PA System OPM/GOVT-1

[Federal Register: June 19, 2006 (Volume 71, Number 117)]

[Notices]

[Page 35341-35363]

From the Federal Register Online via GPO Access [wais.access.gpo.gov]

[DOCID:fr19jn06-117]

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Part II

Office of Personnel Management

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Privacy Act of 1974; Publication of Notice of Systems of Records, a

Proposed New Routine Use, New Category of Records and an Amendment of a

Current Category of Records; Notice

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OFFICE OF PERSONNEL MANAGEMENT

Privacy Act of 1974; Publication of Notice of Systems of Records,

a Proposed New Routine Use, New Category of Records and an Amendment of

a Current Category of Records

AGENCY: Office of Personnel Management.

ACTION: Notice; publication of the eight Governmentwide systems of

records managed by the Office of Personnel Management (OPM).

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SUMMARY: This notice provides in one issue of the Federal Register an

accurate and complete text of the Office of Personnel Management's

eight Governmentwide systems of records notices most widely used by

individuals and Privacy Act officers. This notice proposes to add a new

Category of Records and a new Routine Use to one system of records and

amends a Category of Records in the same system. This notice will also

make administrative changes to reflect changes in the name and location

of system managers for all Governmentwide systems of records. We are

amending a Category of Records, adding a new Category of Records and

adding a new Routine Use in OPM's Governmentwide-1 system of records.

In addition, we are making needed administrative changes necessitated

by changes in office titles of system managers for all eight systems of

records that have occurred in the OPM's reorganization since the last

publication of these notices on April 27, 2000.

DATES: The notice with the administrative (non-substantive) changes are

effective on June 19, 2006. The amendment of one Category of Records,

the addition of a new Category of Records and a new Routine Use will

become effective without further notice, on July 31, 2006 unless

otherwise revised pursuant to comments received.

ADDRESSES: Written comments may be delivered to: Deputy Associate

Director, Center for HR Systems Requirements and Strategies , Room

6H31, U.S. Office of Personnel Management, 1900 E Street, NW.,

Washington, DC 20415.

FOR FURTHER INFORMATION CONTACT: Mickey Trinite, Personnel Records

Management Specialist, Personnel Systems Group, (202) 606-2016.

SUPPLEMENTARY INFORMATION: The Office of Personnel Management (OPM)

last published its Governmentwide systems notices on April 27, 2000.

This notice reflects revised internal designation of the system

managers and their respective offices in accordance with an agencywide

reorganization. In addition, we propose to amend a Category of Records

``g'', add a Category of Records ``n'' and a new Routine Use ``oo'',

and reinstate ``Note 6'' (which was inadvertently deleted during the

last publication of this notice) to Governmentwide-1 system of records.

These changes will not affect any Privacy Act rights afforded

individuals who are the subject of such records.

The Enterprise Human Resources Integration initiative (EHRI) is a

new Category of Records ``n'' (Governmentwide--1) OPM has developed to

conform with and support the E-Government Act of 2002. This Act

provides the authority to expand the use of internet and computer

resources in the delivery of Government services. The Act authorizes

the President's Management Agenda e-Government initiatives, and

endorses and requires Federal agencies to support these initiatives,

including EHRI. EHRI will improve the internal efficiency and

effectiveness of the Federal Government by streamlining and automating

the exchange of Federal employee HR information.

Category of Records ``g'' of Governmentwide--1 is being amended to

more clearly identify data elements in the Central Personnel Data File

and their sources.

A new Routine Use ``oo'' for Governmentwide--1 is being proposed to

provide pertinent workforce information to appropriate Federal

officials for use in national or homeland security emergency/disaster

response.

``Note 6'' is reinstated to clarify that home addresses will

generally not be released to labor organizations from Governmentwide--1

as it is not the most accurate or up-to-date reposting of this

information. Instead, the information should be released from an

accurate internal system.

The system report, as required by 5 U.S.C. 552a(r), has been

submitted to the Committee on Homeland Security and Governmental

Affairs of the United States Senate, the Committee on Government Reform

and Oversight of the House of Representatives and the Office of

Management and Budget. Following is a complete text of these eight

Office of Personnel Management systems of records.

