COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

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1 BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE INSTRUCTION NOVEMBER 2017 Personnel GUIDE TO CIVILIAN PERSONNEL RECORDKEEPING COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available for downloading or ordering on the e-publishing website at RELEASABILITY: There are no releasability restrictions on this publication. OPR: AF/A1C Supersedes: AFI36-114, 1 November 1997 Certified by: SAF/MRM (Mr. Jeffrey R. Mayo) Pages: 12 This publication implements Air Force Policy Directive 36-1, General Civilian Personnel Provisions and Authorities. In collaboration with the Chief of Air Force Reserve (AF/RE) and the Director of the Air National Guard (NGB/CF), the Deputy Chief of Staff for Manpower, Personnel, and Services (AF/A1) develops policy for Civilian Personnel Recordkeeping. This Instruction implements the requirements of Title 5, Code of Federal Regulations, Part 293, Personnel Records and the Office of Personnel Management s Guide to Personnel Recordkeeping. It provides guidance for filing records related to civilian personnel including those required to be maintained in the Official Personnel Record or filed otherwise and provides information on proper disposition. This Instruction applies to Title 5 and Title 10 (United States Code) Air Force civilian employees; it does not apply to Title 32 (United States Code) Air National Guard technicians. This Air Force publication may be supplemented at any level; all Major Command-level supplements must be approved by the Human Resource Management Strategic Board prior to certification and approval. Refer recommended changes and questions about this publication to the Office of Primary Responsibility listed above using the AF Form 847, Recommendation for Change of Publication; route AF Forms 847 from the field through the appropriate chain of command. The authorities to waive wing/unit level requirements in this publication are identified with a Tier ( T-0, T-1, T-2, T-3 ) number following the compliance statement. See Air Force Instruction , Publications and Forms Management, Table 1.1 for a description of the authorities associated with the Tier numbers. Submit requests for waivers through the chain of command to the appropriate Tier waiver approval authority, or alternately, to the publication Office of Primary Responsibility for non-tiered compliance items. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual , Management of Records, and disposed of in

2 2 AFI NOVEMBER 2017 accordance with the Air Force Records Disposition Schedule in the Air Force Records Information Management System. This Instruction requires collecting and maintaining information protected by the Privacy Act of 1974, System of Records Notices OPM/GOVT-1-- General Personnel Records, OPM/GOVT-2--Employee Performance File System Records, OPM/GOVT 10--Employee Medical File System Records apply and are available at: Protect Privacy Act information (5 United States Code Section 552a) and Personally Identifiable Information when transferring documents for review, whether by postal methods, faxing or through government internet systems. In addition, review the following references that pertain to sensitive or For Official Use Only information: Air Force Instruction , Air Force Privacy and Civil Liberties Program; Department of Defense R, Department of Defense Privacy Program; Air Force Instruction , Air Force Information Technology (IT) Service Management, and Air Force Manual , User Responsibilities and Guidance for Information Systems. The use of the name or mark of any specific manufacturer, commercial product, commodity, or service in this publication does not imply endorsement by the Air Force. SUMMARY OF CHANGES This Instruction has been changed significantly and is to be reviewed in its entirety. The title has been changed from Guide to Personnel Recordkeeping, to Guide to Civilian Personnel Recordkeeping. It incorporates guidance on supervisor s records and rescinds Air Force Pamphlet , Supervisors Record, dated 23 Dec 1993; it adds guidance on electronic official personnel files and automated personnel records management; it rescinds AF Form 971, that has been replaced by the electronic Supervisors Employee Brief -971; it directs Major Commands to obtain approval of the Human Resource Management Strategic Board for supplements to this Instruction; it directs users to ensure records maintenance and disposition are in accordance with current AF policies and that Privacy Act and Personally Identifiable Information is appropriately protected; it adds Tier waiver authorities for use by Installation Commanders; and it references adopted forms. 