**BONNEVILLE POWER ADMINISTRATION**

**HUMAN RESOURCES**

**Portland, Oregon**

**PERSONNEL LETTER NO. 293-1 (Revised) DATE:** March 21, 2006

**SUBJECT: Access to Official Personnel Folders and Extensions**

**I. PURPOSE OF ISSUANCE**

> This Personnel Letter establishes specific Human Resources (HR) policy
> and related procedures regarding access to Official Personnel Folders.

**II. PURPOSE OF REVISION**

To update BPA guidance on accessibility to, and the use of, Official
Personnel Folders (OPFs) and their extensions (employee medical file and
employee performance file). This Personnel Letter supersedes Personnel
Letter No. 293-1, dated June 19, 1998.

**III. REFERENCES**

> 5 CFR, Part 293, Personnel Records

**IV. POLICY**

> In accordance with BPA's policy on safeguarding information contained
> in OPFs, as required by the Privacy Act of 1974, access to, and use
> of, OPFs and their extensions is limited as described in this
> personnel letter. This action is required in order to ensure the
> security and confidentiality of employee records. All official
> personnel folders and their extensions are the property of the United
> States Government and shall be handled accordingly.

**V. RESPONSIBILTIES**

**A. [Human Resources (HR)]{.underline}:** Responsible for ensuring the
security and confidentiality of personnel records, establishing
administrative, technical, and physical controls to protect information
in all formats.

**B. [Chief Human Capital Officer]{.underline}:** Responsible for
ensuring that appropriate safeguards for OPFs are in place; reviewing
processes and procedures for access, and ensuring client satisfaction
with services provided in this area.

**C. [Human Resources Specialists (HRS)]{.underline}:** Responsible for
ensuring that OPFs are used in accordance with regulations and this
personnel letter; providing information and access to appropriate
personnel; and providing client service as requested.

**D. [Human Resources Assistants (HRA)]{.underline}:** Responsible for
providing client access to records in accordance with guidelines
established by the Chief Human Capital Officer.

**VI. PROCEDURES**

**A. [Official Personnel Folder/Employee Performance
Files]{.underline}:** The following criteria apply.

1\. An employee will be permitted [supervised]{.underline} access to
his/her OPF within the Human Resources office. All employees, including
those in remote locations, who wish to review their OPFs should submit
their request as directed on the request form, BPA F 3293.07e. A staff
member will coordinate the employee's request for supervised review,
including providing field employees with specific instructions and
contacts to review their OPF.

2\. Employees of Human Resources and the Civil Rights, Diversity and
Conflict Resolution Office are permitted full access to, and use of,
OPFs for official work purposes within their respective work
jurisdictions.

3\. Managers, supervisors, designated Administrative Services personnel,
EEO counselors, or other government officials with a need to know in
order to perform official duties (e.g., Office of Personnel Management
investigators, etc.,) may view an OPF in the Human Resources file area
after obtaining authorization from the designated HR management
official. This may include providing proof of identification. Removal of
an OPF from the file area requires the express approval of the
responsible HR management official and will be permitted only in
exceptional cases. Field managers and supervisors who wish to review the
OPF of an employee may coordinate their request with their Human
Resources Specialist.

4\. All other persons (third parties) are denied access to OPFs unless
they produce written specific consent from the employee whose OPF they
want to view. The written request must be signed and dated by the
employee. The designated custodian will verify the signature against
existing records in the OPF (e.g., SF-171, health benefits forms, life
insurance forms, etc.). The OPF may then be viewed in the Human
Resources file area. Removal of an OPF from the file area by third
parties is not allowed except by court order.

5\. All persons whose official duties require use of OPFs will be held
accountable for safeguarding them and for ensuring that they are secured
when not in use.

6\. OPFs and extensions will be shipped under the instructions of the
responsible HR management official. Any shipping process will be
certified and traceable.

7\. Each OPF will contain documentation regarding release of information
other than officially authorized by this personnel letter.

**B. [Employee Medical Files]{.underline}:** Specific guidance on access
to Employee Medical Files may be found in Personnel Letter 293-2,
Occupational Medical Records, IX, Access to and Disclosure of Medical
Records.

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Kimberly A. Leathley,

Chief Human Capital Officer