Office of Personnel Management.

Dated: May 24, 2006.

Linda M. Springer,

Director.

OPM/GOVT-1

System Name:

General Personnel Records.

System Location:

Records on current Federal employees are located at OPM and with

Personnel Officers, electronically maintained, or are at other

designated offices of the local installation of the department or

agency that currently employs the individual. When agencies determine

that duplicates of these records need to be located in a second office,

e.g., an administrative office closer to where the employee actually

works, such copies are covered by this system. Former Federal

employees' Official Personnel Folders (OPFs) are located at the

National Personnel Records Center, National Archives and Records

Administration, 111 Winnebago Street, St. Louis, Missouri 63118.

Records not considered long-term records, but which may be retained in

the OPF or elsewhere during employment, and which are also included in

this system, may be retained by agencies for a period of time after the

employee leaves service.

The use of the phrase ``long-term'' to describe those records filed

on the right-hand-side of OPFs is used throughout this notice because

these records are not actually permanently retained. The term

``temporary'' is used when referencing short-term records filed on the

left-hand-side of OPFs and all other records not filed in the OPF, but

covered by this notice.

Note 1: The records in this system are ``owned'' by the Office

of Personnel Management (OPM) and must be provided to those OPM

employees who have an official need or use for those records.

Therefore, if an employing agency is asked by an OPM employee to

access the records within this system, such a request must be

honored.

Categories of Individuals Covered by the System:

Current and former Federal employees as defined in 5 U.S.C. 2105.

(Volunteers, grantees, and contract employees on whom the agency

maintains records may also be covered by this system).

Categories of Records in the System:

All categories of records may include identifying information, such

as name(s), date of birth, home address, mailing address, social

security number, and home telephone. This system includes, but is not

limited to, contents of the OPF as specified in OPM's

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Operating Manual, ``The Guide to Personnel Recordkeeping.'' Records in

this system are--

a. Records reflecting work experience, educational level achieved,

and specialized education or training obtained outside of Federal

service.

b. Records reflecting Federal service and documenting work

experience and specialized education received while employed. Such

records contain information about past and present positions held;

grades; salaries; duty station locations; and notices of all personnel

actions, such as appointments, transfers, reassignments, details,

promotions, demotions, reductions-in-force, resignations, separations,

suspensions, OPM approval of disability retirement applications,

retirement, and removals.

c. Records on participation in the Federal Employees' Group Life

Insurance Program and Federal Employees Health Benefits Program.

d. Records relating to an Intergovernmental Personnel Act

assignment or Federal-private sector exchange program.

Note 2: Some of these records may also become part of the OPM/

CENTRAL-5, Intergovernmental Personnel Act Assignment Record system.

e. Records relating to participation in an agency Federal Executive

or SES Candidate Development Program.

Note 3: Some of these records may also become part of the OPM/

CENTRAL-3, Federal Executive Development Records; or OPM/CENTRAL-13,

Senior Executive Service Records systems.

f. Records relating to Government-sponsored training or

participation in an agency's Upward Mobility Program or other personnel

program designed to broaden an employee's work experiences and for

purposes of advancement (e.g., an administrative intern program).

g. Records contained in the Central Personnel Data File (CPDF)

maintained by OPM and exact substantive representations in agency

manual or automated personnel information systems. These data elements

include many of the above records along with handicap and race and

national origin, pay, and performance information from other OPM and

agency systems of records. A definitive list of CPDF data elements is

contained in OPM's Operating Manuals, The Guide to Central Personnel

Data File Reporting Requirements and The Guide to Personnel Data

Standards.

h. Records on the Senior Executive Service (SES) maintained by

agencies for use in making decisions affecting incumbents of these

positions, e.g., relating to sabbatical leave programs, reassignments,

and details, that are perhaps unique to the SES and that may be filed

in the employee's OPF. These records may also serve as the basis for

reports submitted to OPM for implementing OPM's oversight

responsibilities concerning the SES.

i. Records on an employee's activities on behalf of the recognized

labor organization representing agency employees, including accounting

of official time spent and documentation in support of per diem and

travel expenses.

