[Federal Register: November 4, 1999 (Volume 64, Number 213)]
[Notices]               
[Page 60247-60249]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr04no99-145]                         

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OFFICE OF PERSONNEL MANAGEMENT

 
Privacy Act of 1974: Amendment to a System of Records

AGENCY: Office of Personnel Management (OPM).

ACTION: Notice to amend a system of records.

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SUMMARY: OPM proposes to amend a system of records in its inventory of 
record systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as 
amended. This action is necessary to meet the requirements of the 
Privacy Act to publish in the Federal Register notice of the existence 
and character of record systems maintained by the agency.

DATES: The changes will be effective without further notice on December 
14, 1999, unless comments are received that would result in a contrary 
determination.

ADDRESSES: Send written comments to Office of Personnel Management, 
ATTN: Mary Beth Smith-Toomey, Office of the Chief Information Officer, 
1900 E Street NW., Room 5415, Washington, DC 20415-7900.

FOR FURTHER INFORMATION CONTACT: Mary Beth Smith-Toomey, (202) 606-
8358.

SUPPLEMENTARY INFORMATION: This notice serves to update OPM/Central-13, 
Executive Personnel Records, to reflect organizational and statutory 
changes and to delete references to obsolete storage methods.

U.S. Office of Personnel Management.
Janice R. Lachance,
Director.
OPM/CENTRAL-13

SYSTEM NAME:
    Executive Personnel Records.

SYSTEM LOCATION:
    Office of Executive Resources Management, Office of Personnel 
Management, 1900 E Street NW, Washington, DC 20415-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former appointees in the Senior Executive Service; 
current and former incumbents of Executive Schedule, Scientific and 
Professional research and development, Senior Level, Board of Contract 
Appeals, and similar positions; former incumbents of General Schedule 
16-18 positions; and participants in and graduates of OPM-approved 
agency Senior Executive candidate development programs.

CATEGORIES OF RECORDS IN THE SYSTEM:
    These records include:
    a. Demographic, appointment, and assignment information (e.g., 
name, office address, date of birth, Social Security Number, sex, race 
and ethnic designation, titles of positions, pay rates, and types of 
appointments).
    b. Background data on work experience, educational experience, 
publications or awards (includes performance ratings and any 
performance, rank, or incentive awards received), and career interests.
    c. Determinations on nominees for Meritorious and Distinguished 
Presidential Rank awards.
    d. Determinations concerning executive (managerial) qualifications 
(i.e., Qualification Review Board records).
    e. Information on performance of executives (e.g., performance 
ratings, performance awards, and incentive awards).
    f. Information relating to participants (current and former) in the 
sabbatical leave program (e.g., dates of participation and reasons for 
the leave).

[[Page 60248]]

    g. Applications from individuals who, within the 90-day period 
provided for under 5 U.S.C. 3593(b), seek reemployment in the Senior 
Executive Service.
    h. Information concerning the reason(s) why an individual leaves an 
executive position (e.g., retired, resigned, to enter private industry, 
to work for a State government, or removed during probation or after 
because of performance).
    i. Information about the recruitment of individuals for executive 
positions (e.g., recruited from another Federal agency or from outside 
the Federal service).

    Note: Automated and manual duplicates of records in this system, 
maintained by agencies for purposes of actual administration of the 
SES, along with other records agencies have on Federal executives, 
are not considered part of this system. Such records are considered 
general personnel records and are covered by the OPM/GOVT-1, General 
Personnel Records system.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Includes the following with any revisions and amendments:
    5 U.S.C. 2101 through 2103; 3104; 3131 through 3134; 3136; 3324; 
3325; 3391 through 3397; 3591 through 3596; 4311 through 4315; 4507; 
5108; 5381 through 5385; 5752 through 5754; and 7541 through 7543.

