[Federal Register: December 30, 1998 (Volume 63, Number 250)]
[Notices]
[Page 71899-71915]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr30de98-47]
=======================================================================
-----------------------------------------------------------------------
CONSUMER PRODUCT SAFETY COMMISSION
Privacy Act of 1974; Republication of Systems of Records
AGENCY: Consumer Product Safety Commission.
ACTION: Republication and revision of systems of records
-----------------------------------------------------------------------
SUMMARY: The Consumer Product Safety Commission is republishing its
Privacy Act systems of records with certain changes, additions, and
deletions.
DATES: Systems with substantive changes will become effective on
February 8, 1999, unless comments are receicved which require a
contrary determination.
ADDRESSES: Comments should be mailed to the Office of the Secretary,
Consumer Product Safety Commission. Washington, DC 20207,
FOR FURTHER INFORMATION CONTACT: Joseph F. Rosenthal, Office of the
General Counsel, Consumer Product Safety Commission, Washington, DC
20207, Telephone (301) 504-0908.
SUPPLEMENTARY INFOMATION: In accordance with Presidential Memorandum of
May 14, 1998, the Consumer Product Safety Commission has reviewed its
Privacy Act systems of records, and is republishing its notices of
Privacy Act systems of records with necessary changes and additions.
Addresses have been changed throughout to reflect the Commission's
current location and organizational structure, and minor stylistic
changes have been made to provide a more consistent format throughout.
Additional changes and newly published systems are noted below.
CPSC-1, Injury and Incident Investigation Files. The name of the
system has been changed from ``Ancient Reports (In-Depth)'' to reflect
the inclusion of follow-up instigative reports of injuries and reported
hazardous incidents as well as the coded data and one line narratives
received from hospitals. ``Purpose(s)'' and ``Record Source'' sections
have been added to conform to standard practice. The ``Storage''
section now refers generically to computer storage media, since some
records are stored on optical computer disks for long-term storage. A
sentence has been added to describe the
[[Page 71900]]
disposition of the original paper records. A sentence has been added to
the ``Retrievability'' section to reflect the fact that records are
also retrievable by product category. A sentence has been added to the
``Safeguards'' section to cover investigative reports that, unlike
those received from hospitals, may contain personal data.
CPSC-2, Advisory Committee Records. The first sentence of the
``Routine uses'' section has been moved to a new ``Purpose(s) ''
section.
CPSC-3, Claims. The first sentence of the ``Routine uses'' section
has been moved to a new ``Purpose(s)'' section. The system location has
been moved from the Office of Human Resources management to the Office
of the General Counsel, and the system manager has been changed to the
General Counsel.
CPSC-4, Hotline Database. A routine use has been added to permit
the Commission to forward complete records to other governmental
agencies having apparent jurisdiction over the products or hazards
disclosed in the records. The Commission sometimes receives
communications relating to matters outside the Commission's
jurisdiction, such as those relating to automobiles. The new routine
use would permit the Commission to forward those communications to the
appropriate agency, such as the National Highway Transportation
Administration, that does have jurisdiction. The ``retrievability''
section no longer excludes the possibility of retrieval by the name of
a victim different from the person who contacts the Commission. The
``systems exempted'' section has been removed because the system is no
longer used for purely statistical purposes--individual records may be
used for accident causation analysis.
CPSC-5, Commissioners' Biographies. The ``Categories of
individuals'' section has been narrowed. This system of records now
includes information about Commissioners only. The first sentence of
the ``Routine uses'' section has been moved to a new ``Purpose(s)''
section. The ``Routine uses'' section itself has been broadened to
permit unrestricted disclosure, which is consistent with the fact that
the information in the records has been furnished by the person to whom
it pertains for the express purpose of facilitating dissemination.
CPSC-6, Office of the Inspector General Investigative Files.
Routine use 11 has been revisited in light of the Debt Collection
Improvement Act of 1966 to allow disclosure to the Department of the
Treasury for the purpose of collecting delinquent debts.
CPSC-7, Enforcement and Investigation Files. The name of the system
has been changed from ``Enforcement and Litigation Files'' to more
accurately reflect the nature of the system. The ``Categories of
Individuals'' section has been amended to include the individuals who
may be named in the documents described in the ``Categories of
Records'' section. This make the ``Categories of Individuals'' section
consistent with the ``Categories of Records'' and ``Retrievability''
sections.
CPSC-8, Integrated Field System. The routine use relating to
enforcement and litigation has been removed. Although these records
indirectly support the Commission's enforcement activities, they are
used only for internal management functions.
CPSC-9, General Counsel Tracking System. No changes.
CPSC-10, Procurement Files. In the ``Retention'' section the
reference to destruction of computer records has been removed.
CPS-11, Employee Motor Vehicle Operators and Accident Report
Records. This system has been deleted. The Commission no longer keeps
records of this type. Records relating to claims against the Commission
arising from motor vehicle accidents allegedly caused by employees in
the course of duty are kept in the system called CPSC-3, Claims.
CPSC-12, Employee Outside Activity Notices. Additional authorities
for the record system have been cited. The first routine use has been
moved to a new ``Purpose(s)'' section. The retention period has been
shortened in that the records are no longer kept after an employee
leaves the agency
CPSC-13, Personnel Data System. Race and national origin and merit
pool identifier are no longer kept and have been removed from ``Record
categories.'' Information on individual vendors to the Commission,
including employee who receive reimbursement for expenses, has been
added to that section. Two new routine uses have been added: disclosure
in connection with relevant litigation, and disclosure in connection
with child support enforcement actions.
CPSC-14, Corrective Actions and Sample Tracking System. ``Sample
Tracking'' was added to the system name to more accurately reflect the
function of the system. Some organizational names were changed to
reflect a reorganization of the Office of Compliance. The ``Categories
of Individuals'' section was modified to include the contact person at
the entity under investigation. The ``safeguards'' section was modified
to show that certain employees in the field can access the system.
CPSC-15, Employee Relations Files. The former routine use number
five has been moved to a new ``Purpose(s)'' section. A new routine use
has been added to permit disclosure in relevant litigation without
requiring a judicial subpoena, i.e., one actually signed by a judge.
The retention period has been increased from two years to four years
after an employee leaves.
CPSC-16, Equal Employment Opportunity (EEO) Counseling Files. The
name of this system has been changed from ``Employee Upward Mobility
Counseling Files'' to reflect a narrowed scope. It now includes only
employees alleging discrimination. The two ``Categories'' sections and
a new ``Purpose(s)'' section reflect this scope. The retention period
has been changed to a fixed two years from ``until employee reaches
goal.'' The ``Record source'' section has been changed to include
witnesses as well as the employee himself or herself.
CPSC-17, Commissioned Officers Personal Data File. The record
categories section has been shortened by deleting references to data
items that are no longer recorded. The first three former routine uses
have been moved to a new ``Purpose(s)'' section. A new routine use has
been added to allow disclosure, upon request, to a state or federal
agency in connection with hiring or other personnel activities.
CPSC-18, Procurement Integrity Records. No change.
CPSC-19, Office of Hazard Identification and Reduction Tracking
System. This is a proposed new system that will help the Office of
Hazard Identification and Reduction manage its projects.
CPSC-20, Personnel Security File. No change.
CPSC-21, Contractor Personnel Security File. This is a proposed new
system that will store security investigation reports on contractor
personnel who work onsite at the Consumer Product Safety Commission.
CPSC-22, CPSC Management Information System. References to obsolete
computer punch cards have been removed.
CPSC-23, Health Unit Medical Records. This system has been deleted
because the Commission no longer has a health unit and all records have
been destroyed in accordance with ``Retention'' section of the former
CPSC-23.
CPSC-24, Respirator Program Medical Reports. This is a new system
of records to cover the medical reports on
[[Page 71901]]
employees whose job may require them to wear respirators. Occupational
Health and Safety Regulations requires such persons to undergo periodic
medical evaluations of their fitness to use respirators. The Public
Health Service performs these evaluations for the Commission.
