THE GUIDE TO PERSONNEL RECORDKEEPING
Table of Content
Update 13, June 1
st
2011 i
TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................... I
REVISION HISTORY SHEET ..................................................................................................................................... III
CHAPTER 1 GENERAL PERSONNEL RECORDKEEPING POLICIES ............................................................................ 1-1
OVERVIEW ................................................................................................................................................................ 1-1
GENERAL RECORDS MANAGEMENT ............................................................................................................................... 1-1
SAFEGUARDING PERSONNEL RECORDS............................................................................................................................ 1-5
INTERAGENCY PERSONNEL RECORDS .............................................................................................................................. 1-6
ELECTRONIC RECORDS ................................................................................................................................................. 1-8
CHAPTER 2 ESTABLISHING PERSONNEL RECORDS ............................................................................................... 2-1
OVERVIEW ................................................................................................................................................................ 2-1
IDENTIFYING PRIOR FEDERAL CIVILIAN SERVICE ................................................................................................................ 2-1
REQUESTING RECORDS FOR PRIOR SERVICE ..................................................................................................................... 2-2
ESTABLISHING FOLDERS ............................................................................................................................................... 2-4
REVIEWING AND COMBINING RECORDS .......................................................................................................................... 2-7
EMPLOYMENT SYSTEMS OUTSIDE THE OFFICE OF PERSONNEL MANAGEMENT’S RECORDKEEPING AUTHORITY .............................. 2-9
CHAPTER 3 FILING DOCUMENTS IN THE PERSONNEL FOLDER ............................................................................. 3-1
GENERAL FILING PROCEDURES ...................................................................................................................................... 3-1
INFORMATION ABOUT THE SECTIONS ............................................................................................................................. 3-4
SECTION 3-A. APPLICATIONS FOR FEDERAL EMPLOYMENT ................................................................................................. 3-4
SECTION 3-B. APPOINTMENT SUPPORT .......................................................................................................................... 3-6
SECTION 3-C: AWARDS ............................................................................................................................................ 3-11
SECTION 3-D: BENEFITS ............................................................................................................................................ 3-12
SECTION 3-E: INVESTIGATIVE PROCESS ........................................................................................................................ 3-18
SECTION 3-F: PERSONNEL ACTIONS ............................................................................................................................ 3-19
SECTION 3-G: OTHER PERSONNEL DOCUMENTS ............................................................................................................ 3-22
SECTION 3-H: CHANGES IN FILING REQUIREMENTS ......................................................................................................... 3-29
SECTION 3-I: TRAINING ............................................................................................................................................. 3-30
CHAPTER 4 HOW TO RECONSTRUCT A PERSONNEL FOLDER ............................................................................... 4-1
HOW TO RECONSTRUCT A PERSONNEL FOLDER ................................................................................................................ 4-1
HOW TO RECONSTRUCT A PERSONNEL FOLDER DUE TO A CHANGE IN GENDER IDENTITY .......................................................... 4-6
CHAPTER 5 "JOINTLY-OWNED" PERSONNEL FOLDERS......................................................................................... 5-1
RECORDKEEPING AGREEMENTS WITH THE OFFICE OF PERSONNEL MANAGEMENT ................................................................... 5-1
CHAPTER 6 HOW TO RESPOND TO REQUESTS FOR INFORMATION ..................................................................... 6-1
COVERAGE ................................................................................................................................................................ 6-1
REQUEST FROM CURRENT EMPLOYEE ............................................................................................................................. 6-1
REQUEST FROM FORMER EMPLOYEE .............................................................................................................................. 6-2