Office of Personnel Management 2010 - DOC

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					                      BONNEVILLE POWER ADMINISTRATION
                         HUMAN CAPITAL MANAGEMENT
                               Portland, Oregon


PERSONNEL LETTER NO. 293-01 (Revised)                             DATE: July 13, 2010

SUBJECT: Access to Official Personnel Folders and Extensions


PURPOSE
This Personnel Letter -
    Establishes Human Capital Management (HCM) policy and procedures regarding access
       to Official Personnel Folders (OPF).

Revisions
    Revises criteria authorizing access to an OPF.
    Supersedes Personnel Letter 293-01 dated March 21, 2006


POLICY SUMMARY

     The Privacy Act of 1974 requires safeguards to information contained in OPFs through
     limited access to and use of OPFs and their extensions. Through safeguarding the OPF,
     BPA maintains the security, integrity and confidentiality of employee records as required
     by law. OPFs and extensions of the OPF are property of the United States requiring strict
     adherence to safeguarding procedures contained herein.
                                                                                                                                BPA Personnel Letter 293-1
                                                                                                                                Human Capital Management
                                                                                                                                                July 2010

                                                             TABLE OF CONTENTS

PURPOSE .................................................................................................................................................................1

POLICY SUMMARY ..........................................................................................................................................1

I.           RESPONSIBILITIES ............................................................................................................................3

II.          PROCEDURES ........................................................................................................................................3

III.         REFERENCES .........................................................................................................................................4




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                                                                         BPA Personnel Letter 293-1
                                                                         Human Capital Management
                                                                                         July 2010

I. RESPONSIBILTIES

   A. Chief Human Capital Officer (CHCO), through appropriate staff:

      1. Establishes administrative, technical, and physical controls to protect the integrity,
         security, and confidentiality of all official personnel records and extensions regardless
         of format.
      2. Reviews processes and procedures for access to OPFs to ensure safeguards are in
         place and OPFs are used in accordance with regulations and this PL.
      3. Provides information to clients and regulates access to records in accordance with
         established guidelines.


II. PROCEDURES

   A. Official Personnel Folder/Employee Performance Files:

      1. An employee will be permitted supervised access to his/her OPF within the HCM
         office.

      2. HCM Internal Operations may authorize managers, supervisors, EEO counselors, or
         other government officials demonstrating a need for access to OPFs to perform
         official duties (e.g., Office of Personnel Management investigators, etc.) to view an
         OPF in a place designated inside HCM. Proof of identification is required. To
         remove an OPF from HCM requires written approval from an HCM management
         official and will only be authorized in exceptional cases. Except as noted in the next
         paragraph for third parties, under no circumstances will anyone be permitted to take
         an OPF outside of the Headquarters building.

      3. Others (e.g., employees, relatives, etc.) may view an OPF only with specific written
         consent from the employee. Records custodians must review written, signed and
         dated consent letters, verify the employee’s signature, and monitor access of OPF.
         The OPF may be viewed in the HCM file area. Third parties may remove an OPF
         from HCM only through a specific court order.

      4. All persons whose official duties require use of OPFs are accountable for physically
         securing the file when not in use.

      5. An HCM management official may ship an OPF off-site specifying instructions to
         ship, certify, and trace the file.

      6. Individual OPFs contain instructions on release of specific information not covered in
         this Personnel Letter.




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                                                                          BPA Personnel Letter 293-1
                                                                          Human Capital Management
                                                                                          July 2010

   B. Official Personnel File Security

       1. The United States Office of Personnel Management (OPM) owns and specifies
          control of every OPF.

       2. HCM Internal Operations ensures OPF security and designs mechanisms for
          protecting the integrity of all information contained in the file and its extensions
          including safeguards for automated personnel records as required and enforced by
          Federal law.

       3. HCM Internal Operations may sign out OPF’s to authorized individuals using a
          Charge Out Card, BPA Form 3292.01, which is filed where the OPF resides in the file
          system.

       4. Standards of conduct apply in creating, developing, maintaining, processing, using,
          disseminating, and safeguarding personnel records. Employees using OPFs as part of
          official duties must be sensitive to and preserve individual rights of privacy and
          refrain from disclosure to any third-party, of a personnel record or extension thereof
          unless required by executive or court order, regulation, statute or written verified
          consent of subject employee.

       5. Improper use, unauthorized disclosure, or use of personnel records for personal gain
          is subject to disciplinary action and criminal penalties where prohibited under
          statutory authorities.

   C. Employee Medical Files: Specific guidance on access to Employee Medical Files may
      be found in Personnel Letter 293-2, Occupational Medical Records, Access to and
      Disclosure of Medical Records.


III. REFERENCES

      5 CFR, Part 293, Personnel Records
      5 U.S.C. 552, Freedom of Information Act
      7 U.S.C. 552a, Privacy Act of 1974




Roy B. Fox
Chief Human Capital Office




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