The Chairman of the Committee on Governmental Affairs of the
Senate, the Chairman of the Committee on Government Reform and
Oversight of the House of Represenatatives, and the Office of
Management and Budget have been specifically notified of systems CPSC-
1, CPSC-4, CPSC-5, CPSC-6, CPSC-7, CPSC-13, CPSC-14, CPSC-17, CPSC-19,
CPSC-21, and CPSC-24, and have received a copy of this notice.
Dated: December 18, 1998.
Sadye Dunn,
Secretary, Consumer Product Safety Commission.
Table of Contents
CPSC-1 Injury Investigation Files
CPSC-2 Advisory Committee Records
CPSC-3 Claims
CPSC-4 Hotline Database
CPSC-5 Commissioners' Biographies
CPSC-6 Office of the Inspector General Investigative Files
CPSC-7 Enforcement and Investigation Files
CPSC-8 Integrated Field System
CPSC-9 General Counsel Tracking System
CPSC-10 Procurement Files
CPSC-11 [Reserved]
CPSC-12 Employee Outside Activity Notices
CPSC-13 Personnel Data System
CPSC-14 Corrective Actions and Sample Tracking System
CPSC-15 Employee Relations Files
CPSC-16 Equal Employment Opportunity (EEO)
CPSC-17 Commissioned Officers Personal Data File
CPSC-18 Procurement Integrity Records
CPSC-19 Office of Hazard Identification and Reduction Tracking
System
CPSC-20 Personnel Security File
CPSC-21 Contractor Personnel Security File
CPSC-22 Management Information System
CPSC-23 [Reserved]
CPSC-24 Respirator Program Medical Reports
Appendix I Regional Office Address
Appendix II Pertinent Record Systems of Other Agencies
CPSC-1
SYSTEM NAME:
CPSC-1, Injury Investigation Files.
SYSTEM LOCATION:
For computer records: Consumer Product Safety Commission,
Directorate for Epidemiology and Health Sciences, 4330 East West
Highway, Bethesda, MD 20814.
For paper records: Consumer Product Safety Commission, National
Injury Information Clearinghouse, 4330 East West Highway, Bethesda, MD
20814.
CATEGORY OF INDIVIDUALS COVERED BY THE SYSTEM:
Victims of consumer product-related incidents or injuries on which
specific epidemiologic data is needed in order to analyze and correct
product hazards.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain demographic data on the person involved in an
incident or injury, location of the incident, data on the incident,
product and manufacturer identification, and a narrative description of
the incident. They may also contain photographs and other documents
relevant to the incident.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2054.
PURPOSE(S):
Records are used to support CPSC staff work in analyzing the
incidence, severity, and causes of consumer product related injuries.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Records are used as a compilation of statistical and other
information on product-related injuries to support CPSC staff work in
analyzing the incidence and severity of product related injuries and to
respond to Congressional inquiries and requests for information from
private individuals and private and public organizations.
2. Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
3. Records may be provided to another Federal, State or local
agency or authority engaged in activities relating to health, safety or
consumer protection in accordance with section 29(e) of the Consumer
Product Safety Act.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained as coded data and computer images on
computer storage media. The original hard copy of investigation reports
is maintained by the National Injury Information Clearinghouse, Office
of Information Services, in file folders and as computer images. Hard
copies are retired to the Washington National Records Center, Suitland,
Maryland.
RETRIEVABILITY:
Records are retrievable by a coded number which indicates the date
of assignment of the investigation, the Commission unit requesting the
report, and a sequential number assigned to the investigation. Records
are also retrievable by product category.
SAFEGUARDS:
Confidentiality of the identity of the accident victim and
attending physician are guaranteed by the Consumer Product Safety Act,
section 25(c) (15 U.S.C. 2074(c)) and, therefore, names do not appear
in the coded computer record and can not be used for retrieval. Hard
copies and computer images of investigation reports are redacted as
necessary to remove identifying information before they are disclosed
outside the Commission.
RETENTION AND DISPOSAL:
Hard copy records are maintained for a period of up to 10 years on-
site, subject to change in Commission policy. They are then sent to the
Washington National Records Center in Suitland, Maryland and destroyed
after 30 years. Computer records are maintained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Director, National Injury Information Clearinghouse, Office of
Information Services, Consumer Product Safety Commission, Washington,
DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information is provided by victims and their families, witnesses,
public safety and law enforcement agencies, and others having knowledge
of circumstances of incidents or injuries.
CPSC-2
SYSTEM NAME:
CPSC-2, Advisory Committee Records.
SYSTEM LOCATION:
Consumer Product Safety Commission, Directorate for Epidemiology
and Health Sciences, 4330 East West Highway, Bethesda, MD 20814.
[[Page 71902]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals seeking or nominated for or selected for membership on
CPSC Advisory Committees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records of applicants contain an individual's name, address,
personal history and qualifications, any correspondence with the
individual and any Commission memoranda relating to the selection of
the individual. Records of members additionally contain information
about the member's financial compensation and Commission documents
relating to the individual's service as a member.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2077 and 15 U.S.C. 1275.
PURPOSE(S):
These records are used to select candidates for filling vacancies
on advisory committees and to administer the operation of the
committees.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C.
552a(b)(12), disclosures may be made to a consumer reporting agency as
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the
Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in hard copy.
RETRIEVABILITY:
Records are indexed alphabetically by name of committee and then by
name of applicant or member.
SAFEGUARDS:
Records are maintained in file cabinets in a secured area.
RETENTION AND DISPOSAL:
Applicants' and nominees' records are retained until new
applications are solicited or committee is terminated and then
destroyed. Members' records are retained for 2 years after termination
of membership and then destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Committee Management Officer, Directorate for Epidemiology and
Health Sciences, Consumer Product Safety Commission, Washington, DC
20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information is provided by applicants, nominees for, and members of
Advisory Committees and by Commission staff.
CPSC-3
SYSTEM NAMES:
CPSC-3, Claims.
SYSTEM LOCATION:
Consumer Product Safety Commission, Office of the General Counsel,
4430 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
CPCS employees sustaining personal property damage or loss incident
to service; CPSC employees involved in situations where personal injury
or property damage to others results from wrongful or negligent act or
omission of employee acting within scope of employment; claimants
sustaining injury or property damage due to activities of CPSC or its
employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain claims for money damages, accident and
investigative reports, and correspondence and other documents
concerning claims or potential claims.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. 3721; 28 U.S.C. 1346(b), 2672.
PURPOSE(S):
(a) for processing claims and litigation under the Federal Tort
Claims Act or the Military Personnel and Civilian Employee's Claims
Act; (b) For preparation of reports.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
2. Information from a record in this system of records may be
disclosed to a person or entity having a legal interest in the claim.
3. Information may be disclosed to Federal, state, or local law
authorities, court authorities, administrative authorities, for use in
connection with civil, criminal, administrative, and regulatory
proceedings and actions relating to the claim.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in hard copy.
RETRIEVABILITY:
Records are indexed alphabetically by name of individual claimant.
SAFEGUARDS:
Records are maintained in a file cabinet in a secured area. Access
to such area is limited to those persons whose official duties require
such access.
RETENTION AND DISPOSAL:
Records are retained up to six years after case is closed. Disposal
is by normal procedures.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel, Consumer Product Safety Commission, Washington, DC
20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
Record access procedures:
Same as notification.
Contesting record procedures:
Same as notification.
Record source categories:
Information is provided by (1) the individual to whom the record
pertains (2) CPSC and/or employees (3) affidavits, statements, or
testimony of witnesses (4) official documents relating to the claim (5)
correspondence from organizations or persons involved.
CPSC-4
System name:
CPSC-4, Hotline Database.
System location:
Consumer Product Safety Commission, Office of Information Systems,
4330 East West Highway, Bethesda, MD 20814.
[[Page 71903]]
Categories of individuals covered by the system:
Persons who contact the Consumer Product Safety Commission to
report consumer product associated injuries, illnesses, deaths,
incidents, or perceived hazards associated with consumer products, or
request information about such matters; and other persons identified by
the reporting persons as victims of consumer product associated
incidents.
