Notice2021-28022
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
December 27, 2021
Effective
January 14, 2022
Issuing agencies
Surface Transportation Board
Abstract
This system will allow the Surface Transportation Board (STB) to collect, maintain and track records on employees and applicants for employment with disabilities who requested or received reasonable accommodation from the STB, and to allow the STB to collect, maintain and track records on employees who requested or received religious accommodations from the STB.
Full Text
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<title>Federal Register, Volume 86 Issue 245 (Monday, December 27, 2021)</title>
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[Federal Register Volume 86, Number 245 (Monday, December 27, 2021)]
[Notices]
[Pages 73406-73407]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-28022]
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SURFACE TRANSPORTATION BOARD
Privacy Act of 1974; System of Records
ACTION: Notice of a new system of records.
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AGENCY: Surface Transportation Board.
SUMMARY: This system will allow the Surface Transportation Board (STB)
to collect, maintain and track records on employees and applicants for
employment with disabilities who requested or received reasonable
accommodation from the STB, and to allow the STB to collect, maintain
and track records on employees who requested or received religious
accommodations from the STB.
DATES: Please submit comments on or before January 14, 2022. This new
system is effective upon publication in today's Federal Register, with
the exception of the routine uses, which are effective January 14,
2022.
ADDRESSES: Address comments concerning this notice to Marquis Toson,
Privacy Officer, <a href="/cdn-cgi/l/email-protection#a4d4d6cdd2c5c7dde4d7d0c68ac3cbd2"><span class="__cf_email__" data-cfemail="3040425946515349704344521e575f46">[email protected]</span></a>. Comments may also be sent to Marquis
Toson, Privacy Officer, Surface Transportation Board, 395 E Street SW,
Washington, DC 20423, (202) 245-0458 (Fax).
FOR FURTHER INFORMATION CONTACT: Marquis Toson, Surface Transportation
Board, 395 E Street, SW, Washington, DC 20423, (202) 245-0458 (Fax),
<a href="/cdn-cgi/l/email-protection#9fefedf6e9fefce6dfecebfdb1f8f0e9"><span class="__cf_email__" data-cfemail="f8888a918e999b81b88b8c9ad69f978e">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: Under the Privacy Act of 1974 (5 U.S.C.
552a), as amended, Federal agencies are required to publish a system of
records notice in the Federal Register informing the public of any new
or modified system of records maintained by the agency and searched by
personal identifier. The following notice describes a new system of
records.
System Name and Number:
Religious and Disability Reasonable Accommodation Records within
the Office 365 MT system.
Security Classification:
Unclassified
System Location:
395 E Street SW, Washington, DC 20423, Office 365 MT is a multi-
tenant cloud computing-based subscription service offering from
Microsoft.
System Manager(S):
Greg Marzetta, Surface Transportation Board, 395 E Street SW, Suite
1027.
Authority for Maintenance of the System:
Rehabilitation Act of 1973; 29 U.S.C. Section 701 et seq. Americans
with Disabilities Act (ADA) as amended; 42 U.S.C. 12101 et seq. Title
VII of the Civil Rights Act of 1964; 42 U.S.C. 2000e et seq. Executive
Order 13164 (July 28, 2000).
Purpose(S) of the System:
To allow the STB to collect, maintain and track records on current
and former employees and applicants for employment with disabilities,
who request and receive reasonable accommodation, as required by
Sections 501, 504, and 701 of the Rehabilitation Act of 1973 and the
ADA Amendments Act of 2008. In addition, to allow the STB to collect,
maintain and track records on current and former employees and
applicants and applicants who request religious accommodation as
required by Title VII of the Civil Rights Act of 1964. The system will
track the receipt, processing and disposition of requests for
disability accommodation and religious accommodation to comply with
applicable laws and regulations and to preserve and maintain
confidentiality.
Categories of Individuals Covered by the System:
Current and former Surface Transportation Board employees and
applicants for employment at the Surface Transportation Board.
Categories of Records in the System:
Case number, name, accommodation requested, date of request, job
position, office/division, accommodation type, impairment, disability
type, description of religious belief and/or practices, and case notes.
