As used in this sub-chapter the following definitions apply:

(1) "Access" means permission to view and use records.

(2) "Confidential records" means records concerning an employee to which there is restricted access.

(3) "Document" means an object upon which information is written, transcribed or recorded.

(4) "Employee personnel record" means information relating to an employee's employment with the state of Montana or a department of the state and is appropriate for preservation as evidence of employment policies, practices and decisions. An employee personnel record may be a paper document or it may be information maintained in an information system such as the payroll/personnel/position control system (P/P/P system) . Other programs including, but not limited to, Public Employees Retirement System (PERS) , worker's compensation or unemployment insurance, develop records relating to an employee which are not an employee personnel record as defined in this policy.

(5) "Payroll/Personnel/Position control system (P/P/P) " means the automated system established by the state of Montana to maintain some types of personnel records for state employees.

(6) "Records" means a body of recorded information. This information may be manually or electronically recorded and maintained.