Categories of records in the system:
Information about accidents, injuries, illnesses, death, and
suspected safety hazards associated with consumer products. The records
contain free form narratives, and a variety of fields dedicated to
specific data about different types of products or incidents. Records
contain personal information such as the name, address, and telephone
number of the person submitting the information and in some cases of
the victim, if different.
Authority for maintenance of the system:
Section 5 of the Consumer Product Safety Act, 15 U.S.C. 2054.
Purpose(s):
To collect data on hazards, defects, injuries, illnesses, and
deaths associated with consumer products; to respond to inquiries from
the public; to record personal information to permit further
interaction with persons submitting data or persons named by those who
submit data; to further public safety by helping determine the cause of
injuries and deaths associated with consumer products.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Records are disclosed to contractor personnel who operate the
Consumer Product Safety Commission's Hotline and who enter data into
the database.
2. Copies of records are mailed to callers for their verification
of the information provided.
3. Copies of records may be sent to sources of consumer products
identified in the records (e.g., manufacturers, distributors, or
retailers) and may be distributed to others, but any personal
identifying information is deleted before such disclosure unless
permission to disclose such personal identifying information has been
explicitly granted in writing by the person in question.
4. Copies of records may be sent to other governmental agencies
having apparent jurisdiction over the products or hazards disclosed in
a record.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained by a computer database management system on
a local and wide area network. Paper copies of individual computer
records are made by the Hotline staff and are stored by month and by
name of the person who contacted the Hotline. Other paper copies are
made available to Commission staff but are not stored by name or other
individual identifier.
RETRIEVABILITY:
Records are retrievable by a variety of fields, including the name
of the person who submitted the information.
SAFEGUARDS:
Access to the computer records requires the use of two passwords:
one to access the agency's computer network and another to access the
database. Access is limited to those with a particular need to know the
information--selected Commission employees and the contractor employees
who operate the Hotline.
RETENTION AND DISPOSAL:
Computer records are maintained indefinitely. Paper records are
kept for 10 years and then transferred to a Federal Records Center.
SYSTEM MANAGER(S) AND ADDRESS:
Hotline Project Officer, Communication Services Division, Office of
Information Services, Consumer Product Safety Commission, Washington,
DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information in these records is initially supplied by persons who
contact the Commission. The Commission may solicit additional or
verifying information from those persons or from other persons who were
identified as victims.
CPSC-5
SYSTEM NAME:
CPSC-5, Commissioners' Biographies.
SYSTEM LOCATION:
Consumer Product Safety Commission, Office of Information and
Public Affairs, 4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
CPSC Commissioners who have submitted biographical information.
CATEGORIES OF RECORDS IN THE SYSTEM:
This record contains a brief statement of information relating to
educational and professional background and present position and
responsibilities within the Commission.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2051-83.
PURPOSE(S):
This information is furnished to the public media, including the
Internet, in connection with Commissioners' activities and
Commissioners' participation in conferences, meetings and other
functions.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Disclosure may be made to anyone who makes a request.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in hard copy.
RETRIEVABILITY:
Records are indexed alphabetically by name of the Commissioner.
SAFEGUARDS:
Records are maintained in secured areas.
RETENTION AND DISPOSAL:
Records are maintained until the Commissioner leaves the agency.
Disposal is by normal methods.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Information and Public Affairs, Consumer
Product Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
[[Page 71904]]
RECORD SOURCE CATEGORIES:
Information in this record is furnished by the employee to whom it
pertains.
CPSC-6
SYSTEM NAME:
CPSC-6, Office of the Inspector General Investigative Files.
SYSTEM LOCATION:
Office of the Inspector General
Consumer Product Safety Commission, 4330 East West Highway,
Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are or have been the subject of an Office of he
Inspector General investigation relating to the programs and operations
of the Commission including, but not limited to, current and former
employees, contractor or subcontractor personnel, as well as other
individuals whose actions affect the Commission, its programs, or its
operations.
CATEGORIES OF RECORDS IN THE SYSTEM:
All records relevant to an Inspector General investigation
including correspondence; internal staff memoranda; copies of subpoenas
issued during the investigation; affidavits, statements from witnesses,
transcripts of any testimony taken in the investigation and
accompanying exhibits; documents and records obtained during the
investigation; interview notes and working papers of the Office of the
Inspector General's staff; opening reports, progress reports, and final
reports containing findings and recommendations of appropriate action;
and other investigatory information or data relating to alleged or
suspected criminal, civil, or administrative violations or similar
wrongdoing by subject individuals.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Inspector General Act of 1978, as amended, 5 U.S.C. App.
PURPOSE(s):
This system is maintained for the purposes of conducting and
documenting investigations conducted by the Office of the Inspector
General, or other investigative agencies assisting the Office of the
Inspector General, regarding CPSC personnel, programs, and operations;
documenting the outcome of Inspector General reviews of allegations and
complaints received by the Office of the Inspector General concerning
CPSC personnel, programs, and operations; aiding in the prosecution or
imposition of criminal, civil, or administrative sanctions against
subjects of Inspector General investigations; reporting the results of
investigations to the Chairman of the Commission and CPSC managers for
their use in operating and evaluating their programs; and compiling
information necessary to fulfill any reporting requirements by the
Inspector General Act.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information in the system may be disclosed:
1. To an appropriate governmental agency, whether federal, state,
or local, where there is an indication of a violation or a potential
violation of law, regulation, or order, whether civil or criminal in
nature, which that agency is charged with investigating or enforcing.
2. To federal, state, or local governmental authorities in order to
obtain information or records relevant to an Inspector General
investigation.
3. To federal, state or local governmental authorities maintaining
civil, criminal, or other relevant information, such as current
licenses, to obtain information relevant to a Commission decision
concerning the hiring or retention of an employee, the issuance of a
security clearance, the award of a contract, or the issuance of a grant
or other benefit.
4. To federal, state, or local governmental authorities in response
to their request in connection with the hiring or retention of an
employee, disciplinary or other administrative action concerning an
employee, the issuance of a security clearance, the reporting of an
investigation of an employee, the award of a contract, or the issuance
of a license, grant, or other benefit, to the extent that the
information is relevant and necessary to the requesting agency's
decision in the matter.
5. To non-governmental parties where those parties may have
information the Office of the Inspector General seeks to obtain in
connection with an investigation.
6. To independent auditors or other private firms with which the
Office of the Inspector General has contracted to carry out an
independent audit or investigation, or to collate, aggregate, or
otherwise refine data collected in the system or records. These
contractors will be required to maintain Privacy Act safeguards with
respect to such records.
7. To the Office of the General Counsel of the Commission, the
Department of Justice, or other law enforcement authorities, for
disclosure by such parties to extent relevant and necessary, when the
defendant in litigation is:
a. The Commission, any component of the Commission, or any employee
of the Commission acting in his or her offical capacity;
b. The United States where the litigation, if successful, is likely
to affect the operations of the Commission; or
c. Any Commission employee sued in his or her individual capacity
where the Department of Justice and/or the Office of the General
Counsel of the Commission agree to represent such employee.
8. To a court or adjudicative body where the Commission is a party
to the litigation or has an interest in such litigation, the records
are relevant and necessary to the litigation, and disclosure of the
records is compatible with the purpose for which the records were
collected.
9. To a Congressional office from the record of an individual in
response to an inquiry from the Congressional office made at the
request of that individual, but only to the extent the record would be
legally accessible to that individual.
10. To other Commission employees in the course of employee
disciplinary proceedings.
11. To the Department of the Treasury or debt collection agencies
for the purpose of collecting delinquent debts owed to the Commission,
as authorized by the Debt Collection Act 31 U.S.C. 3718, and subject to
applicable Privacy Act safeguards.
12. To the Office of Personnel Management, the Office of Government
Ethics, the Merit Systems Protection Board, the Office of the Special
Counsel, the Equal Employment Opportunity Commission, or the Federal
Labor Relations Authority or its General Counsel, those records or
portions thereof which are relevant and necessary to carrying out their
authorized functions.
13. To any direct recipient of federal funds, such as a contractor,
where information in a record reflects serious inadequacies by the
recipient's personnel and disclosure of the record is for purpose of
permitting the recipient to take corrective action beneficial to the
Government.
