Central Personnel Data File (CPDF), 1976; Documentation ...

Washington, DC20108

. -I

Documentation for

Central Personnel Data File (CPDF):

Current status Master File, 1976

contains: Number of Pages

1. Validation statement ................... 1 2. Guide to Documentation ................. 1 3. Introduction ........................... 3 4. NARA Prepared Record Layout ............ 3 5. Agency Prepared Record Layout .......... 2

Records of the u.s. Civil Service commission, Office of Personnel Management

(Record Group 146)

Accession Number: 3-146-92-003

July 16, 1992

Reference Copy # 1

National Archives and Records Administration

--------------------------------------------------------

National .$i~~~u~co~s j:\rchtves ~

1, Washington, DC 20408 ~J:t

T. Hull July 16, 1992

3-146-92-003

CENTRAL PERSONNEL DATA FILE (CPDF): CURRENT STATUS MASTER FILE, 1976

Validation Statement

When the National Archives acquired custody of this file, the accessioning procedures called for a manual comparison of the documentation to a printout of a portion of the records in each data file. This manual comparison is referred to as a "preliminary assessment" or "validation." Two records were compared to the. documentation. This is a statement of the results of the preliminary assessment or validation.

Title: Central Personnel Data File (CPDF): Current Status Master File, 1976 Scrambled and Unscrambled Versions

Logical Record Length: 155

Total Number of Datasets: 2

No discrepancies between the documentation and a sample dump of the data were noted during hand validation.

Reference Copy #2

National Archives andRecords Administration

National .~~~~U~CORbs~ ~rchzves""

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;;t Washington, DC 20408 ~#


3-146-92-003

CENTRAL PERSONNEL DATA FILE (CPDF): CURRENT STATUS MASTER FILE,'1976

Guide to Documentation

This guide to documentation for the Central Personnel Data File (CPDF) is intended to provide pertinent information regarding the use of this documentation package. Elements of this documentation were compiled from a number of sources including: a record layout provided by the U. S. Office of Personnel Management (Service Center, 4685 Log Cabin Drive, Macon, GA 31298) and the result of a concerted effort by the staff in the Center for Electronic Records, Archival Services Branch of the National Archives (NSXA). In addition, a machine readable file containing standard code tables for the 1973-1982 master files provided by the U. S. Office of Personnel Management is available for translating the codes in the CPDF. A printout of this file was generated by the Center for Electronic Records, Technical Services Branch (NSXT) for validation and reference purposes. See separate documentation box 'for a printout of this file.

In addition-l copies of three additional documents, the Federal Personnel Manual: Supplement 292-1 Personnel Data Standards (August 1976 and September 29, 1978) and the Federal Personnel Manual: Supplement 298-1 The Central Personnel Data File (CPDF) (January 1979), are available to ,users ot, the dataset. These documents provide codebook information and a description of data entry, coding, error checking, and updating procedures for the dataset. While supplementary, heavy users of the CPDF may find the information contained in these volumes to be particularly useful for understanding the sources of information for the dataset and the organizational usages this dataset has been put to by OPM as well as other government agencies.

Reference Copy #3


National . l'''~'' A1i_~_h_t_v_e._S____________ ~ ~

Washington, DC 20408~ ,~

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3-146-92-003

CENTRAL PERSONNEL DATA FILE (CPDF): CURRENT STATUS MASTER FILE, 1976

Introductionl

The Central Personnel Data File (CPDF): Current Status Master File is an automated file system of individual records for most Federal civilian employees. The file, initiated in the calendar year 1972, expanded the employee and data eleme;nt coverage of the Federal Personnel Statistics Program (FPSP) Sample File. The FPSP 10% sample, established in 1962, consisted of a continuous work history on each employee whose social security number ended in the digit 5. The sample data have been retained by OPM for historical studies and updated from CPDF submissions.

