Your Official Personnel Folder (OPF) is more than just an employment file. It’s the official record of your federal career, documenting everything from appointments and promotions to retirement coverage and benefits elections.
When you retire, your agency and the Office of Personnel Management (OPM) rely on many of these records to process your retirement application and determine your eligibility for benefits. If documents are missing or information is incorrect, resolving those issues can take time.
Reviewing your OPF before retirement gives you an opportunity to identify problems while you’re still employed and have access to your agency’s Human Resources office.
Key Takeaways
- The OPF is the official record of your federal employment.
- Your retirement application is supported by information contained in your personnel records.
- Reviewing your OPF early can help prevent delays caused by missing or inaccurate documentation.
- Current employees should work with their agency’s Human Resources office to correct any errors they discover.
- A free checklist to downloaded is included at the end of this guide.
Why Your OPF Matters
Most federal employees spend years planning for retirement. They estimate their pension, monitor their Thrift Savings Plan, and think about when to claim Social Security. Few spend much time thinking about their personnel records. That’s understandable. Until retirement approaches, the Official Personnel Folder is largely out of sight and out of mind.
But when you submit your retirement application, your employment history is no longer just a collection of old personnel actions. It becomes the official record used to document your federal service. If something is missing or incorrect, correcting the record can take considerably longer than finding the mistake in the first place.
A review of your OPF isn’t simply another item on a retirement checklist. It’s an opportunity to confirm that the story your records tell about your federal career is complete and accurate.
What Is an Official Personnel Folder?
OPM defines the Official Personnel Folder as the government’s official record of a federal civilian employee’s employment.
The folder contains personnel documents that establish your employment history and protect both your rights as an employee and the government’s interests. Today, most agencies maintain these records electronically through the electronic Official Personnel Folder, commonly referred to as the eOPF.
Although the records are digital rather than paper, the purpose remains the same: preserving the official documentation of your federal career.
What Should You Review?
You don’t need to examine every document in your file. Instead, concentrate on records that could affect your retirement application.
Your SF-50 History
The Standard Form 50, Notification of Personnel Action, documents many of the significant events in your federal career.
Review your SF-50s to confirm they accurately reflect:
- Your appointments
- Promotions
- Reassignments
- Changes in retirement coverage
- Other major personnel actions
Taken together, these forms provide an official timeline of your federal employment.
Your Service History
Your years of creditable service play an important role in determining retirement eligibility and calculating your annuity.
Review your personnel records to make sure all periods of federal civilian service are documented correctly.
If you previously worked for another federal agency, left government service and later returned, or have qualifying military service, verify that the supporting documentation is included where appropriate.
Pay and Position Information
Personnel actions documenting promotions, grade changes, occupational series, and pay adjustments help establish your employment history. While your retirement benefit is based on more than these records alone, they should accurately reflect your career progression.
Health and Life Insurance Records
Your OPF may also contain documents related to your participation in the Federal Employees Health Benefits (FEHB) Program and the Federal Employees’ Group Life Insurance (FEGLI) Program. Reviewing these records gives you an opportunity to confirm that your enrollment history is complete.
Beneficiary Designations
Retirement planning is also a good time to review beneficiary designation forms that may be included in your personnel records. Marriage, divorce, the birth of a child, or the death of a previously named beneficiary are all reasons to determine whether your designations still reflect your wishes.
What If Something Is Missing?
Finding an error doesn’t necessarily mean there’s a problem with your retirement. Personnel records span entire careers, and occasional omissions or filing errors can occur. If you believe information is missing or incorrect, contact your agency’s Human Resources office. Current agencies are responsible for maintaining employees’ Official Personnel Folders and can explain the process for correcting or supplementing your records.
Former federal employees generally request personnel records through the National Personnel Records Center using procedures established by OPM.
When Should You Review Your OPF?
The best time to review your personnel records is well before you plan to retire. That gives you time to:
- Request missing documents.
- Correct inaccurate information.
- Resolve discrepancies.
- Obtain records from previous agencies, if necessary.
Trying to resolve these issues after you’ve submitted your retirement application can add unnecessary delays to an already lengthy process.
A Simple Example
Imagine two employees planning to retire at the end of the year.
One reviews her eOPF six months before retirement and discovers that documentation for an earlier period of federal service is missing. Her Human Resources office has enough time to obtain the necessary records before her retirement package is submitted.
The other employee doesn’t review his personnel records until completing his retirement paperwork. The same issue is discovered, but now additional documentation must be located while his retirement application is already moving through the process.
The difference isn’t eligibility for retirement. It’s having enough time to resolve problems before they become delays.
Frequently Asked Questions
What is an Official Personnel Folder (OPF)?
An Official Personnel Folder (OPF) is the federal government’s official record of your civilian employment. It contains documents that record your federal career and help protect both your legal rights and the government’s interests. These records are used throughout your career and during retirement processing.
What is an electronic Official Personnel Folder (eOPF)?
The electronic Official Personnel Folder (eOPF) is the digital version of your OPF. Most federal agencies use eOPF to maintain personnel records electronically rather than on paper. Employees can view their own records through their agency’s eOPF system, but they cannot modify the documents themselves.
Who can access my OPF?
You may review your own personnel records. Human Resources specialists and other government officials with a legitimate business need may also access your records as part of their official duties. OPM also notes that employees can authorize others to view their records in certain circumstances, and additional disclosures are governed by the Privacy Act.
I found an error in my eOPF. What should I do?
If you believe a document is missing or contains incorrect information, contact your agency’s Human Resources office as soon as possible. OPM advises employees to report errors or omissions so they can be reviewed and corrected if necessary.
Can I make changes to my eOPF myself?
No. Employees can view their electronic Official Personnel Folder, but they cannot edit or remove documents. Changes to official personnel records must be made through the appropriate Human Resources process.
How do I get a copy of my Official Personnel Folder?
If you’re a current federal employee, contact your agency’s Human Resources office for access to your OPF or eOPF.
If you’re a former federal employee, you can request a copy of your Official Personnel Folder or your most recent SF-50 from the National Personnel Records Center. Requests must be submitted in writing and include identifying information, such as your name, date of birth, Social Security number, last employing agency, and signature.
Does OPM maintain my personnel records?
Current employees’ OPFs are maintained by their employing agencies. Most former federal employees’ personnel records are transferred to the National Personnel Records Center after they leave federal service.
Download the OPF Review Checklist
You download the free OPF review checklist (2-page PDF) here.