14. To a grand jury pursuant either to a federal or state grand
jury subpoena, or to a prosecution request that such record be released
for the purpose of its introduction to a grand jury, where the subpoena
or request has been specifically approved by a court.
[[Page 71905]]
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C.
552a(b)(12), disclosure may be made to a consumer reporting agency as
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the
Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in hard copy or on computer diskettes.
RETRIEVABILITY:
The records are retrieved by the name of the subject of the
investigation or by a unique control number assigned to each
investigation.
SAFEGUARDS:
These records are available only to those persons whose official
duties require such access. Paper records and computer diskettes are
kept in limited access areas during duty hours and in safe-type file
cabinets in locked offices at all other times. Highly sensitive records
are created on a personal computer, stored on paper or diskettes, and
then deleted from computer storage. Less sensitive records may be
created and stored in password-protected computer files.
RETENTION AND DISPOSAL:
The Investigative Files are kept indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Inspector General, Office of the Inspector General, Consumer
Product Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURES:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information is supplied by: Individuals including, where
practicable, those to whom the information relates; witnesses,
corporations and other entities; records of individuals and of the
Commission; records of other entities such as federal, foreign, state
or local bodies and law enforcement agencies; documents; correspondence
relating to litigation; transcripts of testimony; and miscellaneous
other sources.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
All portions of this system of records which fall within 5 U.S.C.
552a(k)(2) (investigatory materials compiled for law enforcement
purposes) and 5 U.S.C. 522a(k)(5) (investigatory materials solely
compiled for suitability determinations) are exempt from 5 U.S.C.
552a(c)(3), (mandatory accounting of disclosures); 5 U.S.C. 552a(d),
(access by individuals to records that pertain to them); 5 U.S.C.
552a(e)(1), (requirement to maintain only such information as is
relevant and necessary to accomplish an authorized agency purpose); 5
U.S.C. 552a(e)(4)(G), (mandatory procedures to notify individuals of
the existence of records pertaining to them); 5 U.S.C. 552a(e)(4)(H),
(mandatory procedures to notify individuals how they can obtain access
to and contest records pertaining to them); 5 U.S.C. 552a(e)(4)(I),
(mandatory disclosure of record source categories); and the
Commission's regulations in 16 CFR part 1014 which implement these
statutory provisions.
CPSC-7
SYSTEM NAME:
CPSC-7, Enforcement and Investigation Files.
SYSTEM LOCATION:
Office of Compliance, and Office of the General Counsel, Consumer
Product Safety Commission, 4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who are the authors or recipients of, or mentioned in,
documents received by, or generated by, the Consumer Product Safety
Commission in preparation for, or the conduct of, potential or actual
administrative or judicial enforcement actions, and individuals
mentioned in such documents.
CATEGORIES OF RECORDS IN THE SYSTEM:
Memoranda, correspondence, test reports, injury reports, notes, and
any other documents relating to the preparation for, or conduct of,
potential or actual administrative or judicial enforcement actions. The
materials may contain personal information as well as purely legal and
technical information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 1194, 1195, 1196, 1264, 1265, 2069, 2070.
PURPOSE(S):
These files are used by Commission attorneys, compliance officers
and supporting technical staff investigating product hazards and
enforcing the Commission's statutory authority.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. These records may be cited and quoted in the course of
enforcement negotiations, and in pleadings filed with an adjudicative
body and served on opposing counsel.
2. They may be disclosed to the Department of Justice in connection
with the conduct of litigation.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in file folders or computer files or both.
RETRIEVABILITY:
Paper records may be filed by and retrievable by name of the
document's author or addressee or by other indicia. Computer records
are indexed by, and retrievable by the names and other indicia of
authors and addresses, and may permit retrieval by names elsewhere in
documents.
SAFEGUARDS:
Paper records are kept in secure areas. Computer records are
protected by passwords available only to staff with a need to know.
RETENTION AND DISPOSAL:
Records are kept indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel; Director, Office of Compliance Consumer Product
Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Consumer Product Safety
Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
These records come from organizations and individuals under
investigation; from Commission attorneys, compliance officers,
investigators, and supporting technical staff; and from other sources
of information relevant to an investigation or adjudication.
[[Page 71906]]
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
All portions of this system of records which fall within 5 U.S.C.
552a(k)(2) (investigatory materials compiled for law enforcement
purposes) are exempt from 5 U.S.C. 552a(c)(3), (mandatory accounting of
disclosures); 5 U.S.C. 552a(d), (access by individuals to records that
pertain to them); 5 U.S.C. 552a(e)(1), (requirement to maintain only
such information as is relevant and necessary to accomplish an
authorized agency purpose); 5 U.S.C. 552a(e)(4)(G), (mandatory
procedures to notify individuals of the existence of records pertaining
to them); 5 U.S.C. 552a(e)(4)(H), (mandatory procedures to notify
individuals how they can obtain access to and contest records
pertaining to them); and 5 U.S.C. 552a(e)(4)(I), (mandatory disclosure
of record source categories); as well as the Commission's regulations
in 16 CFR part 1014 which implement these statutory provisions.
CPSC-8
SYSTEM NAME:
CPSC-8, Integrated Field System.
SYSTEM LOCATION:
Directorate for Field Operations, Consumer Product Safety
Commission, 4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and persons signing affidavits related to items acquired
for testing or evidentiary purposes by the Commission.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain data regarding inspections, accident
investigations, recall effectiveness checks, and the collection and
custody of product samples for testing or evidentiary purposes. These
records contain task assignments made to field personnel, the names of
the designated personnel and their supervisors, initial target
completion dates, revised target completion dates, and actual
completion dates.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2053, 2076(f).
PURPOSE(S):
The Directorate of Field Operations and the Office of Compliance
use this system to manage their operations and document the results of
their investigatory activities for potential enforcement action by the
Commission. The system is accessed and used in the field by
supervisors, investigators, and compliance officers, and at
headquarters by compliance officers, attorneys, and managers. It is
used to monitor staff workloads and may be used to evaluate staff
performance. Statistical compilations from these records may be used in
reports to Congress or the press.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are stored in a computer database system. Users of
the system may make printouts of selected portions of the records from
time to time.
RETRIEVABILITY:
Information may be retrieved by any field, including personal name
or identifiers, by authorized headquarters and field staff.
SAFEGUARDS:
Access to the computer records requires two separate passwords, one
for the network on which the database resides and one for the database
itself. Paper records are kept in secure locations.
RETENTION AND DISPOSAL:
Records are kept indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Deputy Executive Director, Directorate for Field Operations,
Consumer Product Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
rECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information comes primarily from field staff and their supervisors.
CPSC-9
SYSTEM NAME:
CPSC-9, General Counsel Tracking System.
SYSTEM LOCATION:
Office of the General Counsel, Consumer Product Safety Commission,
4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Attorneys working in the Office of the General Counsel.
CATEGORIES OF RECORDS IN THE SYSTEM:
Descriptions and dates of assignments; comments; starting and
completion dates; due dates; names of attorneys to whom assignments are
given; names of divisions within the Office of the General Counsel.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101; 15 U.S.C. 2051 et seq.; 16 CFR 1000.14.
PURPOSE(S):
To manage the workflow in the Office of the General Counsel; to
assure timely completion of assignments; to respond to queries from
other units of the Consumer Product Safety Commission; to assist in
evaluating attorney performance.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
None.
POLICIES AND PRACTICES FRO STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained by a computer database management system.
Hard copy printouts of selected groups of records are made from time to
time.
RETRIEVABILITY:
Records are retrievable by any field, including attorney name.
SAFEGUARDS:
Access to the records, and to fields within the records, is
controlled by passwords. Records are accessible by all Office of the
General Counsel staff, but not by others. Only supervisory staff may
create records, assign or extend due dates, or enter completion dates.
RETENTION AND DISPOSAL:
Old records are purged from time to time, based on need for
computer storage space.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel, Consumer Product Safety Commission, Washington, DC
20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Office, Office of the Secretary,
Consumer Product Safety Commission, Washington, DC 20207.
[[Page 71907]]
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information in these records is supplied by the attorneys
themselves and by supervisors.
