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Subject: Federal Retention of HR Records
From: Thomas Weir <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Tue, 17 Dec 2002 09:40:14 -0500
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FYI - On this issue of personnel records retention, the following is from General Records Schedule 1 as issed buy NARA and applies to U.s. Government Civilian Personnel Records only.

19.     Individual Non-Occupational Health Record Files.

Forms, correspondence, and other records, including summary records, documenting an individual employee's medical history, physical condition, and visits to Government health facilities, for nonwork-related purposes, EXCLUDING records covered by item 21 of this schedule.

     Destroy 6 years after date of last entry.

20.     Health Unit Control Files.

Logs or registers reflecting daily number of visits to dispensaries, first aid rooms, and health units.

a.     If information is summarized on statistical report.

       Destroy 3 months after last entry.

b.     If information is not summarized.

       Destroy 2 years after last entry.

21.     Employee Medical Folder (EMF). [See note after item 21c.]

a.     Long-term medical records as defined in 5 CFR Part 293, Subpart E.

      (1)     Transferred employees.

              See 5 CFR Part 293, Subpart E for instructions.

      (2)     Separated employees.

Transfer to NPRC, St. Louis, MO, 30 days after separation. NPRC will destroy 75 years after birth date of employee; 60 years after date of the earliest document in the folder, if the date of birth cannot be scertained; or 30 years after latest separation, whichever is later.

b.     Temporary or short-term records as defined in the Federal Personnel Manual (FPM).

       Destroy 1 year after separation or transfer of employee.

c.     Individual employee health case files created prior to establishment of the EMF system that have been retired to a NARA records storage facility.

       Destroy 60 years after retirement to the NARA records storage facility.

NOTE: Electronic master files and data bases created to supplement or replace the records covered by item 21 are not authorized for disposal under the GRS. Such files must be scheduled on an SF 115.]


Ted Wei

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