[Federal Register: April 25, 2008 (Volume 73, Number 81)]
[Notices]
[Page 22393-22394]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr25ap08-75]
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GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; Notice of Updated Systems of Records
AGENCY: General Services Administration.
ACTION: Notice.
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SUMMARY: GSA reviewed its Privacy Act systems to ensure that they are
relevant, necessary, accurate, up-to-date, covered by the appropriate
legal or regulatory authority, and in response to OMB M-07-16. This
notice is a compilation of updated Privacy Act system of record
notices.
DATES: Effective May 27, 2008.
FOR FURTHER INFORMATION CONTACT: Call or e-mail the GSA Privacy Act
Officer: telephone 202-208-1317; e-mail sa.privacyact@gsa.gov.
ADDRESSES: GSA Privacy Act Officer (CIB), General Services
Administration, 1800 F Street NW., Washington, DC 20405.
SUPPLEMENTARY INFORMATION: GSA undertook and completed an agency wide
review of its Privacy Act systems of records. As a result of the review
GSA is publishing updated Privacy Act systems of records notices.
Rather than make numerous piecemeal revisions, GSA is republishing
updated notices for one of its systems. Nothing in the revised system
notices indicates a change in authorities or practices regarding the
collection and maintenance of information. Nor do the changes impact
individuals' rights to access or amend their records in the systems of
records. The updated system notices also includes the new requirement
from OMB Memorandum M-07-16 regarding a new routine use that allows
agencies to disclose information in connection with a response and
remedial efforts in the event of a data breach.
Dated: April 16, 2008.
Cheryl M. Paige,
Director, Office of Information Management.
GSA/HRO-10
SYSTEM NAME:
Grievance Records.
SYSTEM LOCATION:
The records are located in the Office of Human Resources Services
at GSA or office in GSA in which grievances were filed. The offices are
as follows:
Central Office, Central Office Human Resources Division (CHP),
General Services Administration, 1800 F Street NW., Washington, DC
20405, (202) 501-0040.
National Capital Region, Human Resources Office (WCP), General
Services Administration, 7th and D Streets SW., Washington, DC
20407, (202) 708-5335.
New England Region, Human Resources Office (1CP), General Services
Administration, 10 Causeway Street, Boston, MA 02222, (617) 565-6634.
Northeast and Caribbean Region, Human Resources Office (2AR),
General Services Administration, 26 Federal Plaza, New York, NY 10278,
(212) 264-8138.
Mid-Atlantic Region, Human Resources Office (3CP), General Services
Administration, The Strawbridge Building, 20 North Eighth Street,
Philadelphia, PA 19107-3191, (215) 446-4951.
Southeast Sunbelt Region, Office of Human Resources (4AH), General
Services Administration, 77 Forsyth Street, Suite 650, Atlanta, GA
30303, (404) 331-3186.
Great Lakes Region, Human Resources Office (5CP), General Services
Administration, 230 South Dearborn Street, Chicago, IL 60604, (312)
353-5550.
The Heartland Region, Human Resources Office (6CP), General
Services Administration, 1500 East Bannister Road, Kansas City, MO
64131, (816) 926-7206.
Greater Southwest Region, Human Resources Office (7CP), General
Services Administration, 819 Taylor Street, Room 9A00, Forth Worth, TX
76102, (817) 978-3190.
Pacific Rim Region, Human Resources Office (9CP), General Services
Administration, 450 Golden Gate Avenue, San Francisco, CA 94100, (415)
744-5185.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current or former employees who have filed grievances with GSA
under part 771 of the Office of Personnel Management (OPM) Regulations
(5 CFR part 771) or a negotiated procedure.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains grievances filed by agency employees under part
771 of OPM regulations. It also includes files of internal grievance
and arbitration systems that are established through negotiations with
recognized labor unions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Chapter 75; E.O. 10577, as amended; E.O. 11491, as
amended.