CPSC-10
SYSTEM NAME:
CPSC-10, Procurement Files.
SYSTEM LOCATION:
Division of Procurement Services, Consumer Product Safety
Commission, 4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who sell goods or services to the Consumer Product
Safety Commission.
CATEGORIES OF RECORDS IN THE SYSTEM:
Contracts, proposals, purchase orders, correspondence and other
documents related to specific procurements from individuals. These
records may include social security number, home address, home
telephone number, and sometimes other personal data. Documents related
to procurements from corporations, partnerships, or other such business
entities are not included in this system of records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2076.
PURPOSE(S):
These records support all facets of the Commission's procurement
activities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. To the U.S. Department of Justice when related to litigation or
anticipated litigation.
2. To the appropriate Federal, State, or local investigation or
enforcement agency when there is an indication of a violation or
potential violation of statute or regulation in connection with a
procurement.
3. To a Congressional office in response to an inquiry made at the
request of the individual who is the subject of the record.
4. To the General Accounting Office in the event of a procurement
protest involving the individual.
5. To the General Services Administration Board of Contract Appeals
in the event of a contract claim or dispute involving the individual.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C.
552a(b)(12), disclosures may be made to a consumer reporting agency as
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the
Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in file folders. Extracts of these records,
including social security number, address, and phone number, are also
kept in a computer database.
RETRIEVABILITY:
Records are retrieved from the computer database by personal name,
contract number, and other fields. Paper records are retrieved by
contract number, which may be retrieved by first searching for the
personal name in the computer database.
SAFEGUARDS:
Paper records are stored in locked cabinets in a secure area.
Computer records are accessible only through the use of two separate
passwords, which are issued to those with a need to know.
RETENTION AND DISPOSAL:
Computer records are kept indefinitely. Paper records are destroyed
6 years and 3 months after final payment.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Procurement Services, Consumer Product Safety
Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES
Same as notification.
RECORD SOURCE CATEGORIES:
Personal information in these records is normally obtained from the
person to whom the records pertains, but other information may be
obtained from references or past performance reports.
CPSC-11 [Reserved]
CPSC-12
SYSTEM NAME:
CPSC-12, Employee Outside Activity Notices.
SYSTEM LOCATION:
Office of the General Counsel, Consumer Product Safety Commission,
4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Commission employees engaged in outside employment activities or
outside activities such as consultative services, practice of law, or
teaching.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records contains information concerning the
employee's position, nature of outside activity, relation of official
duties to activity, and method of compensation for outside activity.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 12674; 5 CFR part 2635, subpart H; and 5 CFR part
8101.
PURPOSE(S):
Information in these records is used by the Ethics Counselor in
making a determination as to whether an employee's outside activity
constitutes a real or apparent conflict of interest with the employee's
government duties and responsibilities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained on hard copy.
RETRIEVABILITY:
Records are filed by employee name.
SAFEGUARDS:
Records are maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Records are maintained for four years after an employee terminates
employment with agency. Disposal is by normal procedures.
SYSTEM MANAGER(S) AND ADDRESS:
Designated Agency Ethics Official (General Counsel), Consumer
Product
[[Page 71908]]
Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
The information in these records is furnished by the employees to
whom it pertains.
CPSC-13
SYSTEM NAME:
CPSC-13, Personnel Data System.
SYSTEM LOCATION:
Consumer Product Safety Commission, Director, Office of Human
Resources Management and Director, Division of Financial Services, 4330
East West Highway, Bethesda, MD 20814 and the Headquarters unit or
Regional Center to which an employee is assigned. Regional Center
addresses are listed in Appendix I.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and former employees of CPSC.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records consist of payroll records, personnel security records,
safety records, EEO records, and personnel records. In addition, the
system contains data necessary to update the Central Personnel Data
File at the Office of Personnel Management, to process personnel
actions, to perform detailed accounting distributions, to automatically
provide for such tasks as mailing checks and bonds, and to prepare and
mail tax returns and reports. Records include, but are not limited to
the following categories of records;
1. Employee identification and status data such as name, social
security number, date of birth, sex, work schedule, type of
appointment, education, veterans' preference, military service.
2. Relevant data such as service computation date for leave, date
probationary period began, and date of performance rating.
3. Position and pay data such as pay plan, occupational series,
grade, step, salary, merit pay, organization location.
4. Employment data such as position description, special employment
program, and target occupational series and grade.
5. Payroll data such as time; attendance; leave; Federal, State,
and local tax; allotments; savings bonds; and other pay allowances and
deductions.
6. Personnel security data such as security clearance level and
basis with dates.
7. Financial data pertaining to travel.
8. Information on debts owed to the government as a result of
overpayment, refund owed, or a debt referred for collection by another
agency.
9. Information, including address and social security number, on
individual vendors to the Commission. This includes employees who
receive reimbursements for expenses incurred.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Part III, is the authority for the overall system.
Specific authority for use of Social Security numbers is contained in
Executive Order 9397, 26 CFR 31.6011(b)(2) and 26 CFR 31.6109-1. The
authority for the personnel security clearance and statistical records
is contained in Executive Order 19450, April 27, 1953, as amended;
Executive Order 12065, June 28, 1978; 31 U.S.C. 686; and 40 U.S.C. 318
(a) through (d).
PURPOSE(S):
This system supports the day to day operating requirements
associated with personnel oriented program areas from hiring employees
and paying employees and vendors to calculating estimated retirement
annuities. Payroll-related outputs include a comprehensive payroll;
detailed accounting distribution of costs; leave data summary reports;
an employee's statement of earnings, deductions and leave every payday
for each employee; State, city, and local unemployment compensation
reports; Federal, State, and local tax reports; W-2 wage and tax
statements; and reports of withholdings and contributions. Personnel-
related reports include automated personnel actions as well as
organization rosters, retention registers, retirement calculations,
reports of the Federal civilian employment, employee master record
printouts, length of service lists, and listings of within-grade
increases. These records are used to provide data for agency reports
and internal workforce statistics and information regarding such
matters as average grade, veteran and handicap employment, retention-
standing, within-grade due dates, occupational groupings, geographic
employment and others related to the operation of the personnel office.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Routine uses of records maintained in the system include:
1. Providing data to the Office of Personnel Management's Central
Personnel Data File (CPDF).
2. Providing a copy of an employee's Department of the Treasury
Form W-2, Wage and Tax Statement, to the State, city, or other local
jurisdiction which is authorized to tax the employee's compensation.
The record will be provided in accordance with a withholding agreement
between the State, city, or other local jurisdiction and the Department
of the Treasury pursuant to 5 U.S.C. 5516, 5517, and 5520.
3. Pursuant to a withholding agreement between a city and the
Department of the Treasury (5 U.S.C. 5520), copies of executed tax
withholding certificates shall be furnished the city in response to a
written request from an appropriate city official to the Assistant
Administrator for Plans, Programs, and Financial Management, General
Services Administration (B), Washington, DC 20405.
4. To the extent necessary, records are available to Commission and
outside government agencies to monitor and document grievance
proceedings, EEO complaints, and adverse actions; and to provide
reference to other agencies and persons for employees seeking
employment elsewhere.
5. Some records or data elements in this system of records may also
be in the Office of Personnel Management's government-wide system OPM/
GOVT-1 and are subject to that system's routine uses.
6. To disclose, in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
7. The names, social security numbers, home addresses, dates of
birth, quarterly earnings, employer identifying information, and State
of hire of employees may be disclosed to the Office of Child Support
Enforcement, Administration for Children and Families, Department of
Health and Human Services for the purpose of locating individuals to
establish paternity, establishing and modifying orders of child
support, identifying sources of income, and for other child support
enforcement actions as required by the Personal Responsibility and Work
Opportunity
[[Page 71909]]
Reconciliation Act (Welfare Reform law, Pub. L. 104-193).
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C.
552a(b)(12), disclosures may be made to a consumer reporting agency as
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the
Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored on paper in file folders and on computer
magnetic media.
RETRIEVABILITY:
Paper records are filed by name. Computer records are retrievable
by any data element or combination of data elements.
