Notice2021-25013
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
November 17, 2021
Effective
December 27, 2021
Issuing agencies
Farm Credit Administration
Abstract
Pursuant to the provisions of the Privacy Act of 1974, as amended, notice is hereby given that the Farm Credit Administration (FCA or Agency) is proposing to establish a new system of records. The Health and Safety in the Workplace Records System will collect and maintain information used for ensuring workplace health and safety in response to a public health emergency, such as a pandemic or epidemic.
Full Text
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<title>Federal Register, Volume 86 Issue 219 (Wednesday, November 17, 2021)</title>
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[Federal Register Volume 86, Number 219 (Wednesday, November 17, 2021)]
[Notices]
[Pages 64199-64201]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-25013]
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FARM CREDIT ADMINISTRATION
Privacy Act of 1974; System of Records
AGENCY: Farm Credit Administration.
ACTION: Notice of a new system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, notice is hereby given that the Farm Credit Administration
(FCA or Agency) is proposing to establish a new system of records. The
Health and Safety in the Workplace Records System will collect and
maintain information used for ensuring workplace health and safety in
response to a public health emergency, such as a pandemic or epidemic.
[[Page 64200]]
DATES: You may send written comments on or before December 17, 2021.
The FCA filed a Notice of a New System Report with Congress and the
Office of Management and Budget on (Insert date). This notice will
become effective without further publication on December 27, 2021,
unless modified by a subsequent notice to incorporate comments received
from the public.
ADDRESSES: We offer a variety of methods for you to submit your
comments. For accuracy and efficiency reasons, commenters are
encouraged to submit comments by email or through the FCA's website. As
facsimiles (fax) are difficult for us to process and achieve compliance
with section 508 of the Rehabilitation Act, we are no longer accepting
comments submitted by fax. Regardless of the method you use, please do
not submit your comment multiple times via different methods. You may
submit comments by any of the following methods:
<bullet> Email: Send us an email at <a href="/cdn-cgi/l/email-protection#0f7d6a68226c6062624f696c6e21686079"><span class="__cf_email__" data-cfemail="84f6e1e3a9e7ebe9e9c4e2e7e5aae3ebf2">[email protected]</span></a>.
<bullet> FCA Website: <a href="http://www.fca.gov">http://www.fca.gov</a>. Click inside the ``I want
to . . .'' field, near the top of the page; select ``comment on a
pending regulation'' from the dropdown menu; and click ``Go.'' This
takes you to an electronic public comment form.
<bullet> Mail: Kevin Kramp, Director, Office of Regulatory Policy,
Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA 22102-
5090.
You may review copies of comments we receive at our office in
McLean, Virginia, or from our website at <a href="http://www.fca.gov">http://www.fca.gov</a>. Once you
are in the website, click inside the ``I want to . . .'' field, near
the top of the page; select ``find comments on a pending regulation''
from the dropdown menu; and click ``Go.'' This will take you to the
Comment Letters page, where you can select the SORN for which you would
like to read public comments. The comments will be posted as submitted
but, for technical reasons, items such as logos and special characters
may be omitted. Identifying information that you provide, such as phone
numbers and addresses, will be publicly available. However, we will
attempt to remove email addresses to help reduce internet spam.
FOR FURTHER INFORMATION CONTACT: Jane Virga, Privacy Act Officer, Farm
Credit Administration, McLean, Virginia 22102-5090, (703) 883-4071, TTY
(703) 883-4019.
SUPPLEMENTARY INFORMATION: This publication satisfies the requirement
of the Privacy Act of 1974 that agencies publish a system of records
notice in the Federal Register when establishing a new system of
records.
The new system of records, FCA-20--Health and Safety in the
Workplace Records System--FCA, will be used to capture and manage
information necessary to ensure workplace health and safety in response
to a public health emergency, obtained from FCA and Farm Credit
Insurance Corporation (FCSIC) employees, interns, volunteers, job
applicants, and contractors (collectively ``staff''), as well as
visitors to FCA facilities and field offices.