1. Civilian Personnel Recordkeeping Overview Overview. Title 5, Code of Federal Regulations, Part 293, Personnel Records and the Office of Personnel Management Guide to Personnel Recordkeeping prescribe the minimum requirements governing the creation, development, maintenance, processing, use, dissemination and safeguarding of the personnel records that the Office of Personnel Management requires federal agencies to maintain. Although these records are in virtual/physical custody of the Air Force, they remain the property of the Office of Personnel Management Personnel Recordkeeping. The Guide to Personnel Recordkeeping delegates to the Air Force the authority to establish filing requirements for certain documents pertaining to civilian employees. The electronic Official Personnel Folder is maintained in the Office of Personnel Management s Enterprise Human Resources system. Many records formerly in the Official Personnel Folder will be maintained in separate files and/or the Defense Civilian Personnel Data System accessible by the Air Force Personnel Center, Civilian Personnel Sections, employees and supervisors. This instruction updates and streamlines Air Force

3 AFI NOVEMBER guidance on maintaining civilian personnel documents and must be used in conjunction with the Guide to Personnel Recordkeeping. (T-0) 1.3. Documents. This Instruction does not provide instructions on completing specific documents; applicable guidance is located in the publications prescribing those documents. 2. Roles and Responsibilities Air Force Personnel Center (AFPC), Civilian Sustainment and Transition Programs (AFPC/DP3F) shall establish operating procedures to ensure implementation and maintenance guidance for recordkeeping is consistent across the Air Force. (T-1) Human Resources Staffing Specialists assigned to the AFPC Base Servicing Teams shall perform electronic Official Personnel Folder consolidation and reconstructing electronic Official Personnel Folders. (T-1) AFPC Quality Reviewers shall perform a detailed review of the electronic Official Personnel Folder after consolidation is complete. (T-1) The AFPC Official Personnel Folder Management Section shall maintain Official Personnel Folders, request Official Personnel Folders from the losing agency or National Personnel Records Center, purge documents and transfer Official Personnel Folders to the gaining agency or the National Personnel Records Center. (T-1) 2.2. Civilian Personnel Section. The Civilian Personnel Section will issue supplemental guidance, as needed, for maintenance and use of the Supervisor s Employee Work Folder and trains and assists supervisors in its use and provide all employee in-processing documents to the AFPC staffing teams via the USAStaffing Onboarding Manager tool. (T-2) 2.3. Management Official. The organizational commander or a supervisor above the first level supervisor ensures records are maintained at the lowest practicable supervisory level within the organization and that each supervisor knows and fulfills his or her responsibility for maintaining and protecting the records of employees supervised Supervisor. Each first-level supervisor will maintain the records and files as prescribed in this Instruction. Higher level supervisors will not maintain duplicate sets of records, unless approved locally by the head of the organization (e.g., Civil Engineering Commander, Supply Commander, 3-letter Director, etc.). (T-1) Each supervisor will ensure records are protected to ensure employee privacy. These responsibilities may not be delegated to administrative personnel. (T-1) 2.5. Employee. Employees may review their own Supervisor s Employee Work Folder and the Employee Performance File upon request. Employees may also access MyBiz+ to view their appointment, position, personal information, salary, benefits, awards and bonuses, performance and personnel actions. Also available electronically is an employee s personal information, e.g. self-reported disability, language, ethnicity and race, emergency contact, education, training, and certifications/licenses. Employees may also access records within their electronic Official Personnel Folder via the Office of Personnel Management electronic Official Personnel Folder website.

