Notice2022-15675
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
July 22, 2022
Effective
August 22, 2022
Issuing agencies
Federal Mediation and Conciliation Service
Abstract
Federal Mediation and Conciliation Service (FMCS) Center for Conflict Resolution Education (CCRE) and the Division of Agency Initiatives (DAI) use this system to process conference attendee and participant registration. FMCS hosts, co-hosts, sponsors, or co- sponsors conferences designed to meet the real-world challenges of labor management relations, conflict resolution, mediation, and arbitration. FMCS uses additional vendors to register attendees and participants and to promote conferences. FMCS uses GovDelivery Communications Cloud to promote events and Cvent Event Solutions (Cvent) to register attendees and participants for conferences.
Full Text
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<title>Federal Register, Volume 87 Issue 140 (Friday, July 22, 2022)</title>
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[Federal Register Volume 87, Number 140 (Friday, July 22, 2022)]
[Notices]
[Pages 43853-43855]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-15675]
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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) Center for
Conflict Resolution Education (CCRE) and the Division of Agency
Initiatives (DAI) use this system to process conference attendee and
participant registration. FMCS hosts, co-hosts, sponsors, or co-
sponsors conferences designed to meet the real-world challenges of
labor management relations, conflict resolution, mediation, and
arbitration. FMCS uses additional vendors to register attendees and
participants and to promote conferences. FMCS uses GovDelivery
Communications Cloud to promote events and Cvent Event Solutions
(Cvent) to register attendees and participants for conferences.
DATES: This system of records will be effective without further notice
on August 22, 2022 unless otherwise revised pursuant to comments
received. Comments must be received on or before August 22, 2022.
ADDRESSES: You may send comments, identified by FMCS-00012, by any of
the following methods:
<bullet> Mail: FMCS, 250 E Street SW, Washington, DC 20427.
<bullet> Email: <a href="/cdn-cgi/l/email-protection#83f3f1eaf5e2e0fac3bfe2a3ebf1e6e5be" http: fmcs.gov">fmcs.gov</a>">privacy@<a href="http://fmcs.gov">fmcs.gov</a></a>. Include FMCS-00012 on the subject
line of the message.
FOR FURTHER INFORMATION CONTACT: Kimberly Warren, Digital Media
Strategist, at <a href="/cdn-cgi/l/email-protection#5a312d3b28283f341a663b7a32283f3c67" http: fmcs.gov">fmcs.gov</a>">kwarren@<a href="http://fmcs.gov">fmcs.gov</a></a> or call 202-606-5364. NLMC questions,
email address is <a href="/cdn-cgi/l/email-protection#157b7978767c7b737a552974357d67707328" http: fmcs.gov">fmcs.gov</a>">nlmcinfo@<a href="http://fmcs.gov">fmcs.gov</a></a>.
SUPPLEMENTARY INFORMATION: To further promote the use of mediation,
conflict resolution, and labor relations management in accordance with
FMCS's mission, FMCS sponsors and co-sponsors conferences. These
conferences educate and train members of the public and private
sectors. GovDelivery is a web-based email subscription management
application, provided by Granicus, that allows members of the public to
subscribe to get information from the FMCS via email. Subscribers can
choose from numerous subscriptions offered by FMCS, including, but not
limited to, press releases, training opportunities, and event-related
notifications. Attendees and participants may subscribe via a secure
web page, to receive FMCS emails through a signup page on <a href="http://fmcs.gov">fmcs.gov</a>.
Cvent, an on-line registration system, can handle conference
registration and speaker information and allow attendees to register
online for any FMCS events. Major functions of this system include
RSVP/Decline status, schedule setting, and outgoing messages from FMCS
to attendees.
SYSTEM NAME AND NUMBER:
FMCS Conference System--FMCS-00012.
