NGB releases electronic Official Personnel Folder (eOPF) to the technician workforce!

Beginning on 1 February 2016 eOPF will be available for technician access.

Please click here to view the MEMORANDUM from NGB.

The Official Personnel Folder (OPF) is a file containing records that cover a civilian federal employee's employment history. The Office of Personnel Management (OPM) and the agency human resources (HR) offices use these documents to make decisions about employees' rights, benefits and entitlements throughout their careers.

The eOPF is an electronic version of the paper OPF, providing Web-enabled access for federal employees and HR staff to view eOPF documents. Agencies also may provide eOPF access to special investigators, helping to speed the investigation process and save agency resources.

The content of all eOPFs are organized and stored in accordance with the Guide to Personnel Recordkeeping (GPR) and other pertinent legal and/or regulatory guidance. These various references are documented in the Office of Personnel Management Master Forms List. The eOPF provides a standard electronic solution to replace the paper storage of the OPF.

The eOPF is stored electronically in a secure central repository, with role-based security for access to the records. The eOPF incorporates an audit trail for all user activity. Agency HR and payroll systems provide an automated interface with eOPF, and agencies use the automated business processes to support HR review and approval efforts without paper. The eOPF includes the ability for simultaneous viewing of documents from different locations allowing an employee and HR specialist to access the records at the same time. The eOPF allows HR resources to focus on strategic value added services rather than the daily filing activities required for paper documents.

Paper records are subject to damage or destruction by fire or water. The eOPF electronic records are regularly backed up, and the eOPF provides disaster recovery to assure continuity of operations in any situation.

Government requirements for data security are incorporated globally to address such issues as data access controls/permissions, PKI encryption of Web-enabled interfaces, and data delivery over the web.

eOPF Implementation Process is divided into five phases: Pre-Assessment, Assessment, Application Deployment, Conversion, and Production Support. At any given time, there are multiple agencies performing tasks within each phase of eOPF thus providing agencies with the opportunity to collaborate with, and learn from similar experiences of their agency peers. Innovative technology solutions, leadership and the development of best practices have guided the eOPF program.

eOPF Employee Training Manual


How can I access my eOPF? You may access the portal at  https://eopf.nbc.gov/opm/

What goes in my eOPF? Your Official Personnel Folder contains records the Government needs to make accurate employment decisions throughout your Federal career.These documents:

Who can look at the records in my Official Personnel Folder?  You. Anyone you designate.  HR Specialists have read-write access to employees’ eOPF within their service area. Employees are able to view their own eOPF documents, but cannot modify the documents. eOPF system includes an audit trail that records when and why an individual has reviewed an eOPF

I'm taking discontinued service retirement but my SF50 doesn't show retirement as the personnel action. Is my SF50 wrong?  No. There isn't any official Discontinued Service Retirement action. These actions are processed as separations. The circumstances of the separation are what make you eligible for Discontinued Service Retirement. For more information on Discontinued Service Retirement, refer to Chapter 44 of the CSRS and FERS Handbook.

I noticed that a document in my eOPF is incorrect. What do I do?   While every effort has been made to ensure that the information in your eOPF is correct, errors can occur. Any errors or omissions regarding content should be immediately reported to your agency's human resource servicing office for proper identification and resolution.

What happens to the hard copy OPF once it has been scanned in? The hard copy OPF will be shipped to the National Personnel Record Center (NPRC) from the Conversion site. NPRC will keep the hard copy OPFs for one (1) year in order to correct any errors that may have occurred in the scanning process or prior to that time. After one (1) year, NPRC will destroy the hard copy OPF. The hard copy OPF will not be returned to the HRO nor will it be returned to the employee.

What measures are being taken to ensure that eOPF data is not lost? OPM is hosting the eOPF system for all federal government agencies. Nightly incremental backups are conducted, which include all new documents and any related information added on a given day. Full system-wide backups occur weekly. OPM performs complete off-site storage of the entire data repository monthly.

What is 'My eOPF'? 'My eOPF' is a button on the main menu. When the employee selects the My eOPF button, all of the contents of the user's eOPF are displayed. The employee can then select a document for viewing or printing.

What is a virtual folder? In the paper world, an OPF is a single folder with two sides. Documents are often referenced as "left side" (Temporary) or "right side" (Permanent) documents. These folder sides, Temporary and Permanent, are replicated in the electronic world and are called "virtual folder sides."

I clicked a document to view through the Adobe Acrobat viewer, and then clicked another document, but it doesn't open up. Why is this? Only one document can be viewed at a time unless you have multiple Adobe windows open in eOPF. You will need to wait for each document to open before selecting the next document to view.

I noticed that a document in my eOPF is incorrect. What do I do? While every effort has been made to ensure that the information in your eOPF is correct, errors can occur. Any errors or omissions regarding content should be immediately directed to the eOPF helpdesk.. If a document in your eOPF is illegible, you will also need to submit a helpdesk ticket.

I have reviewed my eOPF, and it appears that the latest document is missing. What should I do? It is likely that the "missing" document is not yet available in eOPF. This can happen when your OPF has been converted to an eOPF, but new or recent actions have not yet been added to your record. If you believe a document is missing, or an action has not been posted after a reasonable amount of processing time, contact the eOPF helpdesk.

How can I get email notification when new documents are added to my eOPF?After eOPF is fully implemented, employees will be notified ONLY by e-mail when new personnel documents (SF50s, performance ratings, etc.) are added to their electronic official personnel folders. If you want to receive these important notices, you must use a Government computer to initially log on to the eOPF web page and obtain a user password as described in this Employee Quick Reference Guide. After the initial eOPF access by Government computer, you may change your notification preference to a personal e-mail address.

© NYS DMNA: Technician Resources - eOPF
URL: http://dmna.ny.gov/hro/tech/?page=1317755385
Page Last Modified: 28 Dec 17