4 4 AFI NOVEMBER Electronic Official Personnel Folder Handling electronic Official Personnel Folder Information. HR Specialists in the Enterprise Human Resources Integration office within the Office of Personnel Management maintain the integrity of each serviced employee s electronic Official Personnel Folder. Each person authorized access to an electronic Official Personnel Folder is responsible for safeguarding the confidential nature of the information available in and gained from the folder Designated Officials. Only employees whose official duties require access to and use of personnel records may have access to an electronic Official Personnel Folder. (T-0) The Office of Personnel Management restricts access to these files; they are not public records and are available to review for official purposes only Employee Access. An employee may view any of the contents of their electronic Official Personnel Folder with the exception of particular examination papers, investigative reports, loyalty and security investigative information, confidential questionnaires and employment inquiries, unless otherwise required pursuant to Air Force Instruction , Discipline and Adverse Actions, the collective bargaining agreement or local supplement Creating the electronic Official Personnel Folder. Human Resources Staffing Specialists from the AFPC Base Servicing Teams establish and consolidate the electronic Official Personnel Folder using the procedures found in Chapter 2 of the Office of Personnel Management Guide to Personnel Recordkeeping Reconstructing the electronic Official Personnel Folder. When required, Human Resources Staffing Specialists from the Base Servicing Teams reconstruct the electronic Official Personnel Folder using the procedures found in Chapter 4 of the Office Personnel Management Guide to Personnel Recordkeeping Merged Records. When the employee has service both under the Office of Personnel Management s recordkeeping authority and other personnel systems not under the Office of Personnel Management s recordkeeping authority, update the electronic Official Personnel Folder to reflect merged in the employee s profile. Each agency retains ownership of its records even though the records are combined in a merged electronic Official Personnel Folder Transferring Records. When an individual discontinues service with the Air Force, the Official Personnel Folder Management Section transfers the Official Personnel Folder/electronic Official Personnel Folder to the gaining agency or the National Personnel Records Center using the procedures found in Chapter 7 of the Office of Personnel Management Guide to Personnel Recordkeeping and the Office of Personnel Management s Enterprise Human Resources Integration Operational Guidance. When an employee is reassigned to a position resulting in a change in his/her servicing personnel office, the Human Resources Staffing Specialists from the Base Servicing Teams and Quality Reviewers ensure accuracy of all the documents within the Official Personnel Folder/electronic Official Personnel Folder.

5 AFI NOVEMBER Supervisor s Employee Work Folder Supervisor s Employee Work Folder. Supervisors must maintain a Supervisor s Employee Work Folder on each employee they supervise. (T-1) The Supervisor s Employee Work Folder consists of documents used in carrying out supervisory responsibilities and include the documents outlined in this Chapter. The Supervisor s Employee Work Folder must be stored in a secured location that guards against unauthorized access. (T-0) In order to ensure records are streamlined and maintained according to the policy set forth in this Instruction, all records maintained by the supervisor are to be located in the Supervisor s Employee Work Folder, unless otherwise indicated below, by the Air Force Records Disposition Schedule or the Guide to Personnel Recordkeeping. The file should contain any relevant information concerning performance to support appraisals, performance management issues, oral admonishments, reprimands, or other disciplinary records, documentation of policies and discussions with the employee, memos concerning training, refresher training, telework, leave documentation, recurring briefings, etc Records. The following documents are authorized for inclusion in the Supervisor s Employee Work Folder Supervisor s Employee Brief-971, previously AF Form 971. The Supervisors Employee Brief-971 is a system-generated document used to maintain information on an individual employee. A supervisor obtains this brief through the servicing Employee Management Relations Specialist at the local Civilian Personnel Section. Although recommended for use, supervisors can use other methods for retaining this information such as memoranda for record, handwritten notes, etc. The Supervisors Employee Brief- 971 generally contains the following information Personal Data. Part A of the brief contains current personal employee data including the employee s home address, home telephone, and emergency contact information Supervisor s Notes. Part B of the brief provides an area for supervisors to record comments and remarks occurring during the year such as discussions with the employee on performance, emergency-essential responsibilities, debt complaints, duty and travel restrictions, conduct, and other pertinent data. It is also used to record letters of appreciation. Parts A and B are detachable and all discussions which could potentially lead to performance or disciplinary actions are retained and attached when a new Supervisors Employee Brief-971 is added to the Supervisor s Employee Work Folder. Supervisors and managers may retain personnel notes separately from the Supervisor s Employee Work Folder when such notes are (1) retained for the personal use of the author only, as a memory aid; and (2) not circulated to anyone else including other supervisors or managers, the author s secretary, or clerical support personnel; and (3) not required by directives published at any level and may be retained or discarded solely as the author sees fit. Personal notes must be removed from the Supervisor s Employee Work Folder prior to allowing an employee to review their own records maintained in the Supervisor s Employee Work Folder (T- 2). Part B of the brief may also be used for additional information as determined by the Major Command/Combatant Command.

