OPM Trims Records System After DoD Background Check Shift
Published Date: 6/26/2026
Notice
Summary
The Office of Personnel Management (OPM) is updating its records system to focus only on suitability decisions for federal jobs, since background checks have moved to the Department of Defense. This change affects anyone applying for or holding federal positions and takes effect on July 27, 2026. No new costs are expected, but public comments are open until that date.
Analyzed Economic Effects
6 provisions identified: 1 benefits, 4 costs, 1 mixed.
Long Retention of Suitability Records
OPM will retain suitability adjudication files and related computerized records for 16 years from closing (25 years if the file involves potentially actionable issues). Suitability appeal files are retained for 7 years.
Sensitive Personal Data Included
The OPM suitability files may include highly sensitive information such as Social Security numbers, date and place of birth, mental health history, drug and alcohol records, financial records, Internal Revenue Service income tax information, and credit reports.
Records May Be Shared Widely
OPM may disclose suitability records to entities such as the Department of Justice, the Department of Defense (DCSA), other federal agencies, contractors, Congress, NARA, and law enforcement, and may share data to respond to breaches.
You Can Request Access and Amendments
Individuals may request access to their OPM suitability records or request amendments by filing a Privacy Act request or Privacy Act Amendment Request to OPM, and must include full name, date of birth, contact preference, last federal agency and dates, and a signature. Individuals subject to a proposed suitability action may also request the materials OPM relied on under 5 CFR 731.302(a).
OPM Keeps Only Suitability Files
OPM will only keep records used to make and review suitability decisions for federal jobs, and background investigation records have been transferred to the Defense Counterintelligence and Security Agency (DCSA). This change takes effect July 27, 2026; OPM says no new costs are expected and the public may comment through July 27, 2026.
OPM Can Assert Privacy Exemptions
OPM may claim exemptions for records under 5 U.S.C. 552a(k) and 5 CFR 297.501(b)(5), and may reserve the right to assert exemptions for certain records received from other agencies or compiled in anticipation of litigation.
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