• Electronic Official Personnel Folder (eOPF)

  Overview: Tips and General eOPF Information

  Welcome to the electronic Official Personnel Folder (eOPF) website. The eOPF website consists of three webpages: eOPF Overview, eOPF FAQs, and eOPF Status. On this webpage you will find the following information:

  • eOPF and OPF Overview
  • General tips About eOPF Submissions
  • Important Tips to Ensure Your eOPF is Prepared for Promotion Board Review
  • Internal Document Processing for OPF and eOPF
  • eOPF Document Processing
  • The Purpose and Assignment of Document Dates
  • 

    eDOC-U User Guide (2674kb)

  eOPF and OPF Overview

  The electronic Official Personnel Folder (eOPF) is a digital version of your physical Official Personnel File (OPF) and contains a digital image of documents contained in your hard copy paper OPF. Your OPF is considered for official purposes the system of record and is maintained in accordance with regulations set forth by the National Archives Records Administration (NARA), HHS records management and schedule for maintenance and disposal of records, and Corps policy. The eOPF contains more information than your OPF, since the versatility of a digital record allows Commissioned Corps Headquarters (CCHQ) to operate electronic boards.

  The eOPF contains additional documents beyond what is mandated in your OPF. Some examples of these documents include, but are not limited to certificates, PHS support activities, CEUs, BLS, CVs, and other items that are sent in for the sole purpose of review by a promotion board. These documents are critical to the promotion board process but are not maintained in paper form in the OPF. The OPF on the other hand, contains documents that are required by the above regulations and policy and include but are not limited to official transcripts, application documents, oath of office, personnel orders, insurance forms, and most hard-copy documents that are required to have an original signature.

  General Tips about the eOPF Submissions:

  Do not wait until the last minute to upload documents to your eOPF! There is often a delay in processing documents in October, November, and December due to high volume. Ensure you save the email confirming successful uploading of your document(s). This is your only proof your documents were submitted by the deadline.

  Select documents in your electronic Official Personnel Folder (eOPF) are made available to the Promotion Board for review. The eOPF includes documents such as your Commissioned Officers' Effectiveness Reports (COERs), Promotion Information Report (PIR), Curriculum Vitae (CV), license and certifications, Officer Statement (OS) and educational information. Review your eOPF for accuracy annually, no later than November 1.

  To ensure documents are included in your eOPF for Promotion Board review you must upload your documents no later than the deadline on the Promotion Checklist. This does not mean the documents must be viewable in your eOPF by the deadline. Please check the eOPF Status webpage to check the processing date of uploaded documents.

  Uploaded documents enter an electronic workflow; no paper copies are produced. Therefore, the document images in your eOPF are only as good as the copy you upload. Documents with various shades of contrast, highlighter marking, etc., may not upload You are responsible for quality checking the documents in your eOPF.

  Important Tips to Ensure Your eOPF is Prepared for Promotion Board Review:

