Unclassified.

U.S. Access Board, 1331 F Street, NW, Suite 1000, Washington, D.C. 20004.

Director of Administration, U.S. Access Board, 1331 F Street, NW, Suite 1000, Washington, D.C. 20004.

5 U.S.C. 301; 29 U.S.C. 791 et seq.; 42 U.S.C. 12101 et seq.; 42 U.S.C. 2000e et seq.; 42 U.S.C. 2000bb et seq.; 44 U.S.C. 3101; 29 CFR 1605, 1614; Executive Order (E.).) 13164 (July 28, 2000); and E.O. 13548 (July 10, 2010).

This system of records is intended to support the receipt, review, evaluation of requests made to the Access Board for reasonable accommodations (regardless of type of accommodation), the outcome of such requests, and the implementation of approved accommodations. Additionally, this record system is also intended to track and report the processing of requests for USAB-wide reasonable accommodations to comply with applicable laws and regulations.

Individuals covered by this system include prospective, current, and former Access Board employees (including, but not limited to, full-time and part-time employees, temporary hires, interns, and co-op students.) who have requested reasonable accommodations.

Name and employment information of current or prospective employee needing an accommodation; requester's name and contact information (if different than the employee who needs an accommodation); date request was initiated; information concerning the nature of the disability or religious belief, practice, or observance and the need for accommodation, including appropriate medical or other documentation; occupational series; pay grade; essential duties of the position; details of the accommodation request, such as: type of accommodation requested, how the requested accommodation would assist in job or allow job performance while accommodating the disability or religious belief, practice, or observance; the sources of technical assistance consulted in trying to identify alternative reasonable accommodation; any additional information provided by the requester relating to the processing of the request; whether the request was approved or denied; whether the accommodation was approved for a trial period; and, documentation between the employee and his/her supervisor(s) regarding the accommodation.

Subject individuals; individual making the request (if different than the subject individuals); medical and equal employment opportunity professionals; and the subject individuals' supervisor(s).

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, disclosures outside the agency may be made as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

1. Law Enforcement – In the event that a system of records maintained by the Access Board to carry out its functions indicates a violation or potential violation of law, whether criminal, civil, or regulatory in nature, and whether arising by general statute or particular program pursuant thereto, the relevant records in the system of records may be disclosed to the appropriate agency, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation, or order issued pursuant thereto.

2. Disclosure When Requesting Information – A record from this system of records may be disclosed to a federal, state, or local agency or to another public or private source maintaining civil, criminal, or other relevant enforcement information or other pertinent information, if and to the extent necessary to obtain information relevant to an Access Board decision concerning the hiring or retention of an employee, personnel security (e.g., suitability/fitness determinations), or the letting of a contract.

3. Disclosure of Existence of Record Information – With the approval of the Access Board Executive Director, the Director of Administration (or his or her designee), the fact that this system of records includes information relevant to a federal agency’s decision in connection with the hiring or retention of an employee, personnel security (e.g., suitability, fitness determinations), retention of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit may be disclosed to that federal agency.

4. Disclosure in Litigation – A record from this system of records may be disclosed in a proceeding before a court or other adjudicative body in which the Access Board, an employee of the Access Board in his or her official capacity, or an employee of the Access Board in his or her individual capacity if the Access Board (or the Department of Justice ("DOJ")) has agreed to represent him or her is a party, or the United States or any other federal agency is a party and the Access Board determines that it has an interest in the proceeding, if the Access Board determines that the record is relevant to the proceeding and that the use is compatible with the purpose for which the Access Board collected the information.

5. Disclosure to the Department of Justice in Litigation – When the Access Board, an employee of the Access Board in his or her official capacity, or an employee of the Access Board in his or her individual capacity whom the Access Board has agreed to represent is a party to a proceeding before a court or other adjudicative body, or the United States or any other federal agency is a party and the Access Board determines that it has an interest in the proceeding, a record from this system of records may be disclosed to the DOJ if the Access Board is consulting with the DOJ regarding the proceeding or has decided that the DOJ will represent the Access Board, or its interest, in the proceeding and the Access Board determines that the record is relevant to the proceeding and that the use is compatible with the purpose for which the Access Board collected the information.

6. Congressional Inquiries – A record from this system of records may be disclosed to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of the individual.

