Civilian Personnel Records
Services for the Public
Most civilian personnel records held at NPRC are the legal responsibility of the system under which they were created, that agency is responsible for protecting the individual privacy of the living subjects of personnel records under the Privacy Act of 1974 (P. L. 93-579). Consequently, access to all stored records is regulated by the authority of the creating agency, for example, OPFs and EMFs are strictly regulated by OPM. Only limited types of information from the records are releasable to non-authorized users.
- Official Personnel Folders (OPF)
- Employee Medical Folders (EMF)
- Dependent Medical Folders (DMF)
- X-Rays
- Other Sources of Personnel Information
Official Personnel Folders (OPFs)
The NPRC, CPR stores official personnel folders (OPFs) of former civilian employees from most Federal agencies world-wide. The records date from the mid-nineteenth century to the present. OPFs are retired to the center within 120 days after separation from Federal employment.
PLEASE NOTE
- If the subject of the file is LIVING, the NPRC, CPR will provide copies of documents or
information only to
- the subject of the file.
- someone with written authorization from the subject of the file.
- If you are not the subject of the file and do not have authorization from
the subject of the file, only certain data may be obtained: position
titles and occupational series, grades, annual salary rates, duty stations,
and position descriptions for the present and the past.
-
If the subject of the file is DECEASED, copies of some
documents and some information about the
deceased may be releasable to someone
who submits a request.
- If you are looking for your own records, and less than 120 days have elapsed since your separation from Federal employment, write to the last Federal office that employed you for your records.
To request information from an OPF, follow the steps below.
STEP 1 - Provide written authorization.
- If you are the subject of the file, send a signed letter indicating that you are requesting information from your own file.
- If you are not the subject of the file and the subject is living, send a letter signed by the subject indicating that he/she authorizes the NPRC, CPR to release information to you.
- If the subject of the file is deceased send proof of the subject's death. Proof of death is not required if the subject of record was born more than 100 years ago.
STEP 2 - Provide information needed so that the NPRC, CPR can identify the file. Lack of the following information may result in our inability to identify a record and you may receive
NA Form 13022, Returned Request Form.
- Full name used during Federal employment
- Date of birth
- Social Security number, if applicable
- Name of employing Federal agency
- Beginning date of Federal service
- Ending date of Federal service
STEP 3 - Identify the documents or information needed and explain the purpose of your request.
STEP 4 - Mail to:
National Personnel Records Center
Civilian Personnel Records
111 Winnebago Street
St. Louis, MO 63118-4126
Employee Medical Folders (EMFs)
The National Personnel Records Center, Civilian Personnel Facility stores civilian employee medical folders (EMFs). EMFs are transferred to the center no sooner than 120 days after an employee's separation.PLEASE NOTE
-
If the subject of the file is LIVING, copies of or information from these
files is releasable only to
- the subject of the file.
-
someone with written authorization from the subject of the file.
-
If the subject of the file is DECEASED, certain documents or information may be releasable with proof
of the subject's death.
- If less than 120 days have elapsed since separation, write to the last employing office for records.
To request information from an EMF, follow the steps below.
STEP 1 - Provide written authorization.
- If you are the subject of the file, send a signed letter indicating that you are requesting information from your own file.
- If you are not the subject of the file, send a letter signed by the subject indicating that he/she authorizes the NPRC, CPR to release information to you.
- If you are not the subject of the file and the subject of the file is unable to sign we will need a court order. Please see Court Order Requirements for additional directions.
STEP 2 - Provide information necessary to identify the file. All information below is not required but the search for the file will be expedited by as complete information as possible.
- Name at time of employment
- Name of agency of employment (or agencies)
- Location of agency of employment
- Date of separation or retirement
- Social Security number
- Date of birth
STEP 3 - Mail to:
National Personnel Records Center
Civilian Personnel Records
111 Winnebago Street
St. Louis, MO 63118-4126
Dependent Medical Folders (DMFs)
The National Personnel Records Center, Civilian Personnel Facility stores dependent medical folders (DMFs) for dependents treated at Army, Air Force, or Coast Guard facilities from 1954 to the present. Records prior to 1954 were destroyed in accordance with legal authorities in effect at the time.(DMFs for dependents treated at Navy facilities are stored at the National Personnel Records Center, Military Personnel Facility.) DMFs are transferred to the center between one and five years after last treatment.
