Privacy Act of 1974: Update Existing System of Records, 32997-33002 [2011-13971]

Agencies

• Office of Personnel Management
• Personnel Management Office

[Federal Register Volume 76, Number 109 (Tuesday, June 7, 2011)]
[Notices]
[Pages 32997-33002]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-13971]


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OFFICE OF PERSONNEL MANAGEMENT


Privacy Act of 1974: Update Existing System of Records

AGENCY: U.S. Office of Personnel Management.

ACTION: Update OPM/GOVT-1, General Personnel Records.

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SUMMARY: The U.S. Office of Personnel Management (OPM) proposes to 
update OPM/GOVT-1, General Personnel Records, System of Records. This 
action is necessary to meet the requirements of the Privacy Act to 
publish in the Federal Register notice of the existence and character 
of records maintained by the agency (5 U.S.C. 552a(e)(4) and (11)).

DATES: This action will be effective without further notice on July 7, 
2011 unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send written comments to the U.S. Office of Personnel 
Management, Manager, OCIO/RM, 1900 E Street, NW., Washington, DC 20415.

FOR FURTHER INFORMATION CONTACT: U.S. Office of Personnel Management, 
Manager, OCIO/RM, 1900 E Street, NW., Washington, DC 20415.

SUPPLEMENTARY INFORMATION: The OPM system of record notices subject to 
the Privacy Act of 1974 (5 U.S.C. 552a), as amended, have been 
published in the Federal Register. The proposed changes include the 
following: (1) Replaced the words ``owned by'' with the words ``records 
of'' in Note 1, (2) Category of Records in the System ``n'' removed due 
to redundancy and coverage in other record categories and Category of 
Records in the System ``o'' replaced it to become ``n'', (3) renumbered 
Note 6 to Note 8, (4) added a new Note 6--``CPDF and EHRI data system's 
Central Employee Record (CER) are part of OPM/Govt-1 system of records. 
CPDF and CER are highly reliable sources of statistical data on the 
workforce of the Federal government. However, the accuracy and 
completeness of each data element within the individual records that 
comprise the aggregate files are not guaranteed, and should not be used 
as the sole tool or as a substitute for the Official Personnel Folder 
(OPF) in making personnel determinations or decisions concerning 
individuals''; (5) the addition of Note 7--``The eOPF Application 
within EHRI may contain documents and information beyond the scope and 
requirements of the OPF as documented in OPM's Guide to Personnel 
Recordkeeping. Those

[[Page 32998]]

documents and information in the eOPF Application that are beyond the 
scope of the documented requirements are not considered part of the OPF 
or OPM/GOVT-1'', (6) removal of a Federal Register notice date for 
OPM's internal system of records referenced in Note 8 due to 
irrelevancy, (7) the addition of Note 9--``When copies of records 
become part of an investigative process, those copies become subject to 
that system's notice covering the investigative process; i.e., if 
during an investigation, the OPM Federal Investigative Services 
Division makes copies of records contained in an Official Personnel 
Folder, those documents become part of OPM Central-9 Personnel 
Investigation Records system of records and are subject to that 
system's routine uses, and (8) an update to the System Manager and 
Address information.

U.S. Office of Personnel Management.
John Berry,
Director.
OPM/GOVT-1

System Name:
    General Personnel Records.

System Location:
    Records on current Federal employees are located within the 
employing agency. Records maintained in paper may also be located at 
OPM or with personnel officers, or at other designated offices of local 
installations of the department or agency that 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. Some agencies have employed the Enterprise Human Resource 
Integration (EHRI) data system to store their records electronically. 
Although stored in EHRI, agencies are still responsible for the 
maintenance of their records.
    Former Federal employees' paper Official Personnel Folders (OPFs) 
are located at the National Personnel Records Center, National Archives 
and Records Administration (NARA), 111 Winnebago Street, St. Louis, 
Missouri 63118. Former Federal employees' electronic Official Personnel 
Folders (eOPF) are located in the EHRI data system that is administered 
by NARA.

    Note 1:  The records in this system are records of the 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 Operating Manual, 
``The Guide to Personnel Recordkeeping.'' Records in this system 
include:
    a. Records reflecting work experience, education 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 Senior Executive Service (SES) Candidate Development Program.

