Office of Personnel Management Systems
5 CFR Sec. 297.104 Types
The Office manages three generic types of personnel records systems:
(a) Internal systems of records are under the Office's physical control and are established and maintained by the Office solely on its own employees and, when appropriate, on others in contact with the Office regarding matters within its authority.
(b) Centralized systems of personnel records are physically established and maintained by the Office with regard to most current and former Federal employees and some applicants for Federal employment.
(c) Governmentwide systems of personnel records are maintained by the Office, and through Office delegations of authority, by Federal agencies with regard to their own employees or applicants for employment.
OPM Governmentwide Systems of Records
Records on current and former Federal employees as defined in 5 U.S.C.2105, including OPM's Central Personnel Data File and related agency personnel management information systems.The Official Personnel Folders and other general personnel records files are the official repository of the records, reports of personnel actions, and the documents and papers required in connection with actions affected during an employee's Federal service.
Records on current or former Federal employees, including appointees to the Senior Executive Service maintained on an employee's performance.
Records on current or former Federal employees, including Senior Executive Service employees, against whom such an action has been proposed or taken in accordance with 5 C.F.R. 432, 732, 752, or 754.
Records on (a) persons who have applied to OPM or agencies for Federal employment, and current and former Federal employees submitting applications for other positions in the Federal Service; and (b) applicants for Federal employment believed or found to be unsuitable for employment on medical grounds.
Records on current and former Federal employees, applicants for Federal employment, current and former state and local government employees, and applicants for State and local government employment, selected private sector employees and applicants for sample comparison groups used by OPM or other Federal agencies for the construction, analysis, and validation of written tests and for research on and evaluation of personnel or organizational management and staffing methods, including workforce effectiveness studies.
Records on current and former Federal employees and individuals who have applied for Federal employment used by OPM and agencies to evaluate personnel/organizational measurement and selection records, implement and evaluate Federal Equal opportunity Recruitment and affirmative action programs, prepare reports regarding breakdown by race, sex, and national origin of applicants, and to locate individuals for personnel research.
Records on current and former Federal employees who have either (a) filed a position classification appeal or a job grading appeal with OPM's Agency Compliance and Evaluation, an OPM regional office, or with their agencies; or (b) filed a retained grade or pay appeal with OPM's Agency Compliance and Evaluation or an OPM regional office, used to document the processing and adjudication of the appeal.
Employee Medical File System Records
Records on current and former civilian Federal employees maintained to ensure proper medical evaluation, diagnosis, history, treatment, and continuity of care; documentation of hazard exposures, treatment, medically-related employment decisions, and communications among health care providers, including planning of further care, evaluation of the quality of health care rendered, and to ensure proper operation of an agency's drug testing program.
OPM Centralized System of Records