Note 4: Alternatively, such records may be retained by an agency

payroll office and thus be subject to the agency's internal Privacy

Act system for payroll records. The OPM/GOVT-1 system does not cover

general agency payroll records.

j. To the extent that the records listed here are also maintained

in an agency electronic personnel or microform records system, those

versions of these records are considered to be covered by this system

notice. Any additional copies of these records (excluding performance

ratings of record and conduct-related documents maintained by first

line supervisors and managers covered by the OPM/GOVT-2 system)

maintained by agencies at field/administrative offices remote from

where the original records exist are considered part of this system.

Note 5: It is not the intent of OPM to limit this system of

records only to those records physically within the OPF. Records may

be filed in other folders located in offices other than where the

OPF is located. Further, as indicated in the records location

section, some of these records may be duplicated for maintenance at

a site closer to where the employee works (e.g., in an

administrative office or supervisors work folder) and still be

covered by this system. In addition, a working file that a

supervisor or other agency official is using that is derived from

OPM/GOVT-1 is covered by this system notice. This system also

includes working files derived from this notice that management is

using in its personnel management capacity.

k. Records relating to designations for lump sum death benefits.

l. Records relating to classified information nondisclosure

agreements.

m. Records relating to the Thrift Savings Plan (TSP) concerning the

starting, changing, or stopping of contributions to the TSP as well as

the how the individual wants the investments to be made in the various

TSP Funds.

n. Records contained in the Enterprise Human Resources Integration

(EHRI) data warehouse (including the Central Employee Record, the

Business Intelligence file that provide resources to obtain career

summaries, and the electronic Official Personnel Folder (eOPF))

maintained by OPM and exact substantive representations in agency

manual or automated personnel information systems. These data elements

include many of the above records along with additional human resources

information such as training, payroll and performance information from

other OPM and agencies systems of records. A definitive list of EHRI

data elements is contained in OPM's Guide to Human Resources Reporting

and The Guide to Personnel Data Standards.

Authority for Maintenance of the System includes the following with any

revisions or amendments:

5 U.S.C. 1302, 2951, 3301, 3372, 4118, 8347, and Executive Orders

9397, 9830, and 12107.

Purposes:

The OPF and other general personnel records files are the official

repository of the records, reports of personnel actions, and the

documentation required in connection with these actions effected during

an employee's Federal service. The personnel action reports and other

documents, some of which are filed as long-term records in the OPF,

give legal force and effect to personnel transactions and establish

employee rights and benefits under pertinent laws and regulations

governing Federal employment.

These files and records are maintained by OPM and agencies for the

OPM in accordance with OPM regulations and instructions. They provide

the basic source of factual data about a person's Federal employment

while in the service and after his or her separation. Records in this

system have various uses by agency personnel offices, including

screening qualifications of employees; determining status, eligibility,

and employee's rights and benefits under pertinent laws and regulations

governing Federal employment; computing length of service; and other

information needed to provide personnel services. These records and

their automated or microform equivalents may also be used to locate

individuals for personnel research.

Routine Uses of Records Maintained in the Systems, Including Categories

of Users and the Purposes of Such Uses:

These records and information in these records may be used--

a. To disclose information to Government training facilities

(Federal, State, and local) and to non-Government training facilities

(private vendors of

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training courses or programs, private schools, etc.) for training

purposes.

b. To disclose information to education institutions on appointment

of a recent graduate to a position in the Federal service, and to

provide college and university officials with information about their

students working in the Student Career Experiment Program, Volunteer

Service, or other similar programs necessary to a student's obtaining

credit for the experience gained.

c. To disclose information to officials of foreign governments for

clearance before a Federal employee is assigned to that country.

d. To disclose information to the Department of Labor, Department

of Veterans Affairs, Social Security Administration, Department of

Defense, or any other Federal agencies that have special civilian

employee retirement programs; or to a national, State, county,

municipal, or other publicly recognized charitable or income security

administration agency (e.g., State unemployment compensation agencies),

when necessary to adjudicate a claim under the retirement, insurance,

unemployment, or health benefits programs of the OPM or an agency cited

above, or to an agency to conduct an analytical study or audit of

benefits being paid under such programs.

