Notice2023-05133
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
March 14, 2023
Issuing agencies
General Services Administration
Abstract
This system covers current or former employees who file grievances and includes records related to the grievance process.
Full Text
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<title>Federal Register, Volume 88 Issue 49 (Tuesday, March 14, 2023)</title>
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[Federal Register Volume 88, Number 49 (Tuesday, March 14, 2023)]
[Notices]
[Pages 15723-15724]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-05133]
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GENERAL SERVICES ADMINISTRATION
[Notice-ID-2023-01; Docket No. 2023-0002; Sequence No. 2]
Privacy Act of 1974; System of Records
AGENCY: General Services Administration (GSA).
ACTION: Notice of a modified system of records.
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SUMMARY: This system covers current or former employees who file
grievances and includes records related to the grievance process.
DATES: Submit comments on or before April 13, 2023. The new and/or
significantly modified routine uses will be applicable on April 13,
2023.
ADDRESSES: You may submit comments by any of the following methods:
<bullet> By email to the GSA Privacy Officer:
<a href="/cdn-cgi/l/email-protection#482f3b2966383a213e292b31292b3c082f3b29662f273e"><span class="__cf_email__" data-cfemail="610612004f11130817000218000215210612004f060e17">[email protected]</span></a>.
<bullet> By mail to: Privacy Office (IDE), General Services
Administration, 1800 F Street NW, Washington, DC 20405.
FOR FURTHER INFORMATION CONTACT: Call or email the GSA Chief Privacy
Officer, Richard Speidel. Telephone 202-969-5830; email
<a href="/cdn-cgi/l/email-protection#345347551a44465d4255574d555740745347551a535b42"><span class="__cf_email__" data-cfemail="ef889c8ec19f9d86998e8c968e8c9baf889c8ec1888099">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: GSA proposes to revise a system of records
subject to the Privacy Act of 1974, 5 U.S.C. 552a. GSA is modifying the
notice to update the categories of records in the system, policies
within ``POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF
RECORDS'', safeguards within ``ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS'', system location (Under ``System Location''), and the
manager's address. The modification is to reflect modern records
retention practices and other clerical changes.
SYSTEM NAME AND NUMBER:
GSA/HRO-10--Grievance Records.
SYSTEM CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The system is hosted in secure government owned data-centers in the
continental United States. Also, the records are stored electronically
but may also be located in the Office of Human Resources Management at
the GSA or office in GSA in which grievances were filed.
SYSTEM MANAGER(S):
The Director of Workforce Relations Division (CSE), Office of Human
Capital Strategy (CS), 1800 F Street NW, Washington, DC 20405. Email
address is <a href="/cdn-cgi/l/email-protection#d3bdbfa1a793b4a0b2fdb4bca5"><span class="__cf_email__" data-cfemail="d1bfbda3a591b6a2b0ffb6bea7">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. chapter 75; E.O. 10577, as amended; E.O. 11491, as
amended.
PURPOSE(S) OF THE SYSTEM:
The purpose of this system is to document employee grievances,
including statements of witnesses, reports of interviews and hearings,
examiner's findings and recommendations, a copy of the original and
final decision, and related correspondence and exhibits.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current or former employees who have filed grievances with GSA
under 5 CFR part 771 or a negotiated procedure.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains:
<bullet> Employee Full Name
Grievances filed by agency employees full name, internal grievance
and arbitration systems files that are established through negotiations
with recognized labor unions.
RECORD SOURCE CATEGORIES:
Officials who manage records pertaining to employees who have filed
grievances with GSA under part 771 of the Office of Personnel
Management (OPM) Regulations (5 CFR part 771) or a negotiated
procedure.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE 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 GSA as
a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To disclose information to any source from which additional
information is requested in the course of processing a grievance, to
the extent necessary to identify the individual, inform the source of
the purpose(s) of the request, and to identify the type of information
requested.
c. To authorized officials engaged in investigating or settling a
grievance, complaint, or appeal filed by an individual who is the
subject of the record.
d. To a Federal agency in connection with the hiring or retention
of an employee; the issuance of a security clearance; the reporting of
an investigation; the letting of a contract; or the issuance of a
grant, license, or other benefit to the extent that the information is
relevant and necessary to a decision.
e. By GSA or the Office of Personnel Management in the production
of summary description statistics and analytical studies in support of
the function for which the records are collected and maintained, or for
related work force studies. While published statistics 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.
f. To officials of the Merit Systems Protection Board, including
the Office of Special Counsel; the Federal Labor Relations
[[Page 15724]]
Authority and its General Counsel, or Equal Employment Opportunity
Commission when requested in performance of their authorized duties.
g. In response to a request for a discovery or for appearance of a
witness, information that is relevant to the subject matter involved in
a pending judicial or administrative proceeding.
h. To provide information to officials of labor organizations
reorganized under the Civil Service Reform Act when relevant and
necessary to their duties of exclusive representation concerning
personnel policies, practices, and matters affecting working
conditions.
i. To a Member of Congress or staff on behalf of and at the request
of the individual who is the subject of the record.
j. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
k. To the National Archives and Records Administration (NARA) for
records management purposes.
l. To appropriate agencies, entities, and persons when (1) the
Agency suspects or has confirmed that the security or confidentiality
of information in the system of records has been compromised; (2) the
Agency has determined that as a result of the suspected or confirmed
compromise there is a risk of harm to economic or property interests,
identity theft or fraud, or harm to the security or integrity of this
system or other systems or programs (whether maintained by GSA or
another agency or entity) that rely upon the compromised information;
and (3) the disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with GSA's efforts to
respond to the suspected or confirmed compromise and prevent, minimize,
or remedy such harm.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
The records are maintained electronically.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records reside in the HR Service Center where the grievance is
processed. The records are filed by employee name, and may be
retrieved. The records are filed numerically and/or alphabetically by
name.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Per NARA approved records retention schedule DAA-GRS-2018-0002-
0006, these records are disposed of no sooner than 4 years but no later
than 7 years after the case is closed or final settlement on appeal, as
appropriate. Records will be disposed via electronic deletion of
digital records.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records are maintained electronically.
RECORD ACCESS PROCEDURES:
Requests from current employees to review information about
themselves should be directed to the HR Service Center where the action
was processed. For the identification required, see 41 CFR part 105-64.
CONTESTING RECORD PROCEDURES:
Review of a request from an individual seeking to amend a grievance
record that has been the subject of a judicial or quasi-the judicial
process is limited in scope. The only review permitted is determining
if the record accurately documents GSA's ruling on the case and does
not include a review of the merits of an action, determination, or
finding. An individual who wishes to amend his or her record to correct
factual errors should contact the GSA Office of Human Resources
Management. The individual must also follow the GSA Privacy Act
procedures on amending records (CPO 1878.1).
NOTIFICATION PROCEDURES:
Current employees may obtain information about whether they are a
part of the system by contacting the HR Service Center where the action
was processed.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Under 5 U.S.C. 552a(k)(2), this system of records is exempt from
subsections (c)(3); (d); (e)(1); (e)(4)(G), (e)(4)(H), (e)(4)(I); and
(f) of the Act when the records are compiled for a law enforcement
purpose and the record will not be used to deny a right, benefit, or
privilege from the subject of the record.
HISTORY:
[73 FR 22393, May 27, 2008].
Richard Speidel,
Chief Privacy Officer, Office of the Deputy Chief Information Officer,
General Services Administration.
[FR Doc. 2023-05133 Filed 3-13-23; 8:45 am]
BILLING CODE 6820-34-P
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</html>Indexed from Federal Register on March 14, 2023.
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