FCA is committed to providing all staff and visitors with a safe
and healthy work environment. FCA may require staff and visitors to
provide health-related, medical screening, and contact tracing
information, before being allowed to enter an FCA facility or field
office. Staff may also need to provide health-related information
before being authorized to travel on official agency business.
Certain records collected from federal employees and interns, and
maintained in this system, may also be maintained and covered by OPM/
GOVT-10 Employee Medical File System Records (75 FR 35099, June 21,
2010), FCA-1--Employee Attendance, Leave, and Payroll Records--FCA (85
FR 13900, March 10, 2020), and FCA-19--Non-Payroll Employee
Administrative Records System--FCA (85 FR 51432, August 20, 2020). This
system complements those systems, and in some cases, this notice
incorporates by reference but does not repeat all the information
contained in those systems.
As required by 5 U.S.C. 552a(r) of the Privacy Act, as amended, the
FCA sent notice of this new system of records to the Office of
Management and Budget, the Committee on Oversight and Government Reform
of the House of Representatives, and the Committee on Homeland Security
and Governmental Affairs of the Senate. The notice is published in its
entirety below.
SYSTEM NAME AND NUMBER:
FCA-20--Health and Safety in the Workplace Records System--FCA.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA
22102-5090.
SYSTEM MANAGER:
Director, Office of Agency Services and Chief Human Capital
Officer, Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA
22102-5090.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
12 U.S.C. 2243, 2252; Civil Rights Act of 1964 Sec. 7, 42 U.S.C.
2000e et seq. Workforce safety federal requirements, including 5 U.S.C.
Chapters 11 and 79; 29 U.S.C. 791, Employment of Individuals with
Disabilities; Executive Order 14043 on Requiring Coronavirus Disease
2019 Vaccination for Federal Employees dated September 9, 2021;
Executive Order 14042 on Ensuring Adequate COVID Safety Protocols for
Federal Contractors dated September 9, 2021; Executive Order 13991 on
Protecting the Federal Workforce and Requiring Mask-Wearing dated
January 20, 2021; and Executive Order 12196 on Occupational Safety and
Health Program for Federal Employees dated February 26, 1980.
PURPOSES OF THE SYSTEM:
The purpose of the Health and Safety in the Workplace Records
System is to capture and manage information necessary to ensure
workplace health and safety in response to a public health emergency.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former FCA and FCSIC employees, interns, volunteers,
job applicants, and contractors (collectively ``staff''), and other
visitors to FCA facilities and field offices.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information may include, without limitation: (a) Individual name
and employee ID number; (b) employment related information including
title, position, grade, and supervisor's name; (c) home and work
contact information, including address, telephone number, and email
address; (d) recent travel history; (e) health information including
body temperature, confirmation of pathogen or communicable disease
test, test results, dates, symptoms, potential or actual exposure to a
pathogen or communicable disease, immunization or vaccination
information, other medical history related to the treatment of a
pathogen or communicable disease; (f) information related to requests
for and approval of reasonable accommodation(s) due to the public
health emergency, including type of accommodation(s) requested, date of
request, reason for request, specific information regarding type of
request, including but not limited to the characteristics of
impairment, job function difficulties, current limitation(s), past
accommodation(s), specific accommodation(s), permanent or temporary
medical condition(s), or religious beliefs or practices, supporting
[[Page 64201]]
documentation and related materials that substantiate a request for
``reasonable accommodations,'' case notes or similar pertaining to the
request, including any notes created in evaluating the request, and
status of the request, including denial or approval; (g) information
necessary to support contact tracing efforts for communicable diseases
such as dates, times, and locations when an individual visited an FCA
facility or field office, as well as locations visited within the
facility or field office, and names of other individuals with whom they
may have had contact during those visits; and (h) copies of government
issued identification cards.