6 6 AFI NOVEMBER Part C contains the employee s current position data, education, performance, training, and awards information. It is automatically updated in Defense Civilian Personnel Data System when significant changes occur. Request a new copy from the servicing Civilian Personnel Section when major changes transpire Position Description. Supervisors keep copies of AF Form 1378, Civilian Personnel Position Description, or AF Form 1003, Air Force Core Personnel Document. Retain these documents in the Supervisor s Employee Work Folder to document the employee s position in the organization. The file may also contain copies of organizational charts, official statements of the functions of the organization, and staffing authorization documents. File position descriptions and core documents containing classified information according to the requirements in Air Force Instruction , Personnel Security Program Management, January 27, The MyPerformance Appraisal Tool. The MyPerformance appraisal tool is the only automated appraisal tool authorized for administering and documenting activities under the Department of Defense Performance Management and Appraisal Program. MyPerformance generates a completed DD Form 2906, Department of Defense Performance Plan, Progress Review, and Appraisal. For those bases who are still in the process of completing Impact and Implementation (I&I) bargaining on the Air Force Instruction , Performance Management and Appraisal Program Administration in the Air Force with their local bargaining units, refer to section of this publication When supervisors or employees do not have access to the electronic MyPerformance appraisal tool, they must use the paper copy of DD Form 2906 to document the performance plan, progress review(s), and rating of record. (T-0) When a paper copy of DD Form 2906 is used, the employee will be provided a copy of each completed action. (T-1) If a supervisor prints the employee s performance records, the printed version is maintained in the employee performance file section of the Supervisor s Employee Work Folder. (T-1) The retention period for performance related documents is four years. Since the MyPerformance tool maintains performance records for 4 years, supervisors and employees are advised to print performance records they wish to maintain beyond the 4-year period such as those used in connection with an ongoing administrative, negotiated, quasi-judicial, or judicial proceeding. Printed records are retained in accordance with the Air Force Records Information Management System Records Disposition Schedule Performance-related documents retained beyond the 4-year period that are in connection with an ongoing administrative, negotiated, quasi-judicial, or judicial proceeding are maintained in a file separate from the Supervisor s Employee Work Folder in accordance with the Air Force Records Information Management System Records Disposition Schedule, Department of Defense Air Force Instruction , Performance Management and Appraisal Program Administration in the Air Force

7 AFI NOVEMBER and local procedures or as specified in a Master Labor Agreement or local supplement This section only applies to those bases who are still in the process of completing Impact and Implementation (I&I) bargaining on the Air Force Instruction , Performance Management and Appraisal Program Administration in the Air Force with their local bargaining units. The Employee Performance File consists of performance plans (AF Form 1003 or 860, as appropriate), ratings of record (AF Form 860A) and documentation of interim feedback sessions (AF Form 860B) and possibly other documentation of feedback. The retention period is four years. Supervisors maintain the original (if wet signature ) or copy (if digitally signed) performance appraisal forms and related documentation of periodic performance feedback and counseling in accordance with the Air Force Records Information Management System Records Disposition Schedule, Air Force Instruction , Managing the Civilian Performance Program and local procedures or as specified in a Master Labor Agreement or local supplement. This section will become obsolete upon full Impact and Implementation (I&I) bargaining on the Department of Defense Instruction V431_Air Force Instruction , Performance Management and Appraisal Program Administration in the Air Force with their local bargaining units Work and Leave Schedules. According to Air Force Instruction , Absence and Leave, supervisors may prepare a leave schedule for their subordinates. Since there is a mutual employee-management responsibility to plan and schedule the use of annual leave throughout the year, supervisors are encouraged, but not required, to prepare a leave schedule for their subordinates each year. This information may be maintained in the