SAFEGUARDS:
Paper records are stored in lockable metal cabinets or in secured
rooms. Password system protects access to the computerized records.
Information is released only to authorized officials on a need-to-know
basis.
RETENTION AND DISPOSAL:
Payroll-related records are sent to storage two years after the end
of the fiscal year to which they pertain.
Personnel-related records are disposed of two years after
termination of employment.
SYSTEM MANAGER(S) AND ADDRESS:
For payroll-related records: Director, Division of Financial
Services, Consumer Product Safety Commission, Washington, DC 20207.
For personnel-related records: Director, Office of Human Resources
Management, Consumer Product Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
The individuals themselves, other employees, supervisors, other
agencies' management officials, non-Federal sources such as private
firms, and data from the systems of records OPM/GOVT-1 and EEOC/GOVT-1.
CPSC-14
SYSTEM NAME:
CPSC-14, Corrective Actions and Sample Tracking System.
SYSTEM LOCATION:
Recallss and Compliance Division, Office of Compliance, Consumer
Product Safety Commission, 4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
CPSC compliance officers and CPSC attorneys in the Office of
Compliance; Regional Center compliance officers; contact persons for
manufacturers, distributors, or retailers of potentially hazardous
products.
CATEGORIES OF RECORDS IN THE SYSTEM:
There are two types of records in the system. The first type of
record includes various kinds of abbreviated descriptive and status
information about samples of consumer products collected as potential
evidence of substantial product hazards. This kind of record identifies
the compliance officer responsible for the sample, the name of the
product, and the manufacturer of the product.
The second type of record includes management information about
investigations opened to deal with potentially hazardous products,
including the name and manufacturer, distributor, or retailer of the
product, the compliance officer and attorney assigned to the case, the
status and priority of the case, various dates which document the
progress of the case, and the corrective action taken.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2064; 16 CFR parts 1115 and 1118.
PURPOSE(S):
15 U.S.C. 2064 authorizes the Consumer Product Safety Commission to
order the manufacturer, distributor, or retailer of a consumer product
to take corrective action whenever the Commission determines that the
product creates a substantial risk of injury to the public. Where
appropriate, the Commission may attempt to negotiate a voluntary
agreement with a manufacturer, distributor, or retailer to take
corrective action. The Commission's Recalls and Compliance Division
uses this system of records to manage its substantial product hazard
correction activities, from the receipt of information about a
suspected product hazard, through the collection and evaluation of
evidence, to ultimate resolution. It is also used to monitor staff
workloads and evaluate staff performance.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained by a computer database management system.
Hard copy printouts of all or selected groups of records are made from
time to time.
RETRIEVABILITY:
Records are retrievable by any field, including compliance officer
and attorney name.
SAFEGUARDS:
Access to records and to fields within records, is controlled by
passwords. Records are accessible only by members of the Commission's
Recalls and Compliance Division and Legal Division in the Office of
Compliance and by Regional Center compliance officers. Only members of
the Recalls and Compliance Division and a designated clerical person
may enter data, other than a preliminary determination date and the
file closing date, which can only be entered by supervisory personnel.
RETENTION AND DISPOSAL:
Records are retained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Recalls and Compliance Division, Office of Compliance,
Consumer Product Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom and Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information in these records is supplied by manufacturers,
distributors, or retailers of consumer products, Commission compliance
officers, Commission attorneys, and other Commission staff.
CPSC-15
SYSTEM NAME:
CPSC-15, Employee Relations Files.
[[Page 71910]]
SYSTEM LOCATION:
Consumer Product Safety Commission, Office of Human Resources
Management, 4430 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees of the Consumer Product Safety
Commission.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records contains information or documents relating
to: (1) Disciplinary actions, complaints, grievances, potential adverse
actions, and proposals, decisions, or determinations made by management
relative to the foregoing; (2) retirement records.
The records consist of the notices to the individuals, records of
resolutions of complaints, materials placed into the record to support
the decision or determination, affidavits or statements.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 1302, 3301, 4308, 5115, 5338, 7151, 7301, 7701, 8347;
Executive Orders 9830, 10987, 11222, 11478.
PURPOSE(S):
These records and information in the records may be used as a data
source for management information for production of summary descriptive
statistics and analytical studies in support of the function for which
the records are collected and maintained, or for related personnel
management functions or manpower studies; may also be utilized to
respond to general requests for statistical information (without
personal identification of individuals) under the Freedom of
Information Act or to locate specific individuals for personnel
research or other personnel management functions.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. To respond to a request from a Member of Congress regarding the
status of an appeal, complaint or grievance.
2. To provide information to the public on the decision of an
appeal, complaint, or grievance required by the Freedom of Information
Act.
3. To respond to a court subpoena and/or refer to a district court
in connection with a civil suit.
4. To adjudicate or resolve an appeal, complaint, or grievance.
5. To refer, where there is an indication of a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, to the appropriate agency, whether federal, state, or local,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto.
6. To request information from a federal, state or local agency
maintaining civil, criminal, or other relevant enforcement or other
pertinent information, such as licenses, if necessary to obtain
relevant information to an agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, or the
issuance of a license, grant, or other benefit.
7. To provide information or disclose to a Federal agency, in
response to its request, in connection with the hiring or retention of
an employee, or issuance of a license, grant or other benefit by the
requesting agency to the extent that the information is relevant and
necessary to the requesting agency's decision of that matter.
8. Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
9. To disclose, in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are maintained in file folders.
RETRIEVABILITY:
These records are indexed by the names of the individuals on whom
they are maintained.
SAFEGUARDS:
Records are located in a combination lock metal file cabinet and
access is limited to those persons whose official duties require such
access.
RETENTION AND DISPOSAL:
The records are maintained for 4 years after an employee leaves.
Disposal is by normal procedures.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Labor and Employee Relations Branch, Office of Human
Resources Management, Consumer Product Safety, Commission, Washington,
DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information in these records is furnished by: (1) Individual to
whom the record pertains; (2) Agency officials; (3) Affidavits or
statements from employee; (4) Testimonies of witnesses; (5) Official
documents relating to appeal, grievance, or complaints; (6)
Correspondence from specific organizations or persons.
CPSC-16
SYSTEM NAME:
CPSC-16, Equal Employment Opportunity (EEO) Counseling Files.
SYSTEM LOCATION:
Consumer Product Safety Commission, Office of Equal Employment
Opportunity and Minority Enterprise, 4430 East West Highway, Bethesda,
MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees who are counseled by EEO Counselors on EEO matters.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information regarding counseling of employees
who believe they have been discriminated against on the basis of race,
color, religion, sex, national origin, age, or mental or physical
handicaps.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
29 CFR part 1614.
PURPOSE(S):
To document instances of discrimination on any of the above bases
and to be part of the record in any formal complaint of discrimination.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in hard copy.
RETRIEVABILITY:
Records are indexed by name.
SAFEGUARDS:
Records are maintained in locked files in a secured area.
[[Page 71911]]
RETENTION AND DISPOSAL:
Destroyed after two years.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Equal Employment Opportunity and Minority
Enterprise, Consumer Product Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information in these records is furnished by the employee to whom
it pertains and by any witnesses.
CPSC-17
SYSTEM NAME:
CPSC-17, Commissioned Officers Personal Data File.
SYSTEM LOCATION:
A complete record on every commissioned officer is maintained in
the Regional Center to which the commissioned officer is assigned.
Regional Center addresses are listed in Appendix I.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
State employees commissioned as officers of CPSC.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains documents related to the commissioning of the
individual and personal data including name, social security number,
date of birth, educational background, employment history, medical
information, home address and phone number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 29(a)(2), Consumer Product Safety Act (15 U.S.C.
2078(a)(2)); E.O. 10450, sections 8(c), 9(a), 9(b); E.O. 10561.
PURPOSE(S):
1. Used by agency officials for purposes of review in connection
with commissioning, and determination of qualifications for
recommissioning of an individual.
2. To provide statistical reports to Congress, agencies and the
public on characteristics of the Commissioned officer program.
