Federal Agencies' Personnel Records for Non-Military Staff
**Federal Agencies Access Personnel Records at the National Personnel Records Center**
Federal agencies can request personnel records, including Official Personnel Folders (OPF), Employee Medical Folders (EMF), X-rays, and other documents, from the National Personnel Records Center (NPRC) following specific guidelines and procedures.
**1. Official Personnel Folders (OPF) and Employee Medical Folders (EMF):**
For military personnel, requests such as separations, end of term of service (ETS), and discharges are routed through the service member’s personnel office with supporting documentation. For civilian records, agencies typically follow internal delegation and authorization protocols before making requests to the NPRC.
**2. X-Rays and Other Medical Records:**
Medical records, including X-rays, are generally part of the Employee Medical Folder or separate medical record holdings. Access requires proper authorization within the requesting agency, and requests must comply with privacy and disclosure rules such as the Privacy Act.
**3. Submission Process:**
The NPRC recommends submitting requests via Standard Form 180 (SF-180) for military records or designated processes for civilian records. For EMF requests, the SF 184 form is required, which is restricted to authorized agency medical offices and requires a signature of an agency medical officer.
**4. Authorization and Privacy Considerations:**
Authorized federal representatives must ensure proper requests comply with legal requirements such as the Privacy Act and may require agency authorization and verification of identity and purpose before the NPRC fulfills the request. For sensitive or judicial-related requests, coordination with agency legal counsel is mandatory.
In sum, federal agencies request records from the NPRC by following agency-specific internal procedures for authorization and submission, using designated request forms, complying with privacy and legal considerations, and coordinating with agency legal counsel for sensitive or judicial-related requests.
For precise agency-specific protocols, agencies should consult NPRC guidance, their human resources or legal offices, and relevant policy manuals such as the VA’s M21-1 or IRS’s internal regulations. If you require step-by-step forms or contact points, the NPRC’s official website and respective agency human resources or personnel security offices are the best starting points.
**Other Important Information:**
- The NPRC maintains a list of Federal investigators authorized by their agencies to review personnel records. Investigators not listed will not be given access to records. - The NPRC cannot release folders or information from the USPS's Postal Service Employee Medical Folder to any requester, including Federal agencies. - Interfile Materials: To avoid loss of documents during transit and to enable accurate and expeditious handling and storage when received at the facility, certain information is required for Federal Employee Documents, Dependent Medical Records, and Veteran Claim Folders. - Information from these records is obtained only through the National Medical Director Office of Safety and Health Employee Relations Department U.S. Postal Service 475 L'Enfant Plaza, SW Washington, DC 20260-4261. - The fax number on the Standard Form 127 is outdated, and requests should be faxed to 618-496-4903 or 4904, or emailed to [email protected]. - The National Personnel Records Center (NPRC) is located at National Personnel Records Center, Annex 1411 Boulder Boulevard Valmeyer, IL 62295.
- Federal agencies might need to comply with certain financial regulations when following internal delegation and authorization protocols for civilian records requests to the National Personnel Records Center (NPRC).
- Access to medical records, such as X-rays, might require proper financial authorization within the requesting agency, as well as compliance with privacy and disclosure rules like the Privacy Act.