7. Disclosure in Response to a Federal Data Breach – A record from this system of records may be disclosed to appropriate agencies, entities, and persons when: (1) the Access Board suspects or has confirmed that there has been a breach of the system of records; (2) the Access Board as determined that, as a result of the suspected or confirmed breach, there is a risk of harm to individuals, the Board (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 Access Board efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

8. Contractors, Experts, and Consultants – To contractors, experts, consultants, and the agents of thereof, and others performing or working on a contract, service, cooperative agreement, or other assignment for the Access Board when necessary to accomplish an agency function. Individuals provided information under this routine use are subject to the same Privacy Act requirements and limitations on disclosure as are applicable to Access Board employees.

9. Records Management – To the National Archives and Records Administration or to the General Services Administration for records management inspections conducted under 44 U.S.C. 2904 and 2906.

10. Gathering Information – To any source from which information is requested in the course of processing a grievance, investigation, arbitration, or other litigation, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested.

11. Disclosure to a Federal Agency – To disclose information to a Federal agency, in response to its request, in connection with hiring or retaining an employee, issuing a security clearance, conducting a security or suitability investigation of an individual, or classifying jobs, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

12. Assistance to Federal Agencies and Entities – To another Federal agency or Federal entity, when the Access Board determines that information from this system is reasonably necessary to assist the recipient agency or entity in: (a) Responding to a suspected or confirmed breach or (b) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, program, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

13. Medical Providers – To physicians or other medical professionals to provide them with, or obtain from them, the necessary medical documentation and/or certification for reasonable accommodations.

14. Decisions Concerning Reasonable Accommodation – A record in this system of records may be disclosed, but only to the extent necessary, to individuals involved in processing a request for reasonable accommodation or in providing any accommodation granted, including medical professionals; agency counsel; individuals consulted outside of the Access Board, such as employees of the Equal Employment Opportunity Commission or other federal agencies concerning the Access Board’s legal obligations; and vendors of assistive technology or other devices needed as accommodations.

15. Alternative Dispute Resolution – To appropriate third-parties contracted by the Access Board to facilitate mediation or other alternative dispute resolution procedures or programs.

16. Medical Emergency – To medical personnel to meet a bona fide medical emergency.

Records in this system consist of electronic and/or hard-copy (paper) records. Paper files are maintained in locked file cabinets. Electronic records are maintained in restricted access folders on the Access Board’s internal, cloud-based General Support System (GSS), which is Fed-RAMP compliant. Access is limited to the system owner(s) and other agency personnel who have an official need for access to perform their duties (e.g., IT administrators, agency litigation counsel). Access Board policy requires new employees to read and acknowledge the rules of behavior applicable to all agency information technology systems (including appropriate protection and handling of personally identifiable information) before getting access to these systems and complete annual cybersecurity awareness training.

Records are retrievable by a variety of fields including, but not limited to, the individual’s name, date of request, and nature of accommodation request. Records are typically retrieved by requester name.

Electronic and paper records are retained in accordance with the National Archives and Records Administration (NARA)’s General Records Schedule 2.3, Employee Relations Records, Item ## 020 (administrative program files) and 021 (employee case files), which prescribes a three-year retention period. For administrative program files, the retention period dates from file supersession. For employee case files the retention period dates from either employee separation from the agency or conclusion of any appeals, whichever is later. When eligible for destruction, electronic records are securely destroyed or erased using methods prescribed by the National Institute of Standards and Technology. Hard-copy records are permanently destroyed by shredding or burning.

Access to system records is restricted to authorized Access Board personnel who are system owners or have an official need to access such records to perform their duties. Electronic records are stored in restricted-access folders on the Access Board’s internal, cloud-based GSS. Access to electronic records is controlled by technical safeguards through assignment of system roles and permissions, secure log-ins, time-out features, firewalls, and cybersecurity monitoring systems. Access Board policy also requires all emails, email strings, and attachments that contain sensitive personally identifiable information to be protected by encryption or password protection before transmission, absent express waiver from an agency privacy officer. Paper records are maintained in locked file cabinets with access limited to those personnel whose official duties require access. When paper records containing personally identifiable information are photocopied, faxed, or scanned, care is taken to ensure that no copies are left unattended where they could be viewed by unauthorized individuals.

Individuals seeking access to, or notification of, any record contained in this system of records, or seeking to contest its content, may inquire in writing in accordance with instructions appearing in the Access Board's Privacy Act Implementation rule, 36 CFR part 1121, which also appear on the Access Board’s website at www.access-board.gov/privacy.

See "Record Access Procedures," above.

See "Record Access Procedures," above.

None.

None.

