Requests for Civilian Service Records (formerly Forms Relating to Civilian Service Records)

Forms and Documents

Document Name	Status
Form NA Form 13064 Forms Relating to Civilian Service Records Form and Instruction	Modified
Supporting_statement_0037_13022_13064_13068_FINAL_May_2022.docx Supporting Statement A	2022-05-23

IC Document Collections

IC ID	Document Title	Status
32540	Forms Relating to Civilian Service Records Form and Instruction	Modified

ICR Details

OMB Control No: 3095-0037	ICR Reference No: 202205-3095-003
Status: Received in OIRA	Previous ICR Reference No: 201902-3095-001
Agency/Subagency: NARA	Agency Tracking No:
Title: Requests for Civilian Service Records (formerly Forms Relating to Civilian Service Records)
Type of Information Collection: Revision of a currently approved collection	Common Form ICR:  No
Type of Review Request: Regular	Date Submitted to OIRA: 05/23/2022

	Requested	Previously Approved
Expiration Date	36 Months From Approved	09/30/2022
Responses	57,899	20,800
Time Burden (Hours)	4,824	1,733
Cost Burden (Dollars)	0	0

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Abstract: Former Federal civilian employees and other authorized individuals use this information collection in order to obtain information from Official Personnel Folders or Employee Medical Folders.

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Authorizing Statute(s): None

Citations for New Statutory Requirements: None

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Associated Rulemaking Information
RIN:	Stage of Rulemaking:	Federal Register Citation:	Date:
	Not associated with rulemaking

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Federal Register Notices & Comments
60-day Notice:	Federal Register Citation:	Citation Date:
	87 FR 13011	03/08/2022
30-day Notice:	Federal Register Citation:	Citation Date:
	87 FR 30279	05/18/2022
Did the Agency receive public comments on this ICR? No

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Number of Information Collection (IC) in this ICR: 1

IC Title	Form No.	Form Name
Forms Relating to Civilian Service Records	NA Form 13022, NA Form 13064, NA Form 13068	Reply to Request Involving Relief Agencies ,   Returned Request ,   Walk-In Request for OPM Records or Information

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ICR Summary of Burden

	Total Request	Previously Approved	Change Due to New Statute	Change Due to Agency Discretion	Change Due to Adjustment in Estimate	Change Due to Potential Violation of the PRA
Annual Number of Responses	57,899	20,800	0	37,099	0	0
Annual Time Burden (Hours)	4,824	1,733	0	3,091	0	0
Annual Cost Burden (Dollars)	0	0	0	0	0	0

Burden increases because of Program Change due to Agency Discretion: Yes

Burden Increase Due to: Miscellaneous Actions

Burden decreases because of Program Change due to Agency Discretion: No

Burden Reduction Due to:

Short Statement: The annual burden hours and corresponding hour cost have increased. This is due to three developments: (1) an increase in the Federal minimum wage from $7.25 to $15 per hour; (2) an increase in the number of information requests submitted using NA Form 13068, Walk-In Request for OPM Records or Information, because, prior to this renewal, there was not a research room to accept these requests; and (3) we are adding requests for this same information that we receive by means other than the itemized forms. These forms are not mandatory, and we try to reduce respondent burden by permitting people to submit requests for personnel or medical records by whatever means is easiest for them. The number of requests by other methods has increased significantly over time, and more so during COVID, so we are updating the information collection to include these non-form requests as well. We have also kept our estimates of the number of requests of all types based on pre-COVID levels because the number recorded during COVID has dropped due to staff not being on-site to process them. We anticipate that the numbers will rise to pre-COVID levels during this three-year renewal period, though that might not occur for another year or more. We erred on the side of using the larger estimates so as not to inadvertently underestimate the burden. The materials costs have also increased due to an increase in the cost of stamps since the last renewal and the addition of non-form requests.

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Annual Cost to Federal Government: $0

Does this IC contain surveys, censuses, or employ statistical methods? No

Does this ICR request any personally identifiable information (see OMB Circular No. A-130 for an explanation of this term)? Please consult with your agency's privacy program when making this determination.     Yes

Does this ICR include a form that requires a Privacy Act Statement (see 5 U.S.C. §552a(e)(3))? Please consult with your agency's privacy program when making this determination.     No

Is this ICR related to the Affordable Care Act [Pub. L. 111-148 & 111-152]? No

Is this ICR related to the Dodd-Frank Wall Street Reform and Consumer Protection Act, [Pub. L. 111-203]? No

Is this ICR related to the American Recovery and Reinvestment Act of 2009 (ARRA)? No

Is this ICR related to the Pandemic Response? No

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Common Form ICR:  No

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On behalf of this Federal agency, I certify that the collection of information encompassed by this request complies with 5 CFR 1320.9 and the related provisions of 5 CFR 1320.8(b)(3).

The following is a summary of the topics, regarding the proposed collection of information, that the certification covers:

(a) It is necessary for the proper performance of agency functions;

(b) It avoids unnecessary duplication;

(c) It reduces burden on small entities;

(d) It uses plain, coherent, and unambiguous language that is understandable to respondents;

(e) Its implementation will be consistent and compatible with current reporting and recordkeeping practices;

(f) It indicates the retention periods for recordkeeping requirements;

(g) It informs respondents of the information called for under 5 CFR 1320.8 (b)(3) about:

(i) Why the information is being collected;

(ii) Use of information;

(iii) Burden estimate;

(iv) Nature of response (voluntary, required for a benefit, or mandatory);

(v) Nature and extent of confidentiality; and

(vi) Need to display currently valid OMB control number;

(h) It was developed by an office that has planned and allocated resources for the efficient and effective management and use of the information to be collected.

(i) It uses effective and efficient statistical survey methodology (if applicable); and

(j) It makes appropriate use of information technology.

If you are unable to certify compliance with any of these provisions, identify the item by leaving the box unchecked and explain the reason in the Supporting Statement.

Certification Date: 05/23/2022

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