3. As a data source for management information for production of
summary descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies; may also be
utilized to respond to general requests for statistical information
without personal identification of individuals. Under the Freedom of
Information Act or to locate specific individuals for personnel
research or other personal management functions.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. To provide information to a Federal or state agency, in response
to its request, in connection with the hiring or retention of an
employee, or other benefit by the requesting agency.
2. To request information from a Federal, state, or local agency
maintaining civil, criminal, or other relevant enforcement or other
pertinent information if necessary to obtain information relevant to an
agency decision concerning the commissioning or recommissioning of an
individual.
3. Disclosure to a congressional office in response to an inquiry
from the congressional office made at the request of the individual.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C.
552a(b)(12), disclosures may be made to a consumer reporting agency as
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the
Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders.
RETRIEVABILITY:
Records are indexed by state and by name.
SAFEGUARDS:
Records are located in lockable metal file cabinets or metal file
cabinets in secured rooms with access limited to those whose official
duties require access.
RETENTION AND DISPOSAL:
The records are maintained and disposed of in accordance with
Commission records management policies and procedures.
SYSTEM MANAGER(S) AND ADDRESS:
Regional Center Directors, Consumer Product Safety Commission,
(Regional Center addresses are listed in Appendix I).
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information in these records comes either from the individual to
whom it pertains or from agency officials, CPSC supervisors, or state
officials.
CPSC-18
SYSTEM NAME:
CPSC-18, Procurement Integrity Records.
SYSTEM LOCATION:
Division of Procurement Services, Consumer Product Safety
Commission, 4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Commission employees involved in the procurement of goods or
services.
CATEGORIES OF RECORDS IN THE SYSTEM:
Procurement Integrity Certificates. These are standard forms that
are certifications that the employees to whom they pertain understand
and will abide by specified laws and regulations pertaining to
procurement activities. The forms include the name, signature and, for
forms completed before April, 1997, the social security number of the
individuals.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
41 U.S.C. 423(l)(2).
PURPOSE(S):
These certificates provide continuing evidence of an individual's
qualification to participate in procurement activities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Transfers to Federal, State, local, or foreign agencies when
relevant to civil, criminal, administrative or regulatory
investigations or proceedings, including transfer to the Office of
Government Ethics in connection with its program oversight
responsibilities.
[[Page 71912]]
2. To a Federal agency pursuant to a request by the agency in
connection with hiring, retention, or grievance of an employee or
applicant, the issuance of a security clearance, the award or
administration of a contract, the issuance of a license, grant, or
other benefit.
3. To committees of the Congress.
4. Any other use specified by the Office of Personnel Management
(OPM) in the system of records entitled ``OPM/GOVT-1, General Personnel
Records,'' as published in the Federal Register periodically by OPM.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Stored alphabetically in file folders.
RETRIEVABILITY:
Retrieved by name of the individual to whom the record pertains.
SAFEGUARDS:
Records are kept in a secure area.
RETENTION AND DISPOSAL:
Records are kept until no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Procurement Services, Consumer Product Safety
Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information is supplied by the individual to whom a record
pertains.
CPSC-19
SYSTEM NAME:
Office of Hazard Identification and Reduction Tracking System.
SYSTEM LOCATION:
Office of Hazard Analysis and Reduction, Consumer Product Safety
Commission, 4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Project managers and supervisors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records include management information such as the project manager,
supervisor, origin of the project, products and hazards addressed,
types of interventions, schedules and milestones, Commission decisions,
key accomplishments, and resources expended.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2051 et seq.; 31 U.S.C. 1116.
PURPOSE(S):
The Consumer Product Safety Act, the Federal Hazardous Substances
Act, the Flammable Fabrics Act, and the Poison Prevention Packaging Act
authorize the Consumer Product Safety Commission to collect death and
injury data, conduct research on the safety of consumer products,
develop voluntary and mandatory safety standards, and ban unusually
hazardous consumer products. The Office of Hazard Identification and
Reduction and other Commission staff use this system to manage such
programs. The system tracks critical project elements from the
identification and characterization of hazards to the development and
implementation of voluntary or regulatory solutions. Reports from the
system are used for evaluating and reporting progress in addressing
hazards of importance to the Commission. The system generates
statistical data for OMB and the Congress. The system is also used to
prepare reports on agency progress as required by the Government
Performance and Results Act of 1993. It may also be used to evaluate
staff performance.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained by a computer database system. Hard copy
printouts of all or selected groups of records are made from time to
time.
RETRIEVABILITY:
Records are retrievable by any field, including names of project
managers and supervisors.
SAFEGUARDS:
Access to records and to fields within records is controlled by
passwords. Records are accessible only by members of the Office of
Hazard Identification and Reduction, including project mangers and
their supervisors.
RETENTION AND DISPOSAL:
Records are retained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Executive Director, Office of Hazard Identification and
Reduction, Consumer Product Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information in these record is developed within the Commission from
the planning and implementing of project activities. Information is
obtained from project managers, their supervisors, official Commission
records, and other management and accounting systems.
CPSC-20
SYSTEM NAME:
CPSC-20, Personnel Security File.
SYSTEM LOCATION:
Office of Human Resources Management, Consumer Product Safety
Commission, 4330 East-West Highway, Bethesda, MD 20814
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of the Consumer Product Safety Commission, and applicants
for employment with the Consumer Product Safety Commission.
CATEGORIES OF RECORDS IN THE SYSTEM:
Results of name checks, inquiries, and investigations furnished by
the Office of Personnel Management to determine suitability for
employment with, or continued employment by, the Consumer Product
Safety Commission. Information in records may include date and place of
birth, citizenship, marital status, military status, and social
security status. These records contain investigative information
regarding an individual's character, conduct, and behavior in the
community where he or she lives or lived; arrests and convictions for
any violations of law; information from present and former supervisors,
co-workers, associates, educators; credit and National Agency checks;
and other information developed from the above.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10450; 5 U.S.C. 301.
[[Page 71913]]
PURPOSE(S):
The records in this system of records are used by the Director,
Office of Human Resources and the Personnel Security Officer to
determine whether the employment of an applicant, or retention of a
current employee, is in the interest of the Commission and to determine
whether to grant an employee access to non-public information or
restricted areas.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. To request from a federal, state, or local agency maintaining
civil, criminal, or other relevant enforcement information, data
relevant to a Commission decision concerning the hiring or retention of
an employee, the issuance of a security clearance to an employee, or
other administrative action concerning an employee.
2. To the Office of Personnel Management in their role as an
investigating agency, and in their role as the agency responsible for
conducting a continuing assessment of agency compliance with federal
personnel security and suitability program requirements.
3. To the Office of Personnel Management for use in other personnel
matters.
POLICIES AND PRACTICES FOR STRONG, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders.
RETRIEVABILITY:
Records are indexed alphabetically by name.
SAFEGUARDS:
Records are maintained in a safe-type combination lock file cabinet
in the custody of the Personnel Security Officer, Directorate for
Administration. Access is limited to the Personnel Security Officer and
the Director, Office of Human Resources Management.
RETENTION AND DISPOSAL:
Records are maintained at the Consumer Product Safety Commission
for at least two years from the date of any final decision placed in
the record.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Labor and Employee Relations, Office of Human Resources
Consumer Product Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification. The Freedom of Information/Privacy Act
Officer will forward the request to the agency which conducted the
investigation, which will make the final determination.
CONTESTING RECORD PROCEDURES:
Same as access.
RECORD SOURCE CATEGORIES:
Office of Personnel Management reports and reports from other
federal agencies.
CPSC-21
SYSTEM NAME:
CPSC-21, Contractor Personnel Security File.
SYSTEM LOCATION:
Directorate for Administration, Consumer Product Safety Commission,
4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of contractors for the Consumer Product Safety Commission
who perform work on site at the Commission.
CATEGORIES OF RECORDS IN THE SYSTEM:
Results of name checks, inquiries, and investigations furnished by
the Office of Personnel Management to determine suitability of
contractor employees for performing on site work at the Consumer
Product Safety Commission. Information in records may include date and
place of birth, citizenship, marital status, military status, and
social security status. These records contain investigative information
regarding an individual's character, conduct, and behavior in the
community where he or she lives or lived; arrests and convictions for
any violations of law; information from present and former supervisors,
co-workers, associates, educators; credit and National Agency checks;
and other information developed from the above.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2076(e).