RECORD SOURCE CATEGORIES:
Information in this system is obtained from the individual to whom
it applies, or is derived from (i) information supplied by that
individual; (ii) FCA or FCSIC employee's, intern's or contractor's
supervisor; (iii) private and Federal health care providers, and
medical institutions; (iv) security systems monitoring access to FCA
facilities and offices, such as access badge card readers; (v) human
resources systems; (vi) emergency notification systems; and (vii)
federal, state, and local agencies assisting with the response to a
public health emergency. Information may also be collected from
property management companies responsible for managing office buildings
that house FCA facilities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Routine uses 1, 3, 4, 5, 6, 7, 8, 9, 10, and 11 of the FCA's
``General Statement of Routine Uses'' (85 FR 31495, May 26, 2020) are
applicale to this system. The ``General Statement of Routine Uses'' is
also available on its website, <a href="http://www.fca.gov/privacy">www.fca.gov/privacy</a>. The information
collected in the system will be used in a manner compatible with the
purposes for which the information has been collected and, in addition
to the applicable general routine uses, may be disclosed for the
following purposes:
(1) To a Federal, State, or local agency to the extent necessary to
comply with laws governing reporting of infectious disease;
(2) To the emergency contact of staff for purposes of locating
staff during a public health emergency or to communicate that staff may
have potentially suffered exposure during a public health emergency
while visiting a FCA facility or field office;
(3) To medical personnel to meet a bona fide medical emergency;
(4) To an authorized appeal grievance examiner, formal complaints
examiner, administrative judge, equal employment opportunity
investigator, arbitrator or other duly authorized official engaged in
investigation or settlement of a grievance, complaint or appeal filed
by an employee; and
(5) To an actual or potential party to litigation or the party's
authorized representative for the purpose of negotiation or discussion
on such matters as settlement, plea bargaining, or in information
discovery proceedings.
DISCLSOURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained in paper and electronic form. Paper records
are maintained in file folders, with sensitive information kept under
lock and key, with access limited to those with a need-to-know in
support of their official duties. Electronic records are maintained in
secure file shares and similar systems with technical access restricted
to authorized personnel with a need-to know in support of their
official duties.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrievable by a variety of fields including, but not
limited to, individual name, employee ID, or some combination thereof.
POLICIES AND PROCEDURES FOR RETENTION AND DISPOSAL OF RECORDS:
Records related to requests for and approval of a reasonable
accommodation are managed in accordance with the National Archives and
Records Administration (NARA) General Records Schedule (GRS) 2.3, item
20. Such records are considered temporary and destroyed three years
after employee separation from the agency or all appeals are concluded,
whichever is longer. For all other records in the system, FCA is
currently awaiting further guidance from NARA on retention and
destruction. Until such time, these records will be considered
permanent.
ADMINSITRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
FCA implements multiple layers of security to ensure access to
records is limited to those with need-to-know in support of their
official duties. Paper records are physically safeguarded in a secured
environment using locked file rooms, file cabinets, or locked offices
and other physical safeguards. Computerized records are safeguarded
through use of user roles, passwords, firewalls, encryption, and other
information technology security measures.
RECORD ACCESS PROCEDURES:
To obtain a record, contact: Privacy Act Officer, Farm Credit
Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090, as
provided in 12 CFR part 603.
CONTESTING RECORD PROCEDURES:
Direct requests for amendments to a record to: Privacy Act Officer,
Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA 22102-
5090, as provided in 12 CFR part 603.
NOTIFICATION PROCEDURE:
Direct all inquiries about this system of records to: Privacy Act
Officer, Farm Credit Administration, McLean, VA 22102-5090.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
HISTORY:
None. This is a new System of Records.
Dated: November 10, 2021.
Ashley Waldron,
Secretary, Farm Credit Administration Board.
[FR Doc. 2021-25013 Filed 11-16-21; 8:45 am]
BILLING CODE 6705-01-P
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</html>Indexed from Federal Register on November 17, 2021.
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.