The Center for Electronic Records, National Archives and Records Administration, has in its custody two versions of the CPDF: Current status Master File for each year of data that have· been transferred. The two versions are 1) Unscrambled and 2) Scrambled. The unscrambled version contains the correct Social Security Number for each case represented in the file. In the scrambled file, the Social Security Number on each case has been scrambled to prevent the identification of persons represented in the CPDF. In the case of the unscrambled files, access to the information contained within is restricted for 72 years from the creation date and subject to OPMjGOVT-1 system notice. Therefore, the records for the 1976 CPDF Unscrambled version (the unaltered record copy) are restricted until 2048. All researchers requesting these records are urged to contact OPM's Assistant Director for Information for technical assistance in understanding and use of the data contained in the CPDF.

Also included with the CPDF collection is the CPDF: Standard Code Tables, 1973-1982 data file. This file contains the coding information for the variables contained within the CPDF: Current Status Master Files. For those utilizing the CPDF for analytical purposes, the Standard Code Tables File is essential to understand the meaning of the information in the Current Status Master Files. A printout of the Standard Code Tables has been prepared by the Technical Services Branch, Center for Electronic Records and included with the documentation package.

Reference Copy #4


2

1) Scope of the CPDF System

The CPDF includes all Federal civilian employees of the executive branch except local nationals in foreign countries, nonappropriated fund employees, employees of the National Security Agency, Central Intelligence Agency, and commissioned officers serving in the Environmental Protection Agency and the Departments of Commerce and Health, Education, and Welfare. Also excluded are employees of the Federal Reserve Board, the White House Office, and the Tennessee Valley Authority. In the judicial branch only the Administrative Office of the U.S. Courts is covered in CPDF. In the legislative branch, the General Accounting Office, Government Printing Office, and the U.S. Tax Court are included.

The Current Status Master file is but one of a number of files contained within the CPDF system. Other files include: the FPSP 10% sample, a Transaction History File, and the Training Subsystem File. In addition, a Minority Group Designator (MGD) File was maintained separately from the basic files until January 1976 when it was merged with the basic CPDF files. The training data, collected on a quarterly basis for individual training exposures are maintained cumulatively in a separate file. These data are merged with other CPDF files to produce training statistics.

CPDF also serves as a 'tickler file' for other systems. Both the Executive Inventory System (for supergrade employees) 'and the Federal Automated Careers System (FACS) for mid-level employees in the personnel management and industrial relations occupations, receive notification of actions received in the CPDF which affect the populations covered by CPDF and that system (e.g. accessions and promotions to GS-16 through GS-18, changes to employees in personnel management occupations, etc.).

2) Inputs and outputs

The CPDF system was created and is being maintained by continuous agency input derived from Notification of Personnel Action forms (SF 50, SF 50-A, and approved exceptions), list forms in lieu of Notification of Personnel Action forms, Payroll Change Slip forms (SF 1126 and approved exceptions), Minority Group Designation input, and quarterly training input. Input is either in hard copy form (which is then key punched for data entry) or in direct automated form (punched cards or magnetic tape); over 95% of agency input is in automated form.

A major objective of CPDF is to relieve participating agencies from periodic survey reports requirements. The CPDF provides the capability for utilizing the various data elements to produce status and dynamic outputs in a multitude of combinations. Major outputs from CPDF include the following:

Reference Copy #5

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a) Semiannual Report on Minority Group Employment b) Annual Report on White-Collar occupations c) Annual Report on Geographic Distribution of Employment d) Annual Report on Salary Distribution of Employment e) Annual Report on Blue-Collar Workers

other routine uses of the CPDF can be found in the Office of Personnel Management systems notice covering this system which is published annually in the Federal Register in compliance with the Privacy Act of 1974.

1. Most of this information was compiled from Federal Personnel Manual System: Supplement 298-1 (Office of Personnel Management: Washington D.C., January 1979, pp. 1-3)

Reference Copy #6

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RECORD LAYOUT

~rft!1l"a'T"ITIPersonnel Data urrent status Master

e. SYSTEM OR SERIES

entral Personnel Data

File (CPDF): 3. ACCESSION NO.

File, 1976 3-146-92-003

File (CPDF)

8 DEFINITION

1. PAGE

! OF 3 4. RECORO LENGTH 5. OATE PREPARED

155 9/14/9P

7. PREPAREO BY

N. McGovern

LINE NO.

e.

AG

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DATA ELEMENT

b.