    Note 3:  Some of these records may also become part of the OPM/
Central-10 Federal Executive Institute Program Participant Records 
and OPM/CENTRAL-13 Executive Personnel 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 disability, race/
ethnicity, 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 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 remote field/administrative offices 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

[[Page 32999]]

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 
how the individual wants the investments to be made in the various TSP 
Funds.

    Note 6:  CPDF and EHRI data system's Central Employee Record 
(CER) are part of OPM/GOVT-1 system of records. CPDF and CER are 
highly reliable sources of statistical data on the workforce of the 
Federal government. However, the accuracy and completeness of each 
data element within the individual records that comprise the 
aggregate files are not guaranteed, and should not be used as the 
sole tool or as a substitute for the OPF in making personnel 
determinations or decisions concerning individuals.


    Note 7:  The eOPF Application within EHRI may contain documents 
and information beyond the scope and requirements of the OPF as 
documented in OPM's Guide to Personnel Recordkeeping. Those 
documents and information in the eOPF Application that are beyond 
the scope of the documented requirements are not considered part of 
the OPF or OPM/GOVT-1.

    n. Records maintained in accordance with E.O. 13490, section 4(e), 
January 21, 2009. These records include the ethics pledges and all 
pledge waiver certifications with respect thereto.

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, as amended by 13478, 9830, and 12107.

Purposes:
    The OPF, which may exist in various approved media, and other 
general personnel records files, is the official repository of the 
records, reports of personnel actions, and the documentation required 
in connection with these actions affected during an employee's Federal 
service. The personnel action reports and other documents, some of 
which are filed 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 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 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 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 Experience 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 8: 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.

    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

[[Page 33000]]

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.

    Note 9:  When copies of records become part of an investigative 
process, those copies become subject to that systems' notice 
covering the investigative process i.e., if during an investigation, 
the OPM Federal Investigative Services Division makes copies of 
records contained in an Official Personnel Folder; those documents 
become part of OPM Central-9 Personnel Investigation Records system 
of records and are subject to that systems' routine uses.

    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 or determination concerning eligibility to hold a sensitive 
position, the conducting of an investigation for purposes of a 
credentialing, national security, fitness, or suitability adjudication 
concerning an individual, the classifying or designation of jobs, the 
letting of a contract, the issuance of a license, grant, or other 
benefit 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 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, to provide information in 
the individual's record 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

[[Page 33001]]

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 to obtain accreditation or other approval rating, 
or to avoid any adverse publicity that may result from public criticism 
of the facility's failure to obtain such approval). 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 Executive Resources 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 be used only 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, 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.
    pp. To disclose on public and internally-accessible Federal 
Government Web sites, and to otherwise disclose to any person, 
including other departments and agencies, the signed ethics pledges and 
pledge waiver certifications issued under E.O. 13490 of January 21, 
2009, Ethics Commitments by Executive Branch Personnel.

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, PDF forms and data warehouse systems.

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 is limited, through use of user logins and passwords, access 
codes, and entry logs, to those whose official duties require access. 
Computerized records systems are consistent with the requirements of 
the Federal Information Security Management Act (Pub. L. 107-296), and 
associated OMB policies, standards and guidance from the National 
Institute of Standards and Technology.

[[Page 33002]]

Retention and Disposal:
    The OPF is maintained for the period of the employee's service in 
the agency and is then, if in a paper format, transferred to the 
National Personnel Records Center for storage or, as appropriate, to 
the next employing Federal agency. If the OPF is maintained in an 
electronic format, the transfer and storage is in accordance with the 
OPM approved electronic system. 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. 
The transfer occurs within 90 days of the individuals' separation. In 
the case of administrative need, a retired employee, or an employee who 
dies in service, the OPF is sent within 120 days. Destruction of the 
OPF is in accordance with General Records Schedule-1 (GRS-1) or GRS 20.
    Records contained 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 or GRS 20, such records should not be used in 
making decisions concerning employees.

System Manager and Address:
    a. Manager, OCIO/RM, 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 (OPF) 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 Act regulations on verification of identity and access to 
records (5 CFR 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 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.''

[FR Doc. 2011-13971 Filed 6-6-11; 8:45 am]
BILLING CODE 6325-45-P