[Code of Federal Regulations]
[Title 5, Volume 1]
[Revised as of January 1, 2008]
From the U.S. Government Printing Office via GPO Access
[CITE: 5CFR293.405]

[Page 98-99]
 
                    TITLE 5--ADMINISTRATIVE PERSONNEL
 
                CHAPTER I--OFFICE OF PERSONNEL MANAGEMENT
 
PART 293_PERSONNEL RECORDS--Table of Contents
 
           Subpart D_Employee Performance File System Records
 
Sec. 293.405  Disposition of records.

    (a) When the OPF of a non-SES employee is sent to another servicing 
office in the employing agency, to another agency, or to the National 
Personnel Records Center, the ``losing'' servicing office shall include 
in the OPF all performance ratings of record that are 4 years old or 
less, including the performance plan on which the most recent rating was 
based, and the summary rating prepared when the employee changes 
positions, as prescribed in part 430 of this chapter. Also, the 
``losing'' office will purge from the OPF all performance ratings and 
performance plans that are more than 4 years old, and other performance-
related records, according to agency policy established under Sec. 
293.404(a)(2) and in accordance with the Guide to Personnel 
Recordkeeping.
    (b) Consistent with transfer instructions pertaining to SES 
positions contained in this part, employee performance files shall be 
forwarded to gaining agencies at the same time as the OPF (5 CFR 
293.207).
    (c) Consistent with retention schedules promulgated in Sec. 
293.404, destruction of performance-related records

[[Page 99]]

shall be in accordance with agency procedures (e.g., by shredding or 
burning).
    (d) If a former employee returns to an agency, a new employee 
performance file will be created unless the prior file for this employee 
is still available. The original file may be reactivated provided that, 
consistent with the retention schedules and destruction requirements 
promulgated in this subpart, the contents are properly disposed of.
    (e)(1) It is the responsibility of the agency Personnel Director to 
insure the maintenance of employee performance files in accordance with 
this subpart and subparts A and B of this part, part 297 of this title, 
and with Office of Personnel Management guidance.
    (2) This responsibility may be delegated in writing to other agency 
officials as appropriate. Implementing guidelines for agency performance 
appraisal systems shall provide written instructions for compliance with 
Office rules and procedures as well as descriptions of the documents and 
where they are retained, and shall ensure that records are retained in 
accordance with the provisions of Sec. 293.402.

[47 FR 3080, Jan. 22, 1982, as amended at 51 FR 8411, Mar. 11, 1986; 56 
FR 65416, Dec. 17, 1991; 66 FR 66709, Dec. 27, 2001]