Federal Non-Archival Personnel Files (OPFs): Access and Ownership Details
For individuals seeking to access the non-archival Official Personnel Folder (OPF) of a former federal civilian employee, certain steps and considerations must be followed.
Authorization and Privacy Considerations
Since non-archival OPFs contain personnel records protected under the Privacy Act and other confidentiality rules, a third party generally must demonstrate appropriate legal authority, such as the former employee’s written consent or a valid subpoena, before accessing these records.
Making a Request
To request information from a former federal civilian employee's non-archival OPF, one must submit a formal, written request to the agency's personnel or human resources office holding the OPF. The request should include:
- The full name and identifying details of the former employee.
- A clear description of the records sought.
- Proof of identity of the requester (and authorization if not the individual).
Processing and Review
Agency staff review the request to ensure compliance with privacy laws and to determine if the requested information can be released. The agency may notify the former employee or require their consent.
Fees and Charges
Agencies may charge fees for processing and providing copies of personnel records.
Key Points to Remember
- Third-party access to a non-archival OPF requires proper authorization and a formal request to the maintaining agency, respecting the Privacy Act and other regulations.
- Procedures and fees can vary by agency. For specific details, contact the agency's FOIA office or personnel office.
- The National Personnel Records Center (NPRC) maintains the OPFs of former federal civilian employees whose employment ended after 1951.
- For urgent needs, the nature of the emergency and deadline should be mentioned in the request.
- Former Federal Civilian Employees can obtain copies of most civilian and personnel medical records on file at the NPRC.
- Access to OPFs is restricted under the Privacy Act of 1974 (P. L. 93-579) and only limited types of information can be released to non-authorized users under the Freedom of Information Act (FOIA).
In summary, accessing a former federal civilian employee’s non-archival OPF involves contacting the former employee’s employing agency’s human resources or personnel office, providing required authorization or legal justification, completing any agency-specific forms or complying with Freedom of Information Act (FOIA) requests as appropriate, and paying any applicable processing fees.
Businesses or individuals seeking to access the non-archival Official Personnel Folder (OPF) of a former federal civilian employee for a particular purpose should submit a formal, written request to the agency's personnel or human resources office holding the OPF. The request must include the full name and identifying details of the former employee, a clear description of the records sought, and proof of identity of the requester (and authorization if not the individual).
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