September 13, 1996


SUBJECT: Change to Recordkeeping Requirements for Training Documents


The U.S. Office of Personnel Management (OPM) has issued revised personnel recordkeeping guidance which affects how and where documentation of civilian training, planning, procurement, program development, completions and evaluation are filed.

Update 1, March 15, 1996, to the Office of Personnel Management (OPM) Operating Manual, The Guide to Personnel Recordkeeping revises or rescinds the Official Personnel Folder (OPF) filing requirements for training documents. The following guidance is effective October 1, 1996.

a. The requirement to file training documents in the OPF (long-term, right side) is rescinded. The following training documents may not be filed in the employee's OPF after 1 October 1996:

OPM Form 1398, Model Veterans Readjustment Appointment Plan;

OF 37 (discontinued), Nomination for Interagency Training and the Presidential Appointee, Record of Training;

Training Certificates

DD Form 1556, Request, Authorization, Agreement, Certification of Training and Reimbursement; and

Computer generated lists of completed training.

Training documents already on file in the OPF, will remain on file (long term, right side) until the employee leaves Army employment. At that time, training documents will be removed from the OPF and returned to the employee.

b. When documentation of training activity is required to be maintained by Chapter 41 of Title 5 CFR, Part 410 and Army regulations, this can be accomplished in accordance with AR 25-400-2, The Modern Army Recordkeeping System (MARKS).
You should establish organizational case file in accordance with MARKS where appropriate training records can be maintained for the following:

  1. 1) delegation of authority to approve training;

  2. 2) the purchase of training;

  3. 3) training for placement;

  4. 4) academic degree training;

  5. 5) continued service agreement;

  6. 6) recovery and waiver of training expenses;

  7. 7) acceptance of contribution, award, or payment;

  8. 8) annual training plan evaluation.

c. As you implement these policies, we encourage you to return all training documents in the OPF to the employee.

We are pleased to be able to reduce the manual recordkeeping requirement. However, it is still necessary to assure completed training is documented in DCPDS so we can continue to retrieve individual training data as well as statistical data for reporting requirements. Questions regarding the above recordkeeping changes should be directed to Patricia Songer, COM 703-325-7271 or DSN 221-7271.

Training and Leader Development - an INVESTMENT in the Future!!!

//Original signed //
Robert C. Zenda
Chief, Training and Leader
Development Branch