................95 1. Brown Act ..................................................................................................................................................... 95 2. California Public Records Act.................................................................................................................... 100 3. Union Access to Personnel File and Contact Information......................................................................... 107 4. Worksite Inspections of Personnel Files by Immigration Enforcement Agents ....................................... 108 C. Access to Personnel Records and Files in Litigation...................................................................................110 1. Overview..................................................................................................................................................... 110 2. Electronically Stored Information .............................................................................................................. 111 3. EEOC/DFEH Requests for Information..................................................................................................... 112 4. Subpoenas for Personnel Records .............................................................................................................. 113 5. Discovery of Police Records ...................................................................................................................... 115 D. Employer’s obligation to prevent identity theft...........................................................................................117 1. Section 114 of the FACT Act ..................................................................................................................... 118 2. Section 315 of the FACT Act ..................................................................................................................... 119 S ECTION 6 Searches and Surveillance .........................................................................................................................................120 A. Searches of Work Areas ..............................................................................................................................120 1. Employees in General................................................................................................................................. 120 2. Public Safety Officers................................................................................................................................. 127 3. Checklist: Guidelines for Conducting Searches......................................................................................... 127 B. Searches of Employees and Employee Property .........................................................................................128 C. Monitoring of Electronic Communications .................................................................................................129 D. Applicable Federal Law ..............................................................................................................................129 1. Reasonable Expectation of Privacy Standard Applies............................................................................... 129 2. Federal Statutes Prohibit Interception of Electronic Transmissions.......................................................... 130 3. Business Use and Notice Exceptions ......................................................................................................... 132 E. Applicable California Law ..........................................................................................................................135 F. California Electronic Communications Privacy Act – Application to Public Employer's Ability to Search Employer Owned Electronic Devices and Emails...........................................................139 G. Guidelines For Electronic Communications in the Workplace ...................................................................141 1. “Attorney-Client Communications” Sent Through Work E-Mail............................................................. 141 2. Other Types of “Privileged” Communications Sent Through Work E-Mail ............................................ 142 H. Video Surveillance of Employees ...............................................................................................................144 I. Tracking Devices.........................................................................................................................................147 J. Biometrics ...................................................................................................................................................148 K. Employer’s Affirmative Duty To Report Employees’ Unlawful Activity On The Internet ........................149

Privacy Issues in the Community College Workplace ©2019 (c) Liebert Cassidy Whitmore vi