PURPOSE:
To maintain an information system documenting employee grievances,
including statements of witnesses, reports of interviews and hearings,
examiner's findings and recommendations, a copy of the original and
final decision, and related correspondence and exhibits.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
System information may be accessed and used by authorized Federal
agency employees or contractors to conduct official duties. Information
from this system also may be disclosed as a routine use:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To disclose information to any source from which additional
[[Page 22394]]
information is requested in the course of processing a grievance, to
the extent necessary to identify the individual, inform the source of
the purpose(s) of the request, and to identify the type of information
requested.
c. To authorized officials engaged in investigating or settling a
grievance, complaint, or appeal filed by an individual who is the
subject of the record.
d. To a Federal agency in connection with the hiring or retention
of an employee; the issuance of a security clearance; the reporting of
an investigation; the letting of a contract; or the issuance of a
grant, license, or other benefit to the extent that the information is
relevant and necessary to a decision.
e. By GSA or the Office of Personnel Management in the production
of summary description statistics and analytical studies in support of
the function for which the records are collected and maintained, or for
related work force studies. While published statistics do not contain
individual identifiers, in some instances the selection of elements of
data included in the study may be structured in such a way as to make
the data individually identifiable by inference.
f. To officials of the Merit Systems Protection Board, including
the Office of Special Counsel; the Federal Labor Relations Authority
and its General Counsel, or Equal Employment Opportunity Commission
when requested in performance of their authorized duties.
g. In response to a request for a discovery or for appearance of a
witness, information that is relevant to the subject matter involved in
a pending judicial or administrative proceeding.
h. To provide information to officials of labor organizations
reorganized under the Civil Service Reform Act when relevant and
necessary to their duties of exclusive representation concerning
personnel policies, practices, and matters affecting working
conditions.
i. To a Member of Congress or staff on behalf of and at the request
of the individual who is the subject of the record.
j. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
k. To the National Archives and Records Administration (NARA) for
records management purposes.
l. To appropriate agencies, entities, and persons when (1) the
Agency suspects or has confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Agency has determined that as a result of the suspected or confirmed
compromise there is a risk of harm to economic or property interests,
identity theft or fraud, or harm to the security or integrity of this
system or other systems or programs (whether maintained by GSA or
another agency or entity) that rely upon the compromised information;
and (3) the disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with GSA's efforts to
respond to the suspected or confirmed compromise and prevent, minimize,
or remedy such harm.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The records are maintained in file folders.
RETRIEVABILITY:
Records reside where the grievance action is processed. The records
are filed numerically and/or alphabetically by name.
SAFEGUARDS:
These records are maintained in lockable metal filing cabinets to
which only authorized personnel have access.
RETENTION AND DISPOSAL:
These records are disposed of 3 years after closing of the case.
Disposal is by shredding or burning.
SYSTEM MANAGER(S) AND ADDRESS:
The Director of Human Capital Policy and Program Management
Division (CHP), Office of Human Capital Management (CH), 1800 F Street,
NW., Washington, DC 20405.
NOTIFICATION PROCEDURE:
Current employees may obtain information about whether they are a
part of the system by contacting the designated office where the action
was processed.
RECORD ACCESS PROCEDURE:
Requests from current employees to review information about
themselves should be directed to the designated office where the action
was processed. For the identification required, see 41 CFR part 105-64.
CONTESTING RECORD PROCEDURES:
Review of a request from an individual seeking to amend a grievance
record that has been the subject of a judicial or quasi-judicial
process is limited in scope. Review of this type of request is
restricted to determining if the record accurately documents GSA's
ruling on the case and does not include a review of the merits of an
action, determination, or finding. An individual who wishes to amend
his or her record to correct factual errors should contact the GSA
Office of Human Resources Services (CHP) or the office where the
grievance was processed. The individual must also follow the GSA
Privacy Act procedures on amending records (CPO 1878.1).
RECORD SOURCE CATEGORIES:
Officials who manage records pertaining to employees who have filed
grievances with GSA under part 771 of the Office of Personnel
Management (OPM) Regulations (5 CFR part 771) or a negotiated
procedure.
FILES EXEMPTED FROM PARTS OF THE ACT:
Under 5 U.S.C. 552a(k)(2), this system of records is exempt from
subsections (c)(3); (d); (e)(1); (e)(4)(G), (e)(4)(H), (e)(4)(I); and
(f) of the Act when the records are complied for a law enforcement
purpose and the record will not be used to deny a right, benefit, or
privilege from the subject of the record.
[FR Doc. E8-8907 Filed 4-24-08; 8:45 am]
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