Aqencv - Subelement

Aqency

Subelement

Birthdate . (DOB)

DOB - Year

DOB - Month

Dutv - station

Dutv - state

Dutv - city

Dutv - County

MSA (FIPS?)

Occunation

Patco (?)

Pay - Basis

FIELD LOCATION

c.

1-2

3-4

5-6

7-8

9-10

11-14

15-17

18-21

22-25

26

27-28

SIGN (If

CLASS nuA/N meric)

d. e.

A

A

N

N

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Pav-GRD-R Redefines Pay Grade J N

LA

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Pay Plan

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service - Cornn - Date (SCD)

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33 A

34-39 N

N

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SIZE

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TYPE OF

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File (CPDF): 3. ACCESSION NO. File, 1976 3-146-92-003

File (CPDF)

t. PAGE L OF. 3,

4. RECORD LENGTH 5. DATE PREPARED 155 9/14/90

7. PREPARED BY

N. McGovern

8 DEFINITION

SIGN

LINE FIELD CLASS (If

DATA ELEMENT nu-NO, LOCATION A/N mericJ

B. b. c. d. e.

SCD - Month 42-43 N '-

XS Sex 44 A

SU Supervisory - Status 45 A

OA Tenure 46 A

Tvne - Annointment 47-48 A

FB Veterans - Pref 49 A

WS Work - Schedule 50 A

LM Academic - Discinline 51~54 A

FH Annuitant - status 55 A

As - Of - Date (AOD) -- -

AOD - Year 56-57 N

AOD - Month 58-59 N .

PC Rrlrarl;n;na unit-. /,;O-/,;1 A

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FF. Curr - Annt - Ant-.h ? 71-73 A

EV Education - T,pvpl 74-75 A

C'rz FEGLI 76 A

NP FT,~~ 77 ~

Fro?:!'>.n - CSRS - ~o'r''; Cp 78-81 A

Rn Fllnctional - Cl""c:c: R? ·R1 A

REFERENCE TYPE

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B. SYSTEM OR SERIES

Central Personnel Data File

RECORD LAYOUT

(CPDF): 3. ACCESSION NO.

1976 3-146-92-003

(CPDF)

L PAGE

3 OF· 3 4. RECORD LENGTH 5. DATE PREPAREO

155 9/14/9 0

7. PREPARED BY

N. McGovern

B DEFINITION

LINE DATA ELEMENT NO.

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Health Plan

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91-108 A

109 A

110 A

111 A

12-115 A

116 A

17-118 A

19-120 A

21-122 A

123 A ~

24-132 A

33-134 A

135 A '.

T.R vietnrlm - F.rrl - Veteran 136 A

VPrlr - n, i137 ·138 A

Prlvrlhlp - ~rllrlrv 139-144 A

FE"RS - CoverrlCYP 145 A

OPM - "RPNion 146 A

Area - Office 147-148 A

f'p r"n"m4>] lpr 149-155 A

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02 SALARY PIC X(6). (12 SALARY-NUM REDEFINES --SliLfif,Y PIC S9(6) . 1~2 SERVICE-COMP-DATE.

03 SCD-YY fIC 9(2) · 03 SCD-'hi'i PIC 9(2) · SEX PIC X ( 1 ;. ·

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:-

Reference Copy # 11

Washington, DC20408

July 16, 1992 T. Hull

3-146-92-003

CENTRAL PERSONNEL DATA FILE (CPDF): CURRENT STATUS MASTER FILE, 1'976

Sample Printouts of Data

The following are four pages copied from a dump of records contained in the Central Personnel Data File (CPDF), 1976: Current Status Master File, Scrambled Version and the Central Personnel Data File (CPDF), 1976: Current Status Master File, Unscrambled Version. These printouts were prepared so that validation procedures could be carried out on the data files. The first two pages (file SER.SEP76S.CPRSM) are from the Scrambled file and may be released to the public. Pages three and four (file SER.SEP76S.CPRSM) are from the unscrambled file and should not be released.