Supervisor s Employee Work Folder or in a central office electronic or hard copy filing system Training Records. The supervisor retains a copy of the training requests and approved training plans Telework Agreement. According to Air Force Instruction , Civilian Telework Program, the supervisor is to maintain the signed and dated DD Form 2946, Department of Defense Telework Agreement in the Supervisor s Employee Work Folder when approving an employee s request to telework Emergency-Essential Agreement. In accordance with Air Force Instruction , Mobilization of the Civilian Workforce, employees assigned to emergency-essential positions must sign a DD Form 2365, Department of Defense Civilian Employees Overseas Emergency-Essential Position Agreement. (T-0) The supervisor is to file the original DD-2365 in the Supervisor s Employee Work Folder and send a copy of the signed form to the Civilian Personnel Section Performance and Disciplinary Actions. General supervisory documentation of employee job performance and actions taken to motivate correction of job deficiencies are to be maintained confidentially with the Supervisors Employee Brief-971. Unless otherwise specified by Air Force Instruction , Discipline and Adverse Actions or in a collective bargaining agreement or local supplement, destroy reprimands maintained in the Supervisor s Employee Work Folder two years from the date of notice of decision to

8 8 AFI NOVEMBER 2017 reprimand. In the same manner, unless otherwise specified, purge oral admonishment records maintained with the Supervisors Employee Brief-971 two years from the date of admonishment Medical information. Medical documentation specifically applicable to the employee s current position is to be maintained in an Employee Medical File to include documentation relating to: participation in physical fitness programs or the leave donor program; Family Medical Leave Act and documentation supporting use of sick leave and/or requests for advanced sick leave; requests for accommodation under the Rehabilitation Act; return to duty with or without restrictions; and positive random drug test results. The supervisor is not to file the Employee Medical File in the Supervisor s Employee Work Folder. Rather, the supervisor is to place the Employee Medical File documentation in a sealed envelope marked Confidential Medical Records Supervisor s Eyes Only and file separately from the Supervisor s Employee Work Folder. Destroy Employee Medical File documentation when work restrictions expire or documents are no longer applicable to the current position. Do not destroy documents relating to legal entitlements (Family Medical Leave Act, Rehabilitation Act) or adverse actions (drug test) without first consulting the local Judge Advocate office. (T-3) Supervisors who are departing their position should review the Employee Medical File prior to departure to evaluate the next supervisor s need to know. (T-0) Refer all questions about the appropriate selection, maintenance and destruction of Employee Medical File documentation to the servicing Employee Management Relations Specialist at the Civilian Personnel Section Disposition and Safeguarding of the Supervisor s Employee Work Folder. Supervisors and managers must ensure safekeeping and storage of the Supervisor s Employee Work Folder in a manner that protects against casual access, that provides disclosure to Air Force officials or others outside of the Air Force only when appropriate, and that does not violate personal privacy. (T-0) All supervisors and managers maintaining these records are cautioned to use discretion and good judgment when asked to furnish the records; and to furnish the records only as permitted by the Privacy Act of For proper maintenance, supervisors should review the Supervisor s Employee Work Folder annually and purge the file of obsolete information or records to ensure they meet requirements in Air Force Instruction or as contained in a collective bargaining agreement or local supplement. For example, oral admonishments and letters of reprimand are usually deleted after two years; debt letters and other letters of caution are also normally destroyed after two years. However, there is usually no time limit to records of counseling and reinforcement of supervisor policies. In the case of disciplinary actions taken that are documented in the Official Personnel Folder, such as suspensions, the supervisor is encouraged to maintain a copy of that disciplinary record in the Supervisor s Employee Work Folder for a sufficient amount of time (i.e., two-three years) so that sufficient documentation is available to support progression of penalties decisions, if future actions so warrant When a supervisor leaves the organization, the Supervisor s Employee Work Folder is retained for the gaining supervisor.