SYSTEM LOCATION:
FMCS, 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#294e5b484c455a464769154809415b4c4f14" http: fmcs.gov">fmcs.gov</a>">graelson@<a href="http://fmcs.gov">fmcs.gov</a></a>, call 202-606-8081 or send mail to FMCS, 250 E Street
SW, Washington, DC 20427, Attn: Greg Raelson. Cvent, Kimberly Warren,
Digital Media Strategist, email <a href="/cdn-cgi/l/email-protection#79120e180b0b1c1739451859110b1c1f44" http: fmcs.gov">fmcs.gov</a>">kwarren@<a href="http://fmcs.gov">fmcs.gov</a></a>, call 202-606-5364, or
send mail to FMCS, 250 E Street SW, Washington, DC 20427, Attn:
Kimberly Warren. GovDelivery, call 800-314-0147 or contact support at
<a href="https://support.granicus.com/s/contactsupport">https://support.granicus.com/s/contactsupport</a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
29 U.S.C. 172; 29 U.S.C. 173 (e); and 29 CFR 1403.
PURPOSE(S) OF THE SYSTEM:
The purpose of the system is for collecting, processing, and
maintaining participant's or attendee's basic contact information for
FMCS conferences. The basic information is required to determine the
participant's or attendee's region or geographical location and to have
adequate preparation for the conference. This information is also used
to assess the best allocation of FMCS resources. The system gives a
detailed structure of the conference including the conference program,
keynote sessions, list of invited speakers with their background
information, timetables for the conference meetings, venues of the
conference, conference sponsors, and conference fees. The system is
made up of interrelated components to perform to task, for example a
computer system and IT system (multiple computers joined by a network).
The system also includes GovDelivery which handles digital subscription
management and deliver opt-in email and other messaging to FMCS
audiences. Audiences include, but are not limited to, citizens who are
interested in receiving news and updates from the FMCS, seek to
register for FMCS events and conferences, and who opt to receive
targeted communications or specific topics related to conflict
management. Cvent is also a component of the FMCS Conference system.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The categories of individuals in this system include: the public
(as attendees or participants), conference speakers, and Federal
employees who register on the FMCS website for participation in
selected training workshops, webinars, training sessions, and
conference sessions hosted by FMCS.
CATEGORIES OF RECORDS IN THE SYSTEM:
The categories of records maintained in the system include:
(1) List of conference programs, including event location, time,
date, conference events and agendas;
(2) Information pertaining to registration including names,
registration fees, conference description, and professional
affiliation;
(3) Attendee's information or participant information including
first name, last name, email address, title, office, employer/
organization, address, room #/mail code, city, state, zip/postal code,
country, and telephone and fax number; and
[[Page 43854]]
(4) Information concerning the basis for and supporting
documentation regarding the conference.
RECORD SOURCE CATEGORIES:
The information pertaining to this system is primarily collected
via website from individuals requesting to register for an event
sponsored by FMCS. The sources of information include attendees,
speakers, exhibitors, officials, education professionals, FMCS
employees, and guests.
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, all or a portion of the records or
information contained in this system may be disclosed to authorized
entities, as is determined to be relevant and necessary, outside the
FMCS as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
(a) To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule regulation or order where
the record, either alone or in conjunction with other information
creates an indication of a violation or potential violation of civil or
criminal laws or regulations.
(b) To disclose information to the National Archives and Records
Administration (NARA) for use in its records management inspections; to
the Government Accountability Office (GAO) for oversight purposes; to
the Department of Justice (DOJ) to obtain that department's advice
regarding disclosure obligations under the Freedom of Information Act
(FOIA); or to the Office of Management and Budget (OMB) to obtain that
office's advice regarding obligations under the Privacy Act.
(c) To disclose information to the National Archives and Records
Administration (NARA) or the General Services Administration in records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
(d) To a former employee of the Agency for purposes of responding
to an official inquiry by a federal, state, or local government entity
or professional licensing authority, in accordance with applicable
Agency regulations; or facilitating communications with a former
employee that may be necessary for personnel-related or other official
purposes where the Agency requires information and/or consultation
assistance from the former employee regarding a matter within that
person's former area of responsibility.
(e) To disclose information to contractors, grantees, experts,
consultants, detailees, and other non-Government employees performing
or working on a contract, service, or other assignment for the Federal
Government when necessary to accompany an agency function related to
this system of records.
(f) To officials of labor organizations recognized under 5 U.S.C.
Chapter 71 upon receipt of a formal request and in accordance with the
conditions of 5 U.S.C. 7114 when relevant and necessary to their duties
of exclusive representation concerning personnel policies, practices,
and matters affecting working conditions.
(g) To disclose information to a Member of Congress or a
congressional office in response to an inquiry made on behalf of, and
at the request of, an individual who is the subject of the record.
