EPA Records Schedule 566
Status: Final, 08/31/2010
Title: Employee Medical Folder (EMF)
Function: 403-254 - Benefits Management
NARA Disposal Authority:
This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
- General Records Schedule 1/21
Includes medical records for employees.
Item a(1): Transferred employees - Long-term medical records as defined in 5 CFR 293, subpart E
See 5 CFR part 293, Subpart E for instructions.
Item a(2): Separated employees - Long-term medical records as defined in 5 CFR 293, subpart E
Transfer to National Personnel Records Center (NPRC), St. Louis, MO, 30 days after separation.
Item b: Temporary or short-term records as defined in the Federal Personnel Manual (FPM)
Destroy 1 year after separation or transfer of employee.
Item 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.
Personnel records for civilians are scheduled as EPA 553 and Public Health Service Corps commissioned personnel as EPA 554. Records related to employee visits to government health facilities for nonwork-related purposes not covered by this schedule are covered by EPA 016 - Individual Non-Occupational Health Record Files. See EPA 023 - Health Unit Control Files for logs or registers of visits to dispensaries, first aid rooms, and other types of health units.
Health care facilities' clinical records for treatment rendered to non-government workers and non-occupational injuries/illnesses are governed by the policy and guidance of the Public Health/Federal Occupational Health Agency (PH/FOH). According to those policies, non-government workers are not eligible for treatment at these centers. However, if an emergency does occur and treatment is rendered, a medical folder is established. The Health Care Provider in charge establishes the retention period for those records. A non-government worker includes AARPs, Stay-In-Schools, contractors, and the general public. For additional information, refer to the Occupational Health Center Services manual.
The NPRC will destroy long-term medical records for separated employees (Item a(2)) 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 ascertained, or 30 years after latest separation, whichever is later.
Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
The following change was made in the 08/31/2010 version:
- Corrected reference about NPRC destruction from 60 days to 60 years in guidance.
The following change was made in the 07/31/2008 version:
- Moved statement about destruction of records for separated employees by National Personnel Records Center from disposition item a(2) to guidance.
Conforms to NARA's General Records Schedule 1, item 21.
Item d for electronic mail and word processing system copies deleted 08/23/2006 pursuant to NARA Bulletin 2006-04.
EPA 016, EPA 023, EPA 553, EPA 554
Previous NARA Disposal Authority:
EPA Approval: Not applicable
NARA Approval: 12/00/2003