e. To disclose information necessary to the Office of Federal

Employees Group Life Insurance to verify election, declination, or

waiver of regular and/or optional life insurance coverage, eligibility

for payment of a claim for life insurance, or to TSP election change

and designation of beneficiary.

f. To disclose, to health insurance carriers contracting with OPM

to provide a health benefits plan under the Federal Employees Health

Benefits Program, information necessary to identify enrollment in a

plan, to verify eligibility for payment of a claim for health benefits,

or to carry out the coordination or audit of benefit provisions of such

contracts.

g. To disclose information to a Federal, State, or local agency for

determination of an individual's entitlement to benefits in connection

with Federal Housing Administration programs.

h. To consider and select employees for incentive awards and other

honors and to publicize those granted. This may include disclosure to

other public and private organizations, including news media, which

grant or publicize employee recognition.

i. To consider employees for recognition through quality-step

increases, and to publicize those granted. This may include disclosure

to other public and private organizations, including news media, which

grant or publicize employee recognition.

j. To disclose information to officials of labor organizations

recognized under 5 U.S.C. chapter 71 when relevant and necessary to

their duties of exclusive representation concerning personnel policies,

practices, and matters affecting working conditions.

Note 6: The release of updated home addresses of all bargaining

unit employees to labor organizations recognized under 5 U.S.C.

chapter 71 from an accurate internal system of records is necessary

for full and proper discussion, understanding, and negotiation of

subjects within the scope of collective bargaining under 5 U.S.C.

7114(b)(4). OPM has determined that retrieval of home addresses from

OPM/GOVT-1 or any other system of records administered by OPM would

yield a great deal of inaccurate information because the home

addresses are not regularly updated, and frequently are inaccurate.

Consequently, the release of the home addresses from this system

would not serve the purpose of the disclosure, namely, the

furnishing of correct and useful information. Use of this system,

which is not wholly automated, would require an inordinate amount of

time to locate information that was not requested, namely,

inaccurate home addresses. Accordingly, home addresses will not be

released from OPM/GOVT-1 or any other system administered by OPM,

but should be released from an accurate internal system. OPM's

internal system of records, which is clearly the most accurate

repository of the home address of OPM employees, will be utilized to

accomplish this release of information. See Federal Register of

March 8, 1996 (61 FR 9510).

k. To disclose pertinent information to the appropriate Federal,

State, or local agency responsible for investigating, prosecuting,

enforcing, or implementing a statute, rule, regulation, or order, when

the disclosing agency becomes aware of an indication of a violation or

potential violation of civil or criminal law or regulation.

l. To disclose information to any source from which additional

information is requested (to the extent necessary to identify the

individual, inform the source of the purpose(s) of the request, and to

identify the type of information requested), when necessary to obtain

information relevant to an agency decision to hire or retain an

employee, issue a security clearance, conduct a security or suitability

investigation of an individual, classify jobs, let a contract, or issue

a license, grant, or other benefits.

m. To disclose to a Federal agency in the executive, legislative,

or judicial branch of Government, in response to its request, or at the

initiation of the agency maintaining the records, information in

connection with the hiring of an employee, the issuance of a security

clearance, the conducting of a security or suitability investigation of

an individual, the classifying of jobs, the letting of a contract, the

issuance of a license, grant, or other benefits by the requesting

agency, or the lawful statutory, administrative, or investigative

purpose of the agency to the extent that the information is relevant

and necessary to the requesting agency's decision.

n. To disclose information to the Office of Management and Budget

at any stage in the legislative coordination and clearance process in

connection with private relief legislation as set forth in OMB Circular

No. A-19.

o. To provide information to a congressional office from the record

of an individual in response to an inquiry from that congressional

office made at the request of the individual.

p. To disclose information to another Federal agency, to a court,

or a party in litigation before a court or in an administrative

proceeding being conducted by a Federal agency, when the Government is

a party to the judicial or administrative proceeding.

q. To disclose information to the Department of Justice, or in a

proceeding before a court, adjudicative body, or other administrative

body before which the agency is authorized to appear, when:

