(1) It is the policy of the state of Montana to collect and maintain employee personnel records while protecting an employee's right of privacy pursuant to Article II, section 10 of the constitution of the state of Montana; and

(a) to insure employee awareness of records held; access to records, and to allow correction of records;

(b) to restrict access to confidential employee personnel records to only those with a job-related purpose for viewing or using the records. Others may have access to confidential records only with the informed and voluntary consent of the employee or with a valid legal order.

(2) It is the objective of this policy to provide minimum standards for employee record keeping and to require the adoption of a policy on employee record keeping by each depart­ment. The department policy must be adopted in compliance with this policy and in accordance with Title 2, chapter 6, Montana Code Annotated, related to records management.