PURPOSE(s):
    The records are used to:
    a. Assist OPM in carrying out its responsibilities under title 5, 
U.S. Code, and OPM rules and regulations promulgated thereunder, 
including the allocation and establishment of SES, Senior Level, and 
Scientific and Professional research and development positions, 
development of qualification standards for SES positions, establishment 
and operation of one or more qualifications review boards, 
establishment of programs to develop candidates for and incumbents of 
executive positions, and development of performance appraisal systems.
    b. Pursuant to section 415 of the Civil Service Reform Act, assist 
OPM in meeting its mandate to evaluate the effectiveness of the SES and 
the manner in which the Service is administered.
    c. Provide data used in policy formulation, program planning and 
administration, research studies, and required reports regarding the 
Government-wide executive program.
    d. Locate specified groups of individuals for personnel research 
(while protecting their individual privacy). Race and ethnic data and 
performance ratings are collected for statistical use only.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Routine uses 1 through 5, and 7 through 11, of the Prefatory 
Statement at the beginning of OPM's system notices (60 FR 63075, 
effective January 17, 1996) apply to the records maintained within this 
system. The routine uses listed below are specific to this system of 
records only:
    a. To identify and refer qualified current or former Federal 
employees to Federal agencies for executive vacancies.
    b. To refer qualified current or former Federal employees or 
retirees to State and local governments and international organizations 
for employment considerations.
    c. To provide an employing agency with extracts from the records of 
that agency's employees in the system.
    d. By OPM to locate individuals for personnel research or survey 
response and in the production of summary descriptive statistics and 
analytical studies in support of the functions for which the records 
are collected and maintained, or for related work force studies. While 
published studies 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.
    e. To disclose information to any member of an agency's Performance 
Review Board or other board or panel (e.g., one convened to select or 
review nominees for awards of merit pay increases), when the member is 
not an official of the employing agency; information would then be used 
for the purposes of approving or recommending selection of candidates 
for executive development programs, issuing a performance appraisal 
rating, issuing performance awards, nominating for Meritorious and 
Distinguished Executive ranks, and removal, reduction-in-grade, and 
other personnel actions based on performance.
    f. To provide information to the White House on executives with 
noncareer appointments in the Senior Executive Service, in positions 
formerly in the General Schedule filled by noncareer executive 
assignments, in excepted positions paid at Executive Schedule pay 
rates, and in positions in the Senior Level pay system or other pay 
systems equivalent to those described which are filled by Presidential 
appointment or excepted from the competitive service because they are 
of a confidential or policy-determining character.

Policies and Practices of Storing, Retrieving, Safeguarding, Retaining 
and Disposing of Records in the System:
Storage:
    Records are maintained in hardcopy, magnetic media, and microfiche.

Retrievability:
    Records are retrieved by the name and Social Security Number of the 
individual to whom they pertain.

Safeguards:
    Manual records are maintained in lockable metal filing cabinets or 
in secured rooms with access limited to those whose official duties 
require access. Access to computerized records is limited to those 
whose official duties require access. Access to race and ethnic data is 
restricted to specially designated OPM personnel.

Retention and Disposal:
    Records are retained for varying lengths of time, in accordance 
with disposition schedules approved by NARA. Disposal of manual records 
is by shredding or burning, electronic databases are erased.

System Manager(s) and Address:
    Director, Office of Executive Resources Management, Office of 
Personnel Management, 1900 E Street NW, Washington, DC 20415-0001.

Notification Procedure:
    Individuals wishing to inquire whether this system or records 
contains information about them should contact the system manager. 
Individuals must furnish the following information for their records to 
be located and identified:

a. Full name.
b. Social Security Number.
c. Address where employed.

Record Access Procedure:
    Individuals wishing to request access to records about themselves 
should contact the system manager. Individuals must furnish the 
following information for their records to be located and identified:
a. Full name.
b. Social Security Number.
c. Address where employed.

    An individual requesting access must also follow OPM's Privacy Act 
regulations regarding verification of identity and access to records (5 
CFR part 297).

Contesting Record Procedure:
    Individuals wishing to request amendment of their records should 
contact the system manager. Individuals

[[Page 60249]]

must furnish the following information for their records to be located 
and identified:

a. Full name.
b. Social Security Number.
c. Address where employed.

    Individuals requesting amendment must also follow OPM's Privacy Act 
regulations regarding verification of identity and amendment of records 
(5 CFR part 297).

Record Source Categories:
    Information in this system of records is obtained from:

a. The individual named in the record.
b. His or her employing agency.
c. Official documents of OPM.

[FR Doc. 99-28815 Filed 11-3-99; 8:45 am]
BILLING CODE 6325-01-P