Labor Relations
GSFC-GESTA Collective Bargaining Agreement
Article 33 Official Personnel Records
SECTION 33.01 The Official Personnel Folder (OPF) prescribed by the Office of Personnel Management (OPM) is the official repository for records affecting an employee's status and service during his/her entire Government employment. The OPF provides the basic source of factual data about the employee's employment history and is used by the Office of Human Resources (OHR) in screening qualifications, determining status, computing length of service, and other information needed in providing personnel services. In addition, OPFs may be reviewed by, or be used to furnish information to, supervisors, managers, and other officials whose duties require access to such OPFs. A checkout and access record shall be maintained in the OPF for the life of the file in accordance with the Privacy Act regulations.
SECTION 33.02 To the extent it is not contrary to the OPM regulations, each employee, and/or his/her designated representative who has been so authorized in writing by the employee, shall, upon request, be permitted to review or be provided a copy of any document appearing in his/her OPF.
SECTION 33.03 Any record in the OPF which has not been disclosed to the employee shall not be used as a basis for disciplinary action. Except as provided by the OPM regulations, no material of a derogatory nature which has not been subject to due process procedures (legal or administrative) which might reflect adversely upon the employee's character or Government career shall be placed in the OPF without the employee's knowledge and an opportunity for the employee to provide an explanation or a rebuttal for the OPF.
SECTION 33.04 Records of complaints and charges determined to be unfounded, placed in the OPF, shall be only those authorized by the OPM as required records or as necessary to document entitlement to back pay or other benefits. Such complaints or charges shall not be considered in connection with any disciplinary action or promotion consideration.
SECTION 33.05 OPFs shall be maintained in accordance with regulations and instructions issued by the OPM. Employees may submit written requests for correction or amendment of records in their OPF to the Director of Human Resources. Corrections or amendments shall be made within thirty (30) workdays unless the request is denied. If the request is denied, the employee shall be advised in writing of the reasons within ten (10) days and the procedures for appealing the denial under the Privacy Act.
SECTION 33.06 In accordance with the Privacy Act regulations, OPFs will not be disclosed to any Federal official without the consent of the subject individual unless such disclosure is necessary for the performance of official duties. It is the policy of the OHCM that any individual removing an OPF from the file shall not disclose the content of an OPF to any person whose duties do not require access to such materials. OPFs will not be removed from the OHCM without written authorization from the Director of Human Resources, which shall be kept with the checkout card and which shall include the reasons for the removal and review. Upon request, an employee may review the checkout card for his/her OPF.