1. The agency, or any component thereof; or

2. Any employee of the agency in his or her official capacity; or

3. Any employee of the agency in his or her individual capacity

where the Department of Justice or the agency has agreed to represent

the employee; or

4. The United States, when the agency determines that litigation is

likely to affect the agency or any of its components, is a party to

litigation or has an interest in such litigation, and the use of such

records by the Department of Justice or the agency is deemed by the

agency to be relevant and necessary to the litigation provided,

however, that in each case it has been determined that the disclosure

is compatible with the purpose for which the records were collected.

r. By the National Archives and Records Administration in records

management inspections and its role as Archivist.

s. By the agency maintaining the records or by the OPM to locate

individuals for personnel research or survey response, and in the

production of summary descriptive statistics and analytical studies in

support of the

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function for which the records are collected and maintained, or for

related workforce studies. While published statistics and studies do

not contain individual identifiers, in some instances, the selection of

elements of data included in the study may be structured in such a way

as to make the data individually identifiable by inference.

t. To provide an official of another Federal agency information

needed in the performance of official duties related to reconciling or

reconstructing data files, in support of the functions for which the

records were collected and maintained.

u. When an individual to whom a record pertains is mentally

incompetent or under other legal disability, information in the

individual's record may be disclosed to any person who is responsible

for the care of the individual, to the extent necessary to assure

payment of benefits to which the individual is entitled.

v. To disclose to the agency-appointed representative of an

employee all notices, determinations, decisions, or other written

communications issued to the employee in connection with an examination

ordered by the agency under fitness-for-duty examination procedures.

w. To disclose, in response to a request for discovery or for

appearance of a witness, information that is relevant to the subject

matter involved in a pending judicial or administrative proceeding.

x. To disclose to a requesting agency, organization, or individual

the home address and other relevant information on those individuals

who it reasonably believed might have contracted an illness or might

have been exposed to or suffered from a health hazard while employed in

the Federal workforce.

y. To disclose specific civil service employment information

required under law by the Department of Defense on individuals

identified as members of the Ready Reserve to assure continuous

mobilization readiness of Ready Reserve units and members, and to

identify demographic characteristics of civil service retirees for

national emergency mobilization purposes.

z. To disclose information to the Department of Defense, National

Oceanic and Atmospheric Administration, U.S. Public Health Service,

Department of Veterans Affairs, and the U.S. Coast Guard needed to

effect any adjustments in retired or retained pay required by the dual

compensation provisions of section 5532 of title 5, United States Code.

aa. To disclose information to the Merit Systems Protection Board

or the Office of the Special Counsel in connection with appeals,

special studies of the civil service and other merit systems, review of

OPM rules and regulations, investigation of alleged or possible

prohibited personnel practices, and such other functions promulgated in

5 U.S.C. chapter 12, or as may be authorized by law.

bb. To disclose information to the Equal Employment Opportunity

Commission when requested in connection with investigations of alleged

or possible discrimination practices in the Federal sector, examination

of Federal affirmative employment programs, compliance by Federal

agencies with the Uniform Guidelines on Employee Selection Procedures,

or other functions vested in the Commission.

cc. To disclose information to the Federal Labor Relations

Authority (including its General Counsel) when requested in connection

with investigation and resolution of allegations of unfair labor

practices, in connection with the resolution of exceptions to

arbitrator's awards when a question of material fact is raised, to

investigate representation petitions and to conduct or supervise

representation elections, and in connection with matters before the

Federal Service Impasses Panel.

dd. To disclose to prospective non-Federal employers, the following

information about a specifically identified current or former Federal

employee:

(1) Tenure of employment;

(2) Civil service status;

(3) Length of service in the agency and the Government; and

(4) When separated, the date and nature of action as shown on the

Notification of Personnel Action--Standard Form 50 (or authorized

exception).

ee. To disclose information on employees of Federal health care

facilities to private sector (i.e., other than Federal, State, or local

government) agencies, boards, or commissions (e.g., the Joint

Commission on Accreditation of Hospitals). Such disclosures will be

made only when the disclosing agency determines that it is in the

Government's best interest (e.g., to comply with law, rule, or

regulation, to assist in the recruiting of staff in the community where

the facility operates or to avoid any adverse publicity that may result

from public criticism of the facility's failure to obtain such

approval, or to obtain accreditation or other approval rating).

