Notice2023-15460
Privacy Act of 1974; System of Records
Primary source
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Published
July 21, 2023
Issuing agencies
General Services Administration
Abstract
GSA proposes to modify a system of records subject to the Privacy Act of 1974, as amended. GSA is updating the outdated following systems: Policies and Practices for Storage of Records, Policies and Practices for Retrieval of records, and documented the Policies and Practice for Retention and Disposal of records.
Full Text
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<title>Federal Register, Volume 88 Issue 139 (Friday, July 21, 2023)</title>
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[Federal Register Volume 88, Number 139 (Friday, July 21, 2023)]
[Notices]
[Pages 47139-47141]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-15460]
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GENERAL SERVICES ADMINISTRATION
[Notice-ID-2023-09; Docket No. 2023-0002; Sequence No. 16]
Privacy Act of 1974; System of Records
AGENCY: Office of the Chief Privacy Officer, General Services
Administration (GSA).
ACTION: Notice of a modified system of records.
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SUMMARY: GSA proposes to modify a system of records subject to the
Privacy Act of 1974, as amended. GSA is updating the outdated following
systems: Policies and Practices for Storage of Records, Policies and
Practices for Retrieval of records, and documented the Policies and
Practice for Retention and Disposal of records.
DATES: Submit comments on or before August 21, 2023. The new and/or
significantly modified routine uses will be applicable on August 21,
2023.
ADDRESSES: Submit comments identified by ``Notice-ID-2023-09, Modify
System of Records'' via <a href="http://www.regulations.gov">http://www.regulations.gov</a>. Search
<a href="http://regulations.gov">regulations.gov</a> for Notice-ID-2023-09, Modified System of Records
Notice. Select the link ``Comment'' that corresponds with ``Notice-ID-
2023-09, Modified System of Records Notice.'' Follow the instructions
provided on the screen. Please include your name, company name (if
any), and ``Notice-ID-2023-09, Modified System of Records Notice'' on
your attached document. If your comment cannot be submitted using
<a href="http://regulations.gov">regulations.gov</a>, call or email the points of contact in the FOR FURTHER
INFORMATION CONTACT section of this document for alternate
instructions.
FOR FURTHER INFORMATION CONTACT: Call or email Richard Speidel, the GSA
Chief Privacy Officer (Office of the Deputy Chief Information Officer):
telephone 202-969-5830; email <a href="/cdn-cgi/l/email-protection#8cebffeda2fcfee5faedeff5edeff8ccebffeda2ebe3fa"><span class="__cf_email__" data-cfemail="3f584c5e114f4d56495e5c465e5c4b7f584c5e11585049">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: GSA proposes to modify a system of records
subject to the Privacy Act of 1974, 5 U.S.C. 552a. This notice is
regarding the Agency's update to Policies and Practices for Storage of
Records, Policies and Practices for Retrieval of records, and
documented the Policies and Practice for Retention and Disposal of
records because they are outdated.
SYSTEM NAME AND NUMBER:
Employee-related files, GSA/Agency-1.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
GSA owns the system. The system of records may be located at the
supervisory or administrative office level at all GSA facilities and at
commissions, committees, and small agencies serviced by GSA.
SYSTEM MANAGER(S):
Director, Office of Human Resources Management (OHRM), GSA, 1800 F
Street NW, Washington, DC 20405. Email at <a href="/cdn-cgi/l/email-protection#cdaeb5a28daabeace3aaa2bb"><span class="__cf_email__" data-cfemail="66051e092601150748010910">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Authority for the system comes from the Federal Property and
Administrative Services Act of 1949 (63 Stat. 377); title 5 U.S.C. and
title 31 U.S.C., generally; and Executive Order (E.O.) 12953, February
27, 1995.
PURPOSE(S) OF THE SYSTEM:
The purpose of this system is to maintain personnel record system
covering employees and uncompensated workers. The system is used to
initiate personnel actions, schedule training, counsel employees on
their performance, propose disciplinary action, and manage personnel in
general.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The individuals covered are as follows;
<bullet> Present and Former Employees of GSA and of Commissions
<bullet> Committees
<bullet> Small Agencies Serviced by GSA
<bullet> Applicants or Potential Applicants for Positions in GSA,
Persons Employed by Other Agencies for Employee Relief Bills
<bullet> Volunteer Workers
<bullet> Uncompensated Workers
CATEGORIES OF RECORDS IN THE SYSTEM:
The system records contain the following;
<bullet> Individual's Name
<bullet> Social Security Number
<bullet> Birth Date
<bullet> Home and Emergency Addresses and Telephone Numbers
<bullet> Employee ID number
<bullet> Personnel Actions
<bullet> Professional Registration
<bullet> Qualifications
<bullet> Training
<bullet> Employment History
<bullet> Awards
<bullet> Counseling
<bullet> Reprimands
<bullet> Grievances
<bullet> Appeals
<bullet> Leave
<bullet> Pay Attendance
<bullet> Work Assignments
<bullet> Performance Ratings
<bullet> Injuries
<bullet> Parking Permit and Pass Applications
<bullet> Unpaid Debt Complaints (including nonpayment of child
support)
<bullet> Travel
<bullet> Outside Employment
<bullet> Congressional Employee Relief Bills
<bullet> Telephone Call Details.
