[Federal Register Volume 61, Number 229 (Tuesday, November 26, 1996)]
[Notices]
[Pages 60103-60104]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-30071]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; System of Records

AGENCY: General Services Administration.

ACTION: Notice of a revised system of records subject to the Privacy 
Act of 1974.

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SUMMARY: GSA proposes to revise a system of records, Employee-related 
files, GSA/Agency-1, to reflect that it plans to include long-distance 
telephone call detail records among the types of records in the system 
and to reflect a new routine use that GSA may disclose information from 
the system to the Federal Parent Locator Service to assist in locating 
a noncustodial parent to establish and enforce child-support 
obligations against the delinquent parent. A revised system report has 
been filed with the Chairman of the House Committee on Government 
Reform and Oversight, the Chairman of the Senate Committee on 
Governmental Affairs, and the Office of Management and Budget.

DATES: Any interested person may submit written comments about this 
change in the system. GSA must receive the comments on or before the 
40th day after it publishes this notice. The system becomes effective 
without further notice on the 40th day after GSA publishes the notice, 
unless the comments received cause the agency to change its decision.

ADDRESS: Address comments to Elaine P. Dade, Records Officer, General 
Services Administration (CAI), Washington, DC 20405.

FOR FURTHER INFORMATION CONTACT: William M. McHugh, Privacy Act 
Liaison, at (202) 501-2983.

SUPPLEMENTARY INFORMATION: The purpose of maintaining telephone call-
detail records is to learn whether a Federal employee has placed 
unauthorized long-distance telephone calls. Disclosing information to 
the Federal Parent Locator Service is done to facilitate establishing 
and enforcing child support from a delinquent parent. The procedures 
used would require routinely matching Federal personnel records with 
State records to learn if there are any Federal employees who are 
delinquent in meeting child-support payments.

    Dated: October 29, 1996.
Kenneth S. Stacey,
Director, Information and Organization Management Division (CAI).
GSA/Agency-1

System Name:
    Employee-related files.

System Location:
    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.

Categories of Individuals Covered by the System:
    The individuals covered are present and former employees of GSA and 
of commissions, committees, and small agencies serviced by GSA; 
applicants or potential applicants for positions in GSA, persons 
employed by other agencies for employee relief bills, volunteer 
workers, and uncompensated workers.

Categories of records in the system:
    The system records contain the individual's name; social security 
number; birth date; home and emergency addresses and telephone numbers; 
personnel actions; professional registration; qualifications; training; 
employment history; awards; counseling; reprimands; grievances; 
appeals; leave; pay attendance; work assignments; performance ratings; 
injuries; permit and pass applications; unpaid debt complaints, 
including nonpayment of child support; travel; outside employment; 
congressional employee relief bills; and telephone call details. The 
system does not include official personnel files covered by OPM/GOVT-1.

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):
    To maintain a 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.

ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS 
AND THE PURPOSES OF SUCH USES:
    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.
    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

[[Page 60104]]

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.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, REVIEWING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records are kept in file folders and card files. Computer 
tapes and disks are kept in cabinets.

RETRIEVABILITY:
    Records are retrieved at each location by name or social security 
number.

SAFEGUARDS:
    When not in use, records are stored in a locked file cabinet, 
locked desk drawer, or in a secured room. Computer data is protected by 
a password system.

RETENTION AND DISPOSAL:
    Record disposal is controlled by the handbook, GSA Records 
Maintenance and Disposition System, OAD P 1820.2A. The records are 
reviewed and updated yearly, and irrelevant documents are destroyed. 
Once 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. Personnel history files in the PIRS 
computer data base are written off to tape every 2 years for indefinite 
storage.

SYSTEM MANAGER(S) AND ADDRESS:
    The agency official with overall responsibility within his or her 
jurisdiction is the head of service or staff for Central Office 
employees and the regional administrator for regional employees. The 
official responsible for a field office record system is the senior 
official at the facility or the supervisor of current and former 
employees or volunteers. The addresses of Central Office and regional 
offices are listed at the end of this notice.

NOTIFICATION PROCEDURE:
    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.

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.

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.

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.

Record system locations:
    Central Office: GS Building, 1800 F Street NW., Washington, DC 
20405.
    New England Region: GSA, John W. McCormack Post Office and Court 
House, Boston, MA 02109.
    Northeast and Caribbean Region: GSA, Jacob K. Javits Federal 
Building, 26 Federal Plaza, New York, NY 10278.
    Mid-Atlantic Region: GSA, John Wanamaker Building, 100 Market 
Square East, Philadelphia, PA 19107.
    Southeast-Sunbelt Region: GSA, Summit Building, 401 West Peachtree 
Street, Atlanta, GA 30365-2550.
    Great Lakes Region: GSA, John C. Kluczinski Federal Building, 230 
South Dearborn Street, Chicago, IL 60604.
    The Heartland Region: General Services Administration, 1500 East 
Bannister Road, Kansas City, MO 64131.
    Greater Southwest Region: GSA, Fritz G. Lanham Federal Building, 
819 Taylor Street, Fort Worth, TX 76102.
    Rocky Mountain Region: GSA, Denver Federal Center, Building 41, 
Denver, CO 80225.
    Pacific Rim Region: General Services Administration, 450 Golden 
Gate Avenue, 5th Floor, San Francisco, CA 94102-3400.
    Northwest/Arctic Region: GSA Center, 400 Fifteenth Street SW., 
Auburn, WA 98001.
    National Capital Region: General Services Administration, 400 
Seventh Street SW., Washington, DC 20407.

[FR Doc. 96-30071 Filed 11-25-96; 8:45 am]
BILLING CODE 6820-34-M