9 AFI NOVEMBER When an employee moves to a different organization on the same base, the losing supervisor sends the complete Supervisor s Employee Work Folder to the gaining supervisor in a sealed envelope, directed to the attention of the addressee only, within 10 workdays. It must not be hand-carried by the employee. (T-2) When an employee is transferred to another Air Force installation or another agency, transfer all performance appraisal ratings of record maintained in the Supervisor s Employee Work Folder and the performance plan on which the last rating was based to the servicing Employee Management Relations Specialist in the Civilian Personnel Section. Then, the supervisor may destroy what remains of the Supervisor s Employee Work Folder after 60 days When an employee is separated for any reason other than entrance into military service or an adverse action, transfer all performance ratings of record maintained in the Supervisor s Employee Work Folder and the performance plan on which the last rating was based, as well as any records relating to adverse actions taken against the employee, to the servicing Employee Management Relations Specialist in the Civilian Personnel Section. The supervisor may then destroy what remains of the Supervisor s Employee Work Folder after 60 days When an employee is separated as a result of an adverse action, the supervisor is to transfer all performance ratings of record maintained in the Supervisor s Employee Work Folder and the performance plan on which the last rating was based to the servicing Employee Management Relations Specialist in the Civilian Personnel Section. The supervisor should retain the Supervisor s Employee Work Folder and any supporting documents as long as there are grievance, appeal, Equal Opportunity (EO) complaint, or Unfair Labor Practice charges pending. Do not destroy the Supervisor s Employee Work Folder if the employee separates as a result of an adverse action (such as removal). Instead, contact the local servicing Employee Management Relations Specialist in the Civilian Personnel Section for consultation on appropriate maintenance of records When an employee is separated to enter military service and holds return rights to the civilian position, the supervisor maintains the Supervisor s Employee Work Folder until the employee returns to duty. The personal documentation in Part A should then be updated accordingly. 5. Access to Records Access. All personnel records subject to the Privacy Act must be secured against unauthorized access, regardless of the medium. (T-0) 5.2. Requirements for Access. Access to personnel records subject to the Privacy Act, including paper, microfiche/ microfilmed and electronic records, is limited to those whose official duties require such access. (T-0) An employee has the right to review the contents of the Supervisor s Employee Work Folder in the presence of their supervisor and has a right to obtain copies of any documents contained therein.

10 10 AFI NOVEMBER Requests from other government agencies for specific documents from an Official Personnel Folder/e-Official Personnel Folder and/or a certified copy of the Official Personnel Folder/e-Official Personnel Folder are to be submitted to the AFPC Official Personnel Folder Management Section via fax or . Privacy Act information must not be provided over the telephone (T-0). The Official Personnel Folder Management Section researches the e-official Personnel Folder for requested documents and/or makes a certified copy of the Official Personnel Folder in compliance with the Privacy Act Legal requests for certified copies of documents and/or e-official Personnel Folders from court representatives should also be directed to the AFPC Official Personnel Folder Management Section. In some cases, the Official Personnel Folder Management Section will forward the request to legal counsel at AFPC to determine the validity of the request; otherwise, the Official Personnel Folder Management Section will record and process the request Defense Civilian Personnel Data System Support websites. Supervisors/managers, employees AFPC SECURE. This website was created and is maintained by AFPC. The site offers a variety of formatted data and information from Defense Civilian Personnel Data System and is made available to management, employees and military members. Access to this information is secure via a Common Access Card (CAC) enabled connection at: Some examples of applications available through AFPC SECURE include certain elements of the electronic Official Personnel Folder and the Employee Benefits Information System (EBIS) MyBiz+. This portal is a secure, self-service gateway for managers/supervisors and employees that contains information about an employee (e.g., appointment, position, personal, salary, benefits, awards and bonuses, performance and personnel actions). The employee can update personal information at any time at this site (e.g. disability, language, ethnicity and race, emergency contact, education, training and certifications/licenses). DANIEL R. SITTERLY, SES Acting Assistant Secretary (Manpower and Reserve Affairs)