Disclosure is to be made only to the extent that the information

disclosed is relevant and necessary for that purpose.

ff. To disclose information to any member of an agency's

Performance Review Board or other panel when the member is not an

official of the employing agency; information would then be used for

approving or recommending selection of candidates for executive

development or SES candidate programs, issuing a performance rating of

record, issuing performance awards, nominating for meritorious and

distinguished executive ranks, and removal, reduction-in-grade, and

other personnel actions based on performance.

gg. To disclose, either to the Federal Acquisition Institute (FAI)

or its agent, information about Federal employees in procurement

occupations and other occupations whose incumbents spend the

predominant amount of their work hours on procurement tasks; provided

that the information shall only be used for such purposes and under

such conditions as prescribed by the notice of the Federal Acquisition

Personnel Information System as published in the Federal Register of

February 7, 1980 (45 FR 8399).

hh. To disclose relevant information with personal identifiers of

Federal civilian employees whose records are contained in the Central

Personnel Data File to authorized Federal agencies and non-Federal

entities for use in computer matching. The matches will be performed to

help eliminate waste, fraud, and abuse in Governmental programs; to

help identify individuals who are potentially in violation of civil or

criminal law or regulation; and to collect debts and overpayments owed

to Federal, State, or local governments and their components. The

information disclosed may include, but is not limited to, the name,

social security number, date of birth, sex, annualized salary rate,

service computation date of basic active service, veteran's preference,

retirement status, occupational series, health plan code, position

occupied, work schedule (full time, part time, or intermittent), agency

identifier, geographic location (duty station location), standard

metropolitan service area, special program identifier, and submitting

office number of Federal employees.

ii. To disclose information to Federal, State, local, and

professional licensing boards, Boards of Medical Examiners, or to the

Federation of State Medical Boards or a similar non-government entity

which maintains records concerning individuals' employment histories or

concerning the issuance,

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retention or revocation of licenses, certifications or registration

necessary to practice an occupation, profession or specialty, to obtain

information relevant to an Agency decision concerning the hiring,

retention, or termination of an employee or to inform a Federal agency

or licensing boards or the appropriate non-government entities about

the health care practices of a terminated, resigned or retired health

care employee whose professional health care activity so significantly

failed to conform to generally accepted standards of professional

medical practice as to raise reasonable concern for the health and

safety of patients in the private sector or from another Federal

agency.

jj. To disclose information to contractors, grantees, or volunteers

performing or working on a contract, service, grant, cooperative

agreement, or job for the Federal Government.

kk. To disclose information to a Federal, State, or local

governmental entity or agency (or its agent) when necessary to locate

individuals who are owed money or property either by a Federal, State,

or local agency, or by a financial or similar institution.

ll. To disclose to a spouse or dependent child (or court-appointed

guardian thereof) of a Federal employee enrolled in the Federal

Employees Health Benefits Program, upon request, whether the employee

has changed from a self-and-family to a self-only health benefits

enrollment.

mm. To disclose information to the Office of Child Support

Enforcement, Administration for Children and Families, Department of

Health and Human Services, Federal Parent Locator System and Federal

Offset System for use in locating individuals, verifying social

security numbers, and identifying their incomes sources to establish

paternity, establish and modify orders of support and for enforcement

action.

nn. To disclose records on former Panama Canal Commission employees

to the Republic of Panama for use in employment matters.

oo. To disclose to appropriate Federal officials pertinent

workforce information for use in national or homeland security

emergency/disaster response.

Policies and Practices of Storing, Retrieving, Safeguarding, and

Retaining and Disposing of Records in the System:

Storage:

These records are maintained in file folders, on lists and forms,

microfilm or microfiche, and in computer processable storage media such

as personnel system databases and PDF forms.

Retrievability:

These records are retrieved by various combinations of name,

agency, birth date, social security number, or identification number of

the individual on whom they are maintained.

Safeguards:

Paper or microfiche/microfilmed records are located in locked metal

file cabinets or in secured rooms with access limited to those

personnel whose official duties require access. Access to computerized

records are limited, through use of user logins and passwords, access

codes, and entry logs, to those whose official duties require access.