General Services Administration (GSA), National Payroll Center, Kansas City, Kansas; copies held by the Board. (GSA holds records for the ATBCB under contract.)

Employees and public members of the Board.

Varied payroll records, including, among other documents, time and attendance cards; payment vouchers; comprehensive listing of employees; health benefits records; requests for deductions; tax forms; W-2 forms; overtime request; leave data; retirement records. Records are used by the Board and GSA employees to maintain adequate payroll information for the Board employees, and otherwise by the Board and GSA employees who have a need for the record in the performance of their duties.

31 U.S.C. "Money and Finance" , generally.

See appendix. Records also are disclosed to GAO for audits; to the Internal Revenue Service for investigation; and to private attorneys, pursuant to a power of attorney.

A copy of an employee's Department of the Treasury Form W-2, Wage and Tax Statement, also is disclosed to the State, city, or other local jurisdiction which is authorized to tax the employee's compensation. The record will be provided in accordance with a withholding agreement between the State, city or other local jurisdiction and the Department of the Treasury pursuant ot 5 U.S.C. 5516, 5517, or 5520, or, in the absence thereof, in response to a written request from an appropriate official of the taxing jurisdiction to the Executive Director, ATBCB, 330 C Street, SW, Room 1010, Washington, DC 20202. The request must include a copy of the applicable statute or ordinance authorizing the taxation of compensation and should indicate whether the authority of the jurisdiction to tax the employee is based on place of residence, place of employment, or both.

Pursuant to a withholding agreement between a city and the Department of the Treasury (5 U.S.C. 5520), copies of executed city tax withholding certificates shall be furnished to the city in response to written request from an appropriate city official to the Executive Director.

Storage:

Paper and microfilm.

Social Security number.

Stored in guarded building; released only to authorized personnel, including among others, GSA liaison staff and finance personnel; and the Board administrative staff.

Disposition of records shall be in accordance with the HB GSA Records Maintenance and Disposition System (OAD P 1820.2).

Executive Director, ATBCB, 330 C Street, SW, Room 1010, Washington, DC 20202.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

The subject individual; the Board.

GSA, National Capital Region; copies held by the Board. (GSA holds records for the ATBCB under contract.)

Employees of the Board.

SF-1038, Application and account for advance of funds; vendor register and vendor payment tape. Information is used by accounting technicians to maintain adequate financial information and by other officers and employees of GSA and the Board who have a need for the record in the performance of their duties.

31 U.S.C. "Money and Finance" , generally.

See Appendix. Records also are released to GAO for audits; to the IRS for investigation; and to private attorneys, pursuant to power of attorney.

Storage:

Paper and tape.

Manual and automated by name.

Stored in guarded building; released only to authorized personnel including among others, GSA liaison staff, finance personnel and the Board administrative staff.

Disposition of records shall be in accordance with the HB GSA Records Maintenance and Disposition.

Executive Director, ATBCB, 330 C Street, SW, Room 1010, Washington, DC 20202.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

The subject individual; the Board.

ATBCB offices.

Biographic information; correspondence with members of the Board; personnel actions; position descriptions.

Title 5, U.S.C. "Government Organization and Employees," generally.

See appendix.

Storage:

Paper.

Manual.

Stored in lockable file cabinets, released only to authorized personnel, including among others, GSA liaison staff and the Board administrative staff.

Retained until no longer needed, then discarded.

Executive Director, ATBCB, 330 C Street, SW, Room 1010, Washington, DC 20202.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

The subject individual; the Board.

ATBCB offices and the Fairfax Computer Center, Fairfax.

Architect or designer; Health Care; Transportation; Consumer, self help, or social service; Federal government; Private organization or firm, professional association; College, university, or trade school; Trade association; Media; Legal profession; Contractor or engineer; Manufacturer or industry; State/local government; Library; Veterans organization; Congress; Voluntary standard/code group.

Same as above.

29 U.S.C. 792.

Bimonthly newsletter (all categories), technical bulletins (varying categories), publications (varying categories), announcements (varying categories). The purpose of these mailings is to inform the general public and/or specific groups of Board activities.

Storage:

Magnetic tape.

Category, last name, zip code.

Information can only be retrieved from the system by authorized personnel.

Ongoing process of changes, deletions and additions to list.

Executive Director, ATBCB, 300 C Street, SW, Room 1010, Washington, DC 230202.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Contact Executive Director or refer to the Board access regulations contained in 36 CFR part 1121.

Same as mentioned previously.