BOP Program Statement 6701.01 § 7

a. Employee Health Record Maintenance. Health records for Bureau employees will be

maintained in the required blue folder available from the General Services Administration.

Consistent with 5 CFR 293, all employees’ records will be retained in the Health Services Unit

(HSU) under the CD’s overall control. The Health Services Administrator (HSA) is responsible

for daily records management. These records include, but are not limited to:

■ BP-A0630 (Medical History Report [Employees/Applicants]).

■ BP-A0631 (Post Conditional Offer of Employment and Employee Physical Exam).

■ Pre-employment medical reports.

■ Other reports obtained from the employee.

■ Occupational information.

Disposition instructions are found in the BOP Records and Information Disposition Schedule

(RIDS) area on Sallyport.

b. Employee Health Record Chart Order

Left Side Right Side

Chronological/Progress Immunization Record

Notes History and Physical

Laboratory Reports Medical Fitness Reports

Radiology Reports Consent/Refusal Forms

Respiratory Therapy Consultations

A u d i o m e t r y E x a m

V i s i o n S c r e e n

E C G / E E G

Accident Reports

Employee Information

Handouts

Outside Correspondence

Release of Information

c. Security and Confidentiality. Employee health records will be maintained in a locked

cabinet in the HSU. Health records will not be retained in the official personnel folder while the

individual is employed, except when the employee is transferred, and all employment records are

mailed to the receiving institution.

Local procedures will be established to provide health care staff access to employee health

records in response to a medical emergency. When the health record is maintained in a location

that is not where the employee physically works (Complexes, temporary duty assignments, etc.),

procedures will include provisions to obtain access to the information, if feasible. Otherwise

access will be limited to “routine uses:” filing of loose reports and the documenting of medical

information (physicals, TB skin tests, vaccinations, etc.) by appropriate, designated staff.

d. Employee Request for Record. Employees may request copies of their employee health

records by submitting a written request to the HSA. Items should not be released without

verification of identity.

e. Other Requests for Record. Other requests for records will be in accordance with 5 CFR

297.204.

f. Disposition of Health Records for Employees Separated From the Agency. Employee

health records that become inactive due to an employee’s retirement, separation, or termination

will be forwarded to the institution Employee Services Management for proper disposition.

Medical certificates and any other examination health records used to determine an employee’s

job fitness are permanent records and must be placed in a sealed envelope and attached to the

right side of the official personnel folder.

g. Disposition of Radiographic Files. Radiographic Files on employees who have terminated

employment will be placed in an inactive file. Inactive files will be maintained in a separate

secure area and kept for five years. During the sixth year, they will be sent for silver recovery

and destruction.