(h) In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body or official, when FMCS or other
Agency representing FMCS determines the records are relevant and
necessary to the proceeding; or in an appropriate proceeding before an
administrative or adjudicative body when the adjudicator determines the
records to be relevant to the proceeding.
(i) To the Department of Justice, including Offices of the U.S.
Attorneys; another Federal agency conducting litigation or in
proceedings before any court, adjudicative, or administrative body;
another party in litigation before a court, adjudicative, or
administrative body; or to a court, adjudicative, or administrative
body. Such disclosure is permitted only when it is relevant and
necessary to the litigation or proceeding, and one of the following is
a party to the litigation or has an interest in such litigation:
(1) FMCS, or any component thereof;
(2) Any employee or former employee of FMCS in their official
capacity;
(3) Any employee or former employee of FMCS in their capacity where
the Department of Justice or FMCS has agreed to represent the employee;
(4) The United States, a Federal agency, or another party in
litigation before a court, adjudicative, or administrative body, upon
the FMCS General Counsel's approval, pursuant to 5 CFR part 295 or
otherwise.
(j) To any federal agency, organization, or person for the purposes
of performing audit or oversight operations related to the operation of
this system of records as authorized by law, but only information
necessary and relevant to such audit or oversight function.
(k) To disclose information 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.
(l) To disclose information 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.
(m) To disclose to professional affiliations, licensing entities,
and employers to verify attendance and course completion.
(n) To disclose, in a limited capacity, to vendor(s) to provide
requested accommodations associated with conference attendance or
participation.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
These records are maintained in electronic form only accessible to
authorized personnel. Electronic records are stored on the agency's
internal servers with restricted access to only authorized personnel
and designated officials as determined by agency officials. Cvent and
GovDelivery are hosted subscription systems, and all records are
maintained by the hosting company.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
The records are retrieved by the name or other programming
identifier assigned to an individual in the electronic database system.
Records may also be retrieved by the title of the conference and entity
associated with the attendee's or participant's registration.
[[Page 43855]]
POLICIES AND PRACTICES FOR RETENTION OF DISPOSAL OF RECORDS:
All records are retained and disposed of in accordance with General
Records Schedule 6.4, issued by the National Archives and Records
Administration, and FMCS. Records are destroyed when three years old or
when they are no longer needed for business use.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Regarding the Conference system, on premises there is a NetApp
Network attached Windows File System shared folder with permissions set
to only allow those with designated access by membership thru a Windows
Azure group membership. Group access and modification is controlled by
IT which uses a privileged administrator account. Array is physically
located in a locked computer room with limited badge access. Cvent and
GovDelivery are remote hosted subscription systems accessed by
username/password maintained by the host company and created by the
user of the systems. FMCS administrators maintain accounts/access and
content for the hosted spaces. Cvent and GovDelivery are both FedRAMP
authorized vendors and use government accepted procedures for keeping
data safe.
RECORD ACCESS PROCEDURES:
Attendees and participants may access the GovDelivery system via
links placed on client web pages or in system-generated emails.
GovDelivery subscribers have access to their own personal data in the
system. Cvent registrants may access their personal data through their
registration confirmation or by contacting FMCS. Individuals must
provide the following information for their records to be located and
identified: (1) Full name, (2) Address, and (3) A reasonably
identifying description of the record content requested. Requests can
be submitted via <a href="http://fmcs.gov/foia/">fmcs.gov/foia/</a>, via email to <a href="/cdn-cgi/l/email-protection#95e5e7fce3f4f6ecd5a9f4b5fde7f0f3a8" http: fmcs.gov">fmcs.gov</a>">privacy@<a href="http://fmcs.gov">fmcs.gov</a></a>, or via
mail to FMCS, Privacy Office, 250 E Street SW, Washington, DC 20427.
See 29 CFR 1410.3, Individual access requests.
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 Privacy Office at
<a href="/cdn-cgi/l/email-protection#1b6b69726d7a78625b277a3b73697e7d26" http: fmcs.gov">fmcs.gov</a>">privacy@<a href="http://fmcs.gov">fmcs.gov</a></a> or Privacy Officer at FMCS, Privacy Office, 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: July 19, 2022.
Anna Davis,
Deputy General Counsel.
[FR Doc. 2022-15675 Filed 7-21-22; 8:45 am]
BILLING CODE 6732-01-P
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