Record Source Categories:
Information in this system comes from the employee/applicant to
whom it applies (or their representative), members of the STB
Reasonable
[[Page 73407]]
Accommodation Advisory Panel, an employee's supervisor, other required
STB personnel and/or the treating physician(s) or medical institution.
Routine Uses of Records Maintained in the System, Including Categories
of Users and Purposes of Such Uses:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the STB may disclose information contained in this
system of records without the consent of the subject individual, if the
disclosure is compatible with the purpose for which the records was
collected under the following routine uses:
a. A record from this system of records may be disclosed as a
routine use to provide information to OPM and/or MSPB for review,
audit, or reporting purposes;
b. A record from this system of records that indicates a violation
of civil or criminal law regulation or order may be referred as a
routine use to a Federal, State, or local agency that has authority to
investigate, enforce, implement or prosecute such laws;
c. A record from this system of records may be disclosed as a
routine use to a Federal, State, or local agency, to obtain information
relevant to an STB decision concerning hiring or retaining an employee,
letting a contract, or issuing a security clearance, license, grant or
other benefit;
d. A record from this system of records may be disclosed as a
routine use, if it is relevant and necessary, in the course of
discovery; in presenting evidence to a court, magistrate,
administrative tribunal, or grand jury or pursuant to a qualifying
order from any of those; in alternative dispute resolution proceedings,
such as arbitration or mediation; or in the course of settlement
negotiations;
e. A record from this system of records may be disclosed as a
routine use 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;
f. A record from this system of records may be disclosed as a
routine use to STB experts or consultants, and those under contract
with the STB on a ``need-to-know'' basis for a purpose within the scope
of an STB task. This access will be granted to an STB contractor or
employee of such contractor by a system manager only after satisfactory
justification has been provided to the system manager;
g. A record from this system of records may be disclosed as a
routine use to appropriate agencies, entities, and persons when (1) STB
suspects or has confirmed that there has been a breach of the systems
of records, (2) STB has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, STB (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 STB efforts to respond to the suspected or confirmed
breach or to prevent, minimize, or remedy such harm; and
h. A record from this system of records may be disclosed as a
routine use to another Federal agency or Federal entity, when the STB
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 individual, 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:
Electronic records are stored on a secure server. Sensitive or
confidential paper records are stored in a secured room or filing
cabinet.
Policies and Practices for Retrieval of Records:
Records are retrieved by employee/requester name or case number.
Policies and Practices for Retention and Disposal of Records:
Records are retained under the National Archives and Records
Administration's General Records Schedule 2.3: Employee Relations
Records; 020 Reasonable Accommodation Case Files, Temporary. Destroy 3
years after employee separation from the agency or all appeals are
concluded whichever is later, but longer retention is authorized if
required for business use.
Administrative, Technical, And Physical Safeguards:
Only personnel with a ``need to know'' are authorized to access the
records. Network access to electronic records is generally controlled
by PIV-enabled or password-enabled authenticated user and limited
according to job function. Additionally, access to the electronic
records is only available from STB government furnished equipment.
Access to hard-copy records is controlled by lock and key or by access
to a secure area and is limited according to job function and ``need to
know''.
Record Access Procedures:
Same as ``Notification Procedures''
Contesting Record Procedures:
Same as ``Notification Procedures''
Notification Procedures:
Individuals seeking to determine whether this system of records
contains information about them should write to the Freedom of
Information Act or Privacy Act Officer at Surface Transportation Board,
395 E Street SW, Washington, DC 20423, (202) 245-0458 (Fax),
<a href="/cdn-cgi/l/email-protection#f080829986919389b0838492de979f86"><span class="__cf_email__" data-cfemail="3d4d4f544b5c5e447d4e495f135a524b">[email protected]</span></a>.
Exemptions Promulgated for the System:
None.
History:
None.
Dated: December 21, 2021.
Jeffrey Herzig,
Clearance Clerk.
[FR Doc. 2021-28022 Filed 12-23-21; 8:45 am]
BILLING CODE 4915-01-P
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</html>Indexed from Federal Register on December 27, 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.