  1. Whenever possible, upload documents early in the year, from February through September.
  2. To avoid multiple copies in your eOPF, submit documents only once and check the eOPF Status webpage before contacting CCHQ. If CCHQ is experiencing delays in eOPF filing, an announcement will be posted.
  3. Always submit the CV cover sheet and CV together as a single document. If the documents are uploaded separately, the most recently submitted document will replace the other. Only the most recent CV document is retained in the eOPF. If uploaded separately, you'll end-up with only a CV cover sheet in your eOPF and no CV.
  4. Ensure that your CV is in the current One-CV format.
  5. Select titles from the drop-down menu that correspond with the sections of the eOPF (example: Continuing Education Summary Sheet, Letter of Appreciation, CV, etc.).
  6. The Officer Statement (OS) must be uploaded by the deadline on the Promotion Checklist. Though not related to the COER, it will be indexed in the COER section of the eOPF.
  7. The Reviewing Official Statement (ROS) must be submitted by your Reviewing Official to your CC Liaison and be received by CCHQ before the deadline on the Promotion Checklist.
     • Your Liaison will have an earlier deadline for the ROS to ensure the document is processed in due time. Though not related to the COER, it will be indexed in the COER section of the eOPF.
  8. Check the eOPF Status webpage for the current document processing date. When the date displayed matches the date that you uploaded, check to ensure all documents are present and in the correct section of your eOPF.
     • Correction requests may be sent to phsopffix@hhs.gov. Include your SERNO with a detailed description of the necessary correction.
     NOTE: Blurry documents or those that are slanted do not need to be replaced. Boards are able to adjust the contrast and magnify documents when reading them. Only documents that are totally illegible should be replaced.
  9. Required licenses and certifications must be current at all times. A copy of your renewed license and/or certification must be received by the Licensure Specialist before the current license or certification expires. Plan accordingly. Military restricted licenses will NOT be accepted. Please reference the Licensure webpage under the “Officer Support” tab on CCMIS.
  10. Never upload compensation or medical documents to your eOPF. Compensation (SGLI, W-4, etc.) and medical documents must be sent to Compensations or Medical Affairs, respectively. Once processed, the respective office will add appropriate documents to your eOPF.
      • EXCEPTIONS: Immunizations, Non-PHS Awards by a formally recognized agency or Professional Advisory Council (PAC), and Blended Retirement System (BRS) Training certificates.
  11. Do NOT attempt to upload the following documents to your eOPF:
      • Photographs
      • Publication reprints (Publications may be listed on your CV.)
      • Program agendas
      • Letters of recommendation, other than the Reviewing Official’s Statement (ROS). Letters of appreciation or outside activity statements that contain any recommendation or expression of support for promotion or position will not be included in the eOPF.
      • Medical documentation, except for immunizations
      • Annual Physical Fitness Test (APFT) form
      • Clinical practice agreements
      • Awards and award nominations: including PHS and prior service (limited Non-PHS awards allowed)
      • Continuing Education and Commissioned Corps support activity documents older than 7 (seven) years.
  12. DO NOT USE PDF PORTFOLIO

  Internal Document Processing for OPF and eOPF

  As noted above, most documents that are physically located in your OPF are either generated by CCHQ or are required originals you provided. In the example of personnel orders, a physical paper order is matched with supporting documentation and authorization. The document is then sent to a physical location in our file room. This occurs on a daily basis. The personnel orders are scanned in and then converted to a digital image.

  Through a series of steps, the digital image is placed into your eOPF for easy viewing access. We call this process “indexing a document”. The physical documents are then manually filed into your OPF.

  EOPF Document Processing

  Many documents never get placed in the OPF, as noted above. Some documents only reside in the eOPF. The majority of these documentsare uploaded by the individual officer. When a document is uploaded, the image is stored in a document queue. Each document is briefly reviewed, then filed to your eOPF.

  At no time are the documents that have been uploaded printed; the process is completely electronic. This allows documents to show-up in your eOPF sooner and reduces the risk of error.

  While most documents (CV, OS, etc.) need to be uploaded separately, CEU and PHS Support Activity documents (certificates, letters of appreciation, etc.) should be grouped together by the year in which they occur and labeled as such – “2016 CEU certificates” or “2016 PHS activities documentation”. This makes it easier for the promotion board to view these documents.

  The Purpose and Assignment of Document Dates:

  It is important to note that the process to upload a document requires you to select the document date. Some documents require an artificial date in order for the eOPF to display the image in the correct order, or for use by the promotion board. Most documents are indexed according to the date on the document, but there are exceptions. Below is a list of exceptions and the dates assigned. There is no need to correct the date of a document if the document is as described:

  • Personnel Orders- Dated as issued date of order
  • Officer Statement (OS) and Reviewing Official Statement (ROS) - Both of these documents are required to use January 31st of each the current promotion year as the document date.
  • CV-Dated as the date submitted, not the document date. Only the most recently uploaded CV is the one that is viewable in the eOPF. December 31st of any year in which the CV is submitted is also an acceptable date.
  • PHS Support Documents- Dated as December 31st of the year in which the document is dated.
  • All remaining documents are archived under the date received, or the date on the document, depending on which of these dates is available. If neither date is apparent on the document, then the date the document is indexed is used as the date.

  If there is an error regarding documents in your eOPF, send a detailed email with your SERNO to: phsopffix@hhs.gov.

  Last Updated: 1/9/23
• USER ASSISTANCE

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