Notice2021-17807
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
August 19, 2021
Effective
September 20, 2021
Issuing agencies
Federal Mediation and Conciliation Service
Abstract
Federal Mediation and Conciliation Service (FMCS) uses photographs, biographies, and agency contact information of employees to provide background information to the public, for use by stakeholders in preparation for services, and for trainings and conferences. FMCS may also use these documents for internal agency events and communications.
Full Text
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<title>Federal Register, Volume 86 Issue 158 (Thursday, August 19, 2021)</title>
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[Federal Register Volume 86, Number 158 (Thursday, August 19, 2021)]
[Notices]
[Pages 46701-46702]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-17807]
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FEDERAL MEDIATION AND CONCILIATION SERVICE
Privacy Act of 1974; System of Records
AGENCY: Federal Mediation and Conciliation Service.
ACTION: Notice of a new system of records.
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SUMMARY: Federal Mediation and Conciliation Service (FMCS) uses
photographs, biographies, and agency contact information of employees
to provide background information to the public, for use by
stakeholders in preparation for services, and for trainings and
conferences. FMCS may also use these documents for internal agency
events and communications.
DATES: This notice will be effective without further notice on
September 20, 2021 unless otherwise revised pursuant to comments
received. New routine uses will be effective on September 20, 2021.
Comments must be received on or before September 20, 2021.
ADDRESSES: You may send comments, identified by FMCS-0003, by any of
the following methods:
<bullet> Mail: Office of General Counsel, 250 E Street SW,
Washington, DC 20427.
<bullet> Email: <a href="/cdn-cgi/l/email-protection#0768606447616a647429606871"><span class="__cf_email__" data-cfemail="fe91999dbe98939d8dd0999188">[email protected]</span></a>. Include FMCS-0003 on the subject line
of the message.
<bullet> Fax: (202) 606-5444.
FOR FURTHER INFORMATION CONTACT: Greg Raelson, Director of
Congressional and Public Affairs, at <a href="/cdn-cgi/l/email-protection#593e2b383c352a3637193f343a2a773e362f"><span class="__cf_email__" data-cfemail="a7c0d5c6c2cbd4c8c9e7c1cac4d489c0c8d1">[email protected]</span></a>, 202-606-8081.
SUPPLEMENTARY INFORMATION: This new system is needed for collecting,
storing and maintaining FMCS employee biographical information and FMCS
employee and event photographs.
SYSTEM NAME AND NUMBER:
FMCS-0003
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Federal Mediation and Conciliation Service, 250 E Street SW,
Washington, DC 20427.
SYSTEM MANAGER(S):
Greg Raelson, Director of Congressional and Public Affairs, email
<a href="/cdn-cgi/l/email-protection#53342132363f203c3d13353e30207d343c25"><span class="__cf_email__" data-cfemail="640316050108170b0a24020907174a030b12">[email protected]</span></a>, or send mail to Federal Mediation and Conciliation
Service, 250 E Street Southwest, Washington, DC 20427, Attn: Greg
Raelson.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Mediation and Conciliation Service, 29 U.S.C. 172, et seq.;
Departmental Regulations, 5 U.S.C. 301.
PURPOSE(S) OF THE SYSTEM:
The purposes of the system are as follows:
(a) The records are used for internal and external communications,
and to
[[Page 46702]]
provide the public with contact information and biographies of the
employees who carry out FMCS's mission and activities.
(b) To digitize FMCS photographic files in support of preserving
the materials.
(c) To be used for reproduction by FMCS employees organizing such
events as awards, ceremonies, farewell ceremonies and receptions, FMCS
anniversary ceremonies and receptions, conferences, workshops, speaking
engagements, and FMCS training and education programs.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All current and former FMCS employees, clients, visitors from other
agencies, and members of the public.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records consist of digital photographs, digitized images of
photographic prints, negatives, and slides, and indexing data including
name, geographical district, biographies, business title, business
email, business cell phone and office number, business office address,
business address of events, and dates of events.
