GO 201.19 Employee Personnel Records

Question 1

Who maintains the Official Personnel Files

Answer 1

HRMD

Question 2

When an Official Personnel File is removed for any reason, what must completed?

Answer 2

PD605 (Charge-out chard for OPF)

Question 3

Upon separation of sworn employees, the OPF is transferred to the National Records Center in…

Answer 3

Suitland, MD

Question 4

Upon separation of civilian employees, the OPF is transferred to the National Records Center in…

Answer 4

Saint Louis, MO

Question 5

Exonerated and Unfounded investigative reports can be removed from a member’s OPF by…

Answer 5

a written request from the member

Question 6

What records must be purged from the OPF?

Answer 6

Adverse actions (after 3 years), Official Reprimands (after two years), and court orders that do not result in garnishment of wages

Question 7

What types of records are kept in the Unit Personnel Folder?

Answer 7

Pd42s, traffic crashes, medical waivers, LWOP requests, appeals correspondence, citizen complaints and grievance correspondence

Question 8

Documents relating to adverse actions will not be made part of the unit personnel folder unless

Answer 8

the employee has been shown the documents and allowed to make comments regarding them

Question 9

Information that my be disclosed to the general public are:

Answer 9

-Name, present and past position titles, present and past grade levels, present and past salaries, and present and past duty stations

Question 10

Employees shall be granted access to review all of their records as long as

Answer 10

they have submitted a the request in writing, and the request has been approved by the Director, HRMD.

Question 11

Who can have access to another member’s OPF?

Answer 11

-authorized employee of HRMD
-Official that has supervisory responsibility over the member
-authorized official for he purposes of determining eligibility for a vacancy announcement
-authorized staff of Office of General Counsel
-authorized employee of IAB
-authorized employee of DRD

Question 12

Selection records (exams, interviews, etc) from application process are stored where?

Answer 12

Recruiting Branch

Question 13

Medical, psychological, etc records are stored where?

Answer 13

MSB

Question 14

Training records are stored where?

Answer 14

MPA

Question 15

Can a member use a cell phone as their operational phone at their residence?

Answer 15

Yes, but if they reside in an area without adequate cell coverage, they are required to have a landline.

Question 16

Are PO Boxes acceptable as a residential address

Answer 16

No

Question 17

If a member updates their personal information in PeopleSoft, do they still need to fill out the PD73

Answer 17

Yes. This is the only way to update the OPF.

Question 18

When an employee is transferred to another element, what happens to their unit personnel folder?

Answer 18

It shall be hand-carried by the current supervisor or delivered in a sealed envelope by MPD courier.

Question 19

When a member separates from MPD, how long will their unit personnel folder be retained at the element?

Answer 19

Three years from date of separation, after which it will be forwarded to HRMD.