11 AFI NOVEMBER References Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION Air Force Policy Directive 36-1, General Civilian Personnel Provisions and Authorities, July 23, 2013 Title 5, United States Code Title 5, Code of Federal Regulations Title 10, United States Code Office of Personnel Management Guide to Personnel Recordkeeping Title 32, United States Code Air Force Instruction , Publications and Forms Management, December 1, 2015 Air Force Manual , Management of Records, March 1, 2008 Air Force Instruction , Air Force Privacy and Civil Liberties Program, January 12, 2015 Department of Defense R, Department of Defense Privacy Program, October 29, 2014 Air Force Instruction , Air Force Information Technology (IT) Service Management, September 16, 2014 Air Force Manual , User Responsibilities and Guidance for Information Systems, June 1, 2012 Air Force Instruction , Discipline and Adverse Actions, July 22, 1994 Air Force Instruction _AFGM , Personnel Security Program Management, November 20, 2015 Air Force Instruction , Managing the Civilian Performance Program, July 1, 1999 Department of Defense Instruction V431_Air Force Instruction , Performance Management and Appraisal Program Administration in the Air Force, November 15, 2016 Air Force Instruction , Absence and Leave, July 8, 2015 Air Force Instruction , Civilian Telework Program, July 8, 2015 Air Force Instruction , Mobilization of the Civilian Workforce, July 21, 1994 Prescribed Forms None Adopted Forms AF Form 847, Recommendation for Change of Publication AF Form 1378, Civilian Personnel Position Description AF Form 1003, Air Force Core Personnel Document

12 12 AFI NOVEMBER 2017 DD Form 2365, Department of Defense Civilian Employees Overseas Emergency-Essential Position Agreement AF Form 860, Civilian Performance Plan AF Form 860A, Civilian Rating of Record AF Form 860B, Civilian Progress Review Worksheet DD Form 2946, Department of Defense Telework Agreement Terms Civilian Personnel Records Records related to the supervision over, and management of, Federal civilian employees; include records on the general administration and operation of human resource management programs ad functions as well as records that concern individual employees Counseling A nondisciplinary method of providing information, instruction, guidance, advice, assistance, or encouragement. Don't confuse counseling with oral admonishment, which is disciplinary. Employee Performance File Include ratings of records, supporting documentation for those ratings, and any other performance-related material required by agency performance appraisal system Employee Medical Folder Occupational medical records that contain employee-related information about an employee s health status, including personal and occupational health histories and the opinions and written evaluations generated in the course of diagnosis and/or employment-related treatment/examinations by medical health care professionals and technicians Merged Records Personnel Folder Employment records created under the Office of Personnel Management s recordkeeping authority that are mixed in the same file with employment records created outside the Office of Personnel Management s recordkeeping authority Official Personnel Folder A file containing records that cover an individual s employment history. The long-term records included in the file protect the legal and financial rights of the Government and the employee. The Office of Personnel Management Guide to Personnel Recordkeeping contains the Office of Personnel Management s rules for creating, using, and disposing of the Official Personnel Folder Records All papers, maps, photographs, machine-readable materials or other documentation, regardless of physical form, made or received by the Government in connection with the transaction of public business and preserved as evidence of decisions, operations or other activities of the Government. Supervisor s Employee Brief This electronically generated brief has replaced the AF Form 971. The brief is available by request from the Civilian Personnel Section, Employee Management Relations Specialist.