Reference Copy # 12

National Archives andRecords Administration

II~ (1)

(t>.(' Cil ~*FI18 PRINT OF HEADER LABELS:

(1)

if' I.®.. 1 076648 ISlR1SER.SEP76S.CPRSM107664800010001 92157 923370000000IBM OS/VS 370 ~R2F327050015500MNASJTWS/GO B 40601

=It:if' ...... ~FI21 CURRENT DATA SET NUMBER IS - 00001 ***WT2 BLOCK 1, RECORD 1, RECORD 1 IN ENTIRE FILE, RECORD SIZE 155 .

,t' AAod1\9,og2~012d025h 120103011~DhdEdeb37794't7{t!O~M'8h[**hIIh 401\9~6\0~ ~ ~A\{ /0011 fod lopl f400~2r ,. ( 12~11245848.0011 N'43'037794i *

***WT2 BLOCK 1, RECORD 2, RECORD 2 IN ENTIRE FILE, RECORD SIZE 155

.~.' AAb 02s10i,11 b0 1 Db 01/8840\09 OSRPA/15G9Eto378 Od6 7\06~~ ~ ~ol2fh 40 11d7'J091 \. lWDM\ h9'd '100\ (OO{ 'b(p/ h008~1 I r Hl74727866410!1Wi9037800\ * .:( ***WT2 BLOCK 1, RECORD 3, RECORD 3 IN ENTIRE FILE, RECORD SIZE 155

AA00410111001000188400905PPA12GS*0193867408*81401F****97609 WDM **D 00 ** OP 40082 170132800901*N**019386 *(.\


AA00360519405010300000905PPDOOECE0273007204M81401I149997609 WDM 17A 00 .~ ** OP 40082 2762289808001 N61 027300 *

***WT2 BLOCK 1, RECORD 5,. RECORD 5 IN ENTIRE FILE, RECORD SIZE 155 o{) AA00300811001000188400905PPA18GSE0378005905M81402F140197609 WDM 16B 00 ** OP 40082 1780242823011N54037800 *

***l-lT2 BLOCK 1, RECORD 6, RECORD 6 IN ENTIRE FILE, RECORD SIZE 155'f4

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AA00480111001000188400905PPA13GSE0229067308M81401F140197609 WDM 15B 00 ** OP 40082 1175385700011N73022906 * ,,~


AA00420511001000188400905PPA17GSE0378006906M81401F140197609 WDM 15C 00 00 OP 40082 11143466'if 41021 N69037800 * -***WT2 BLOCK 1, RECORD 9, RECORD 9 IN ENTIRE FILE, RECORD SIZE 155 ~

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***t-lT2 BLOCK 6852, RECORD 1, RECORD 1445562 IN ENTIRE FILE, RECORD SIZE 155

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BLOCK 6852, RECORD 3, RECORD 1445564 IN ENTIRE FILE, RECORD SIZE 155**Jf.\!lT2 OP 24081 11044279+:>. ZZZZZZ**B 00 00NV24491042654010161600312CPA04GSE0079767409F82151F****97609

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6852, RECORD 4, RECORD 1445565 IN ENTIRE FILE, RECORD SIZE 155***WT2 BLOCK

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BLOCK 6852, RECORD 5, RECORD 1445566 IN ENTIRE FILE, RECORD SIZE 155***m2

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6, RECORD 1445567 IN ENTIRE FILE, RECORD SIZE 155BLOCK 6852, RECORD***WT2 11044401ZZZZZZ06B 00 00 OP 24081NV24510542654010161604605BPH10WGE0136456906M81101F****97609

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6852, RECORD 7, RECORD 1445568 IN ENTIRE FILE, RECORD SIZE 155***WT2 BLOCK

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6852, RECORD 8, RECORD 1445569 IN ENTIRE FILE, RECORD SIZE 155

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BLOCK 6852, RECORD 10, RECORD 1445571 IN ENTIRE FILE, RECORD SIZE 155***WT2

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11, RECORD 1445572 IN ENTIRE FILE, RECORD SIZE 155

OP 20902 21044837 -***WT2 BLOCK 6852, RECORD

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BLOCK 6852, RECORD 12, RECORD 1445573 IN ENTIRE FILE, RECORD SIZE 155***WT2

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(. ***~IT2 BLOCK 6852, RECORD 13, RECORD 1445574 IN ENTIRE FILE, RECORD SIZE 155

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Central Personnel Data File (CPDF), 1976; Documentation ...

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