PURPOSE(S):
The records in this system of records are used by the Associate
Executive Director for Administration and the Personnel Security
Officer to determine whether it is in the interest of the Commission to
permit a contractor's employee to work on the Commission premises, and
whether it is in the interest of the Commission to grant a contractor's
employee access to non-public information or restricted areas.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders.
RETRIEVABILITY:
Records are retrieved by contractor name and by contractor employee
name.
SAFEGUARDS:
Records are maintained in a safe-type combination lock file cabinet
in the custody of the Associate Executive Director for Administration.
Access is limited to the Personnel Security Officer and the Associate
Executive Director for Administration.
RETENTION AND DISPOSAL:
Records are maintained at the Consumer Product Safety Commission
for at least two years from the date of termination of the contract
under which a person is employed.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Executive Director for Administration, Consumer Product
Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification. The Freedom of Information/Privacy Act
Officer will forward the request to the agency which conducted the
investigation, which will make the final determination.
CONTESTING RECORD PROCEDURES:
Same as access.
RECORD SOURCE CATEGORIES:
The individual to whom the record pertains, Office of Personnel
Management reports and reports from other federal agencies.
CPSC-22
SYSTEM NAME:
CPSC-22, Management Information System.
SYSTEM LOCATION:
Consumer Product Safety Commission, Associate Executive
[[Page 71914]]
Director for Administration, 4330 East West Highway, Bethesda, Maryland
20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All CPSC employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records contain information on work and leave hours charged by
individual employees against CPSC programs, projects, and organization
categories. The data included are: program codes, project codes,
organization codes, reporting period, employee name and CPSC employee
number, and hours charged.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
15 U.S.C. 2051 et seq.; 44 U.S.C. 3101.
PURPOSE(S):
The records are used to produce periodic printed reports which show
total employee time and costs allocated to Commission programs and
projects by organizational elements. The cost information includes
information derived from the Commission's accounting system. Some of
the reports will display the time charged by individual employees by
programs and projects within organizational elements.
These reports are distributed to CPSC managers, supervisory
personnel and staff at all levels as a management tool to:
1. Inform project managers of time worked by individuals on
specified program and project activities;
2. Assure accurate reporting and recording of time worked on agency
programs and projects;
3. Track the agency's work in terms of programs and projects;
4. Assist in the preparation of the CPSC Fiscal Year Operating
Plan.
5. Assess achievement of planned goals established in the CPSC
Fiscal Year Operating Plan;
6. Identify resource allocation deficiencies;
7. Provide an historical record of agency program, project, and
organization resource expenditures;
8. Assure effective distribution of staff skills for planned
workloads;
9. Provide reports to top level management on agency
accomplishment.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in hard copy and on computer magnetic media.
RETRIEVABILITY:
Records are retrievable by any of the data items on the records.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
None.
SAFEGUARDS:
Access to individual computer records is restricted to staff of the
Associate Executive Director for Administration through the use of
special computer identification codes. Hard copy individual records are
kept in locked file cabinets with access also restricted to the staff
of the Associate Executive Director for Administration. Management
Information System data will not be used as evidence against the
supplying employee in employee performance evaluations or adverse
actions.
RETENTION AND DISPOSAL:
Individual hard copy employee records and computer records, other
than time and cost totals, are retained for not more than one year.
Disposal is accomplished through magnetic disc or magnetic tape erasure
for computer-stored records, and direct disposal into trash for hard
copy individual records.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Executive Director for Administration, Consumer Product
Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as Notification.
CONTESTING RECORD PROCEDURES:
Same as Notification.
RECORD SOURCE CATEGORIES:
Information in these records is furnished by the employees to whom
it pertains.
CPSC-23 [Reserved]
CPSC-24
SYSTEM NAME:
CPSC-24 Respirator Program Medical Reports.
SYSTEM LOCATION:
Directorate for Administration, Consumer Product Safety Commission,
4330 East West Highway, Bethesda, MD 20814.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
CPSC employees whose jobs may require them to wear respirators.
CATEGORIES OF RECORDS IN THE SYSTEM:
Medical reports indicating (a) approval or disapproval for an
employee's use of respirators; (b) allowable level of exertion and any
medical conditions relevant to the use of respirators; and (c)
recommended interval until next medical evaluation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
29 CFR 1910.134(b)(10).
PURPOSE(S):
These records are used to keep track of employees who are
authorized to work in hazardous environments requiring the use of
respirators and to schedule repeat medical examinations for those
employees.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in hard copy.
RETRIEVABILITY:
Records are retrieved by name of employee.
SAFEGUARDS:
Records are maintained in a combination lock safe-type filing
cabinet.
RETENTION AND DISPOSAL:
Records are maintained until termination of employment with CPSC.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Executive Director for Administration, Consumer Product
Safety Commission, Washington, DC 20207.
NOTIFICATION PROCEDURE:
Freedom of Information/Privacy Act Officer, Office of the
Secretary, Consumer Product Safety Commission, Washington, DC 20207.
RECORD ACCESS PROCEDURES:
Same as notification.
CONTESTING RECORD PROCEDURES:
Same as notification.
RECORD SOURCE CATEGORIES:
Information is provided by the medical facility performing the
medical evaluations. The evaluation is based in
[[Page 71915]]
part on information provided by the employee to the medical facility.
Appendix I Regional Office Addresses
Central Regional Center, 230 S. Dearborn Street, Room 2944,
Chicago, Illinois 60604-1601.
Eastern Regional Center, 6 World Trade Center, Room 350, New
York, New York 10048-0206.
Western Regional Center, 600 Harrison Street, Room 245, San
Francisco, California 94107-1370.
Appendix II Pertinent Record Systems of Other Agencies
Other Federal agencies maintain government-wide systems of
records which may contain information about CPSC employees. Some of
these records may be physically located at CPSC. These systems
include:
1. Office of Personnel Management, OPM/GOVT-1, General Personnel
Records (includes official personnel folders).
2. Office of Personnel Management, OPM/GOVT-2, Employee
Performance File System Records.
3. Office of Personnel Management, OPM/GOVT-3, Records of
Adverse Actions, Performance Based Reduction in Grade and Removal
Actions, and Termination of Probationers.
4. Office of Personnel Management, OPM/GOVT-5, Recruiting,
Examining, and Placement Records.
5. Office of Personnel Management, OPM/GOVT-6, Personnel
Research and Test Validation Records.
6. Office of Personnel Management, OPM/GOVT-7, Applicant Race,
Sex, National Origin, and Disability Status Records.
7. Office of Personnel Management, OPM/GOVT-9, File on Position
Classification Appeals, Job Grading Appeals, and Retained Grade or
Pay Appeals.
8. Office of Personnel Management, OPM/GOVT-10, Employee Medical
File System Records.
9. Office of Government Ethics, OGE/GOVT-1, Executive Branch
Public Financial Disclosure Reports and Other Ethics Program Records
(includes financial interest disclosure forms of CPSC employees
subject to the Ethics in Government Act).
10. Office of Government Ethics, OGE/GOVT-2, Confidential
Statements of Employment and Financial Interests.
11. Office of Special Counsel, OSC/GOVT-1, Complaint, Litigation
and Political Activity Files.
12. Federal Emergency Management Agency, FEMA/GOVT-1, Uniform
Identification System for Federal Employees Performing Essential
Duties During Emergencies.
13. Equal Employment Opportunity Commission, EEOC/GOVT-1, Equal
Employment Opportunity in the Federal Government Complaint and
Appeal Records.
14. Merit System protection Board, MSPB/GOVT-1, Appeal and Case
Records.
15. General Services Administration, GSA/GOVT-3, Travel Charge Card
Program.
16. General Services Administration, GSA/GOVT-4, Contracted
Travel Services Program.
17. Department of Labor, DOL/GOVT-1, Office of Workers
Compensation Programs, Federal Employees Compensation Act Files.
[FR Doc. 98-34068 Filed 12-29-98; 8:45 am]
BILLING CODE 6355-01-M