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Idaho Bulletin 360-7-6

September 13, 2007

SUBJECT:  PER - Implementing electronic official personnel folders (eOPFs)

TO:  All Employees, NRCS, Idaho

Purpose.  To announce the implementation of the new web-based process for filing, storing, and accessing personnel documents to replace the paper-based Official Personnel Folder (OPF)

Expiration Date.  September 30, 2008

Action Required by: September 28, 2007
Notify Human Resources if you plan to retire before April 1, 2008

The Office of Personnel Management (OPM) has implemented several systems across Government that are intended to improve the management of human capital. The eOPF is one of the systems. The eOPF will replace the current paper-based Official Personnel Folder (OPF) with an electronic web-based system for filing, storing, and accessing each employee’s personnel records. NRCS, along with other USDA agencies will convert all OPF’s to an electronic system (eOPF) effective September 30, 2007. This implementation is part of the e-Government Initiatives and is projected for completion by December 28, 2007.  Refer to NB 360.7.22 for complete information.

As we move forward in the e-OPF initiative, it is critical that all paper-based OPF’s be reviewed and purged of any extraneous materials. The Human Resources staff is in the process of reviewing all employees’ personnel files to ensure the files are proper, correct, and ready by October 5, 2007 for shipment to the company contracted to scan all documents. Below are responses to general questions you may have about this process:

  1. What exactly is OPM requiring HR office’s to do with OPF’s? Per 5 CFR part 293, OPF’s are the property of OPM, who in turn, require agencies to maintain. OPM has mandated that HR review all OPF’s, remove any documentation that is not filed in accordance to established standards, establish a Temporary Folder for all employees, and put those documents in the newly established Temporary Folder. NO documents will be destroyed.
  2. In the future, How will employees access an eOPF?  The current method is limited, you must go to HR. eOPF’s will allow access 24 hours a day, once you receive a password and instructions from USDA.
  3. What OPF’s have been excluded?  Only those OPF’s of employees who are retiring by April 1, 2008 or have a projected separation date.
  4. Do I need to notify HR if I plan to retire before April 2008?  YES, you must notify Nanette Cambron at nanette.cambron@id.usda.gov no later than September 28, 2007.
  5. Where can I get further information on eOPF’s and who can I contact with questions?  The first National Bulletin, NB.360.7.22, was issued June 4, 2007 to all employees and posted on my.NRCS.  A second National Bulletin is being prepared with more details about the eOPF conversion.  It is anticipated that a third National Bulletin will be issued for all employees explaining how to access their eOPF after the back file conversion.

http://www.usda.gov/da/employ/e-OPFWhitePaper.htm

http://www.usda.gov/da/employ/e-OPFUSDAFAQ.htm

For questions contact Nanette Cambron, Human Resources Specialist at (208) 378-5712 or nanette.cambron@id.usda.gov.


/s/                                           
RICHARD SIMS                                         
State Conservationist               

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