RECORD SOURCE CATEGORIES:
Photographs and biographical information are provided by FMCS
employees on an ongoing basis. Donors include FMCS employees, FMCS
clients, and visitors from the public or other agencies. Other records
such as contact information are obtained from FMCS records.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the Agency as a routine
use pursuant to 5 U.S.C. 552a(b)(3) as follows:
(a) As communication material at conferences, trainings, and
speaking engagements where FMCS employees participate in their official
capacity to demonstrate the experience and background of FMCS
employees.
(b) To current and prospective FMCS clients including other federal
agencies to provide background information on individuals for public
knowledge and awareness.
(c) 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.
(d) To respond to subpoenas in any litigation or other proceeding.
(e) For distribution and presentation for news, public relations,
official agency social media, community affairs, and client services
purposes.
(f) In support of research activities conducted by FMCS employees
and other agencies.
(g) To appropriate agencies, entities, and persons when (1) FMCS
suspects or has confirmed that there has been a breach of the system of
records, (2) FMCS has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, FMCS
(including its information systems, programs, and operations), the
Federal Government, or national security; and (3) the disclosure made
to such agencies, entities, and persons is reasonably necessary to
assist in connection with FMCS's efforts to respond to the suspected or
confirmed breach or to prevent, minimize, or remedy such harm.
(h) To another Federal agency or Federal entity, when FMCS
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity in (1) responding to
a suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs, and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored electronically on the public facing website
located here. Also, records are stored on FMCS's shared and internal
hard drives and on the FMCS's Microsoft Office 365 SharePoint site both
accessible only to FMCS employees. Hard copies of photographs are also
displayed in FMCS's offices.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records on the public facing website can be searched by name,
geographic district, and zip code. Records on the FMCS's shared and
internal drives can be searched by name, and date and name of the
event. On SharePoint, records can be searched by the date and name of
the event.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are updated as needed and retained until no longer needed
for business use. All records are retained and disposed of in
accordance with General Records Schedule 6.4, issued by the National
Archives and Records Administration.
ADMINSTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Electronic records on FMCS's shared and internal drives, and on
SharePoint are safeguarded in a secured environment and are maintained
in a secure, password-protected electronic system that will utilize
commensurate safeguards that may include firewalls, intrusion detection
and prevention systems, and role-based access controls. Hard copy
records are accessed in FMCS facilities that are limited to authorized
personnel with official duties requiring access. FMCS facilities are
equipped with security cameras and 24-hour security guard service.
These records are kept in limited access areas in locked offices. All
records are protected from unauthorized access through appropriate
administrative, operational, and technical safeguards. These safeguards
include restricting access to authorized personnel who have a ``need to
know'', using locks, and password protection identification features.
RECORD ACCESS PROCEDURES:
Same as above.
CONTESTING RECORDS PROCEDURES:
See 29 CFR 1410.6, Requests for correction or amendment of records,
on how to contest the content of any records. Privacy Act requests to
amend or correct records may be submitted to the Chief Privacy Officer
at <a href="/cdn-cgi/l/email-protection#dbaba9b2adbab8a29bbdb6b8a8f5bcb4ad"><span class="__cf_email__" data-cfemail="8ffffde6f9eeecf6cfe9e2ecfca1e8e0f9">[email protected]</span></a> or Chief Privacy Officer, FMCS 250 E Street SW
Washington, DC 20427. Also, see <a href="https://www.fmcs.gov/privacy-policy/">https://www.fmcs.gov/privacy-policy/</a>.
NOTIFICATION PROCEDURES:
See 29 CFR 1410.3(a), Individual access requests.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
Dated: August 16, 2021.
Sarah Cudahy,
General Counsel.
[FR Doc. 2021-17807 Filed 8-18-21; 8:45 am]
BILLING CODE 6732-01-P
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This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.