Computerized records systems follow the National Institute of Standards

and Technology standards as developed to comply with the Privacy Act of

1974 (Pub. L. 93-579), Paperwork Reduction Act of 1995 (Pub. L. 104-

13), Federal Information Security Management Act of 2002 (Pub. L. 107-

347), and the Federal Information Processing Standards 199, Standards

for Security Categorization of Federal Information and Information

Systems.

Retention and Disposal:

The OPF is maintained for the period of the employee's service in

the agency and is then transferred to the National Personnel Records

Center for storage or, as appropriate, to the next employing Federal

agency. Other records are either retained at the agency for various

lengths of time in accordance with the National Archives and Records

Administration records schedules or destroyed when they have served

their purpose or when the employee leaves the agency.

a. Long-term records. The OPF is maintained by the employing agency

as long as the individual is employed with that agency.

Within 90 days after the individual separates from the Federal

service, the OPF is sent to the National Personnel Records Center for

long-term storage. In the case of administrative need, a retired

employee, or an employee who dies in service, the OPF is sent to the

Records Center within 120 days.

Destruction of the OPF is in accordance with General Records

Schedule-1 (GRS-1).

b. Other records. Other records are retained for varying periods of

time. Generally they are maintained for a minimum of 1 year or until

the employee transfers or separates.

c. Records contained on computer processable media within the CPDF

and EHRI (and in agency's automated personnel records) may be retained

indefinitely as a basis for longitudinal work history statistical

studies. After the disposition date in GRS-1, such records should not

be used in making decisions concerning employees.

System Manager and Address:

a. Deputy Associate Director, Center for HR Systems Requirements

and Strategies, Room 6H31, U.S. Office of Personnel Management, 1900 E

Street, NW., Washington, DC 20415.

b. For current Federal employees, OPM has delegated to the

employing agency the Privacy Act responsibilities concerning access,

amendment, and disclosure of the records within this system notice.

Notification Procedure:

Individuals wishing to inquire whether this system of records

contains information about them should contact the appropriate OPM or

employing agency office, as follows:

a. Current Federal employees should contact the Personnel Officer

or other responsible official (as designated by the employing agency),

of the local agency installation at which employed regarding records in

this system.

b. Former Federal employees who want access to their Official

Personnel Folders should contact the National Personnel Records Center

(Civilian), 111 Winnebago Street, St. Louis, Missouri 63118, regarding

the records in this system. For other records covered by the system

notice, individuals should contact their former employing agency.

Individuals must furnish the following information for their

records to be located and identified:

a. Full name.

b. Date of birth.

c. Social security number.

d. Last employing agency (including duty station) and approximate

date(s) of the employment (for former Federal employees).

e. Signature.

Record Access Procedure:

Individuals wishing to request access to their records should

contact the appropriate OPM or agency office, as specified in the

Notification Procedure section. Individuals must furnish the following

information for their records to be located and identified:

a. Full name(s).

b. Date of birth.

c. Social security number.

d. Last employing agency (including duty station) and approximate

date(s) of employment (for former Federal employees).

e. Signature.

Individuals requesting access must also comply with the Office's

Privacy

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Act regulations on verification of identity and access to records (5

CFR part 297).

Contesting Record Procedure:

Current employees wishing to request amendment of their records

should contact their current agency. Former employees should contact

the system manager. Individuals must furnish the following information

for their records to be located and identified.

a. Full name(s).

b. Date of birth.

c. Social security number.

d. Last employing agency (including duty station) and approximate

date(s) of employment (for former Federal employees).

e. Signature.

Individuals requesting amendment must also comply with the Office's

Privacy Act regulations on verification of identity and amendment of

records (5 CFR part 297).

Record Source Categories:

Information in this system of records is provided by--

a. The individual on whom the record is maintained.

b. Educational institutions.

c. Agency officials and other individuals or entities.

d. Other sources of information for long-term records maintained in

an employee's OPF, in accordance with Code of Federal Regulations part

293, and OPM's Operating Manual, ``The Guide to Personnel

Recordkeeping.''