Civilian Personnel Records

Civilian Personnel Records

The electronic Official Personnel Folders (eOPF) is a system developed as a management solution to handle official personnel files and to simplify access. IHS employee(s) are able to view their records online through an HHS connected computer. Document in eOPF include notification of personnel actions (SF-50s), position descriptions, health and life insurance election forms, designation of beneficiary forms that are consistent with OPM’s Guide to Personnel Recordkeeping. One of the benefits of a Federal appointment is that employee(s) will have access to the eOPF. The benefits of eOPF include:

• Immediate access to personnel forms and information for a geographically dispersed workforce.
• Email notification when documents are added to the eOPF.
• Employee(s) can monitor their records for accuracy.
• Electronic transfer of human resources (HR) documents are employees move between federal agencies.
• Compliance with OPM and federally mandated HR employee record management regulations.

What are Civilian Personnel Records?

Civilian personnel records are any records concerning an individual which are maintained and used in the personnel management or personnel policy setting process. These include records that relate to the supervision over, and management of, Federal civilian employees; records on the general administration and operation of human resource management programs and functions; as well as records that concern individual employees.

Examples:

• Position classification correspondence
• The Official Personnel Folder/eOPF
• Adverse action case file

Why Civilian employees are encouraged to review personnel folder?

The eOPF contains records agencies use to make important employment decisions throughout civilian’s federal career. The documents show civilian employee’s federal employment history, military service credit (if applicable), and records employee’s benefits in regards to health, life insurance, beneficiaries, and Thrift Savings Plan.

What to check in your eOPF:

• Check the Standard Form 50 (SF-50) Notification of Personnel Action. This is a legal binding document for the government used to document employment history. It includes the employee’s grade, occupation, salary, tenure, retirement plan, Veterans’ Preference, and remarks specific to the appointment, to name a few.
• Check for spelling errors, Social Security number, and date of birth accuracy.
• Ensure Veterans’ Preference is accurate, if applicable.
• Verify the correct life insurance election code is documented.
• Check and double check the retirement plan.

Employee(s) need to review the information in their eOPF to ensure information is accurate and correct. What to check in your eOPF?

• Check the Standard Form 50 (SF-50) Notification of Personnel Action. This is a legal binding document for the government used to document employment history. It includes the employee’s grade, occupation, salary, tenure, retirement plan; Veterans’ Preference, and remarks specific to the appointment, to name a few.
• Check for spelling errors, Social Security number, and date of birth accuracy.
• Ensure Veterans’ Preference is accurate, if applicable.
• Verify the correct life insurance election code is documented.
• Check and double check the retirement plan.
• All documents pertain to you and no one else.

Access to eOPF

The timing of when an employee can access their eOPF depends on:

Email notification of documents added to eOPF

Employees will should receive an email notification approximately within 3 weeks from the effective date of their appointment, the contents will include basic information about the new document added to your eOPF, i.e., form number, type of action and effective date. Also, included will be eOPF URL login link, which when accessed will require the employee to complete an initial registration.

IHS eOPF System Access

IHS Employees can use the link below to access HHS’ eOPF instance. https://eopf.opm.gov/hhs/Login.aspx
IHS eOPF Trifold Employee Quick Reference Guide [PDF - 199 KB]

• OPM Login for Employees without PIV/CAC: https://eopf.opm.gov/eOPFToolkit/Documents/20220621124739998_Employees_withoutPIV_CAC_20220625.docx
• OPM Login for Employees with PIV/CAC: https://eopf.opm.gov/eOPFToolkit/Documents/20220621124652007_Employees_withPIV_CAC_20220625.docx
• OPM Login Help: https://eopf.opm.gov/eOPFToolkit/Documents/Login_Help_20230126.pdf
• OPM eOPF Login Guide: https://eopf.opm.gov/eOPFToolkit/Documents/20220621122644581_EOPF_LOGIN_GUIDE_20220616.pdf

For eOPF UserID, password or technical assistance, contact OPM’s eOPF help desk. Please remember that OPM can only help you with UserID, passwords, or technical issues.

• Email: eopfhelpdesk@opm.gov

For all other eOPF assistance including documents in your file, please contact your servicing HR Specialist.

• OPM eOPF Employee User Guide: https://eopf.opm.gov/eOPFToolkit/Documents/EOPF%20Employee%20User%20Guide%20v5.2.pdf
• OPM Personnel Documentation FAQ: https://www.opm.gov/frequently-asked-questions/personnel-documentation-faq/

For employee(s) who separate from Federal service, may request copies of civilian personnel records from National Personnel Records Center (NPRC)

• If the Federal civil servant's employment ended before 1952
• If the Federal civil servant’s employment ended after 1951

For your convenience, the U.S. Office of Personnel Management (OPM) also offers the Electronic Official Personnel Folder (eOPF) Documents Request Service (DRS). This secure, self-service portal allows eligible current and former Federal employees to request copies of their eOPF employment records without requiring access to government systems or agency-issued credentials.

You can access the Documents Request Service at: https://myopf.opm.gov

Who is eligible?

• Former Federal employees whose personnel records are maintained in eOPF.
• Current Federal employees whose agency does not provide the resources needed to access eOPF (such as a government computer, Personal Identity Verification (PIV) card, or government-issued email address).

Important Information

• Please wait at least 30 days after your separation date before submitting a request. This allows time for your separation SF-50 and other final personnel documents to be added to your eOPF.
• The DRS can only provide documents that are contained in your eOPF. Documents that were never uploaded to your personnel folder will not be available through this service.
• If your former agency did not participate in eOPF, please contact your former employing agency or the National Personnel Records Center (NPRC) for assistance.

How to Request Your Records

1. Sign in using your Login.gov account and complete identity verification (IAL2), if prompted.
2. Verify the email address associated with your Login.gov account.
3. Submit your request through the DRS portal.
4. Within approximately 24 hours, you will receive an email with a secure, time-limited download link to a password-protected ZIP file containing your eOPF Employment Folder.
5. Download and save your records. If the download link expires before you retrieve your files, simply submit a new request through the DRS portal.