The system does not include official personnel files covered by
OPM/GOVT-1.
RECORD SOURCE CATEGORIES:
The sources for the information are individuals themselves, other
employees, personnel records, and persons who have complained of unpaid
debts, including nonpayment of child support.
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 GSA as
a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing or
carrying out a statute, rule, regulation, or order where GSA becomes
aware of a violation or potential violation of civil or criminal law or
regulation.
[[Page 47140]]
b. To disclose information to another Federal agency or a court
when the Government is a party to a judicial proceeding.
c. To disclose requested information to a Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency when the information is needed for a decision.
d. To disclose information to the Merit Systems Protection Board,
including its Office of Special Counsel; the Federal Labor Relations
Authority and its general counsel; or the Equal Employment Opportunity
Commission in performing their duties.
e. To disclose information to the Federal Parent Locator Service to
assist in locating an absent parent and enforce child support
obligations against a delinquent parent. This includes routinely cross-
matching Federal personnel records with State records of persons who
owe child support to learn if there are any Federal employees
delinquent in supporting a dependent child.
f. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; union representative; or other official engaged in
investigating or settling a grievance, complaint, or appeal filed by an
employee.
g. To disclose information to the Office of Personnel Management
(OPM) under the agency's responsibility for evaluating Federal
personnel management. When personnel records in the custody of GSA are
covered in a record system published by OPM as a Governmentwide record
system, they are considered part of that system. Other personnel record
systems covered by notices published by GSA as separate systems may
also be transferred to OPM as a routine use.
h. To disclose information to a Member of Congress or to a
congressional staff member in response to a request from the person who
is the subject of the records.
i. To disclose information to an expert, consultant, or contractor
of GSA in performing a Federal duty.
j. 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:
Records in this system of records are stored electronically in
secure facilities. Electronic records are stored on GSA's secure
network which is managed by the Office of GSA IT.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by an individual's name, employee ID number,
or social security number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Record disposal is controlled by the GSA directive, ``Records
Management Program'', CIO 1820.2. Applicable records series include the
following and contain associated records disposition authorities key to
employee-related records:
GRS 2.1--Employee Acquisition Records
GRS 2.2--Employee Management Records
GRS 2.3--Employee Relations Records
GRS 2.4--Employee Compensation and Benefits Records
GRS 2.5--Employee Separation Records
GRS 2.6--Employee Training Records
GRS 2.7--Employee Health and Safety Records
GRS 2.8--Employee Ethics Records
GSA 269.16--Human Resource Records
The records are reviewed and updated yearly, and records past their
disposition date are destroyed. Once paper originals and copies are
purged from the official personnel folder, no other paper copies are
kept. When the employee transfers or separates from the agency, records
are promptly sent to the office that is to maintain the official
personnel folder. The records are screened to ensure that nothing is
missing.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records in the system are protected from unauthorized access and
misuse through a combination of administrative, technical and physical
security measures. Administrative measures include but are not limited
to policies that limit system access to individuals within an agency
with a legitimate business need, and regular review of security
procedures and best practices to enhance security. Technical measures
include but are not limited to system design that allows authorized
system users access only to data for which they are responsible;
required use of strong passwords that are frequently changed; and use
of encryption for certain data transfers. Physical security measures
include but are not limited to the use of data centers which meet
government requirements for storage of sensitive data.
RECORD ACCESS PROCEDURES:
An individual request to review a record can be addressed to the
supervisor, team leader, or official at the address where the employee
worked. If that is unknown, a general request can be addressed to the
head of the service or staff office for Central Office employees, or to
the regional administrator at the address given in the appendix to this
notice. For the identification required, see 41 CFR part 105-64
published in the Federal Register (<a href="https://www.ecfr.gov/current/title-41/subtitle-C/chapter-105/part-105-64">https://www.ecfr.gov/current/title-41/subtitle-C/chapter-105/part-105-64</a>).
CONTESTING RECORD PROCEDURES:
The GSA procedures for contesting the content of a record and
appealing an initial denial of a request to access or amend a record
may be found in 41 CFR part 105-64. If an individual wishes to contest
the content of any record pertaining to him or her in the system after
it has been submitted, that individual should consult the GSA's Privacy
Act implementation rules available at 41 CFR part 105-64.4.
NOTIFICATION PROCEDURES:
An individual who wishes to be notified whether the system contains
a record related to him- or herself should address an inquiry to the
supervisor or team leader where the employee worked. If that is
unknown, general requests can be addressed to the head of the service
or staff office for Central Office employees, or to the regional
administrator for regional office employees at the address listed in
the appendix (<a href="https://www.ecfr.gov/current/title-41/subtitle-C/chapter-105/part-105-64">https://www.ecfr.gov/current/title-41/subtitle-C/chapter-105/part-105-64</a>).
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
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HISTORY:
61 FR 60103.
Richard Speidel,
Chief Privacy Officer, Office of the Deputy Chief Information Officer,
General Services Administration.
[FR Doc. 2023-15460 Filed 7-20-23; 8:45 am]
BILLING CODE 6820-34-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.