PLEASE NOTE
- If the subject of the file is LIVING, information or copies of documents are releasable only
to
- the subject of the file.
- someone with written authorization from the subject of the file.
- some medical information is releasable only to a physician.
- If the subject of the file is DECEASED, copies of some documents or some information about the deceased may be releasable to someone who can provide proof of the subject's death.
To request information from a DMF, follow the steps below. You may also use
NA Form 13042, Request for Information Needed to Locate Medical Records, for this purpose.
STEP 1 - Provide written authorization.
- If you are the subject of the file, send a signed letter indicating that you are requesting information from your own file.
- If requested records are for a dependent under 18 years old, a parent or guardian may sign the request
- If you are not the subject of the file, send a letter signed by the subject indicating that he/she authorizes the NPRC, CPR to release information to you.
STEP 2 - Provide information necessary to identify the file. The search for the file will be expedited by as complete information as possible.
For in-patient (clinical) records
- Name of dependent at time of treatment
- Name of military sponsor
- Sponsor's Social Security/service number
- Name and location of hospitalizing facility
- Year of hospitalization
For out-patient (health) records
- Name of dependent at time of treatment
- Name of military sponsor
- Sponsor's Social Security/service number
- Information needed, for example, vaccination record
- Name and location of last treatment facility
- Year of last treatment
STEP 3 - Mail to:
National Personnel Records Center
Civilian Personnel Records
111 Winnebago Street
St. Louis, MO 63118-4126
X-Rays
The National Personnel Records Center, Civilian Personnel Facility stores many different kinds of x-rays, primarily of former military personnel, civilian federal employees, and military dependents. There are approximately 25 million entrance and separation x-rays of former military and civilian personnel dating back from the early 1940's to the present, and three to five million x-rays for military dependents. Interim x-rays for military personnel taken for injury or sickness, stay with the health jacket and are filed with the military personnel records jacket. All dental x-rays are located at the National Personnel Records Center, Military Personnel Records (NPRC, MPR). Once x-rays are stored at the NPRC, MPR, they remain the property of the Department of Veterans Affairs, even though they may have been taken at military bases or installations.
To request an x-ray, follow the steps below.
STEP 1 - Provide written authorization.
- If you are the subject of the file, send a signed letter indicating that you are requesting information from your own file.
- If you are not the subject of the file, send a letter signed by that person indicating that he/she authorizes the NPRC, CPR to release information to a physician or medical facility.
STEP 2 - Provide the name and address of physician or medical facility to which you want the x-ray sent. Because x-rays are highly vulnerable to damage and need to be interpreted by a medical professional, the NPRC, CPR sends them to a physician or medical facility rather than to an individual.
STEP 3 - Select an option below and provide the information requested. The search for the x-ray will be expedited by as complete information as possible.
Option A -Army/Air Force/Coast Guard
Full name
Social Security/service number
Approximate dates of service
Name and location of facility where x-ray was takenOption B - Navy/Marine Corps
1940s - 1973
Full name
Social Security/service number
Date of x-ray (year, month, day)
Name and location of facility where x-ray was taken
Film number, located on medical record1973 - Present
Full name
Social Security/service numberOption C - Military Dependents
Full name
Sponsor's full name
Sponsor's Social Security/service number
Date x-ray taken (year, month, day)
Name and location of facility where x-ray was takenOption D - Former Civilian Employees
Full name
Social Security Number
Date x-ray taken (year, month, day)
Name and location of facility where x-ray was takenSTEP 4 - Mail to:
National Personnel Records Center
Civilian Personnel Records
111 Winnebago Street
St. Louis, MO 63118-4126
Other Sources of Civilian Personnel Information
For information on retirement benefits write to:
Office of Personnel Management
Employee Service and Records Center
Boyers, Pennsylvania 16017
For information on reinstatement to Federal employment write to:
Office of Personnel Management
Employment Service
1900 E Street, NW
Washington, DC 20415-9600
For information on U.S. Postal Employee medical folders write to:
National Medical Director, Office of Safety and Health
Employee Relations Department
U.S. Postal Service Headquarters
475 L'Enfant Plaza, SW
Washington, DC 20206-4261
For information on genealogy go to NARA's The Genealogy Page.
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