[Federal Register Volume 62, Number 89 (Thursday, May 8, 1997)]
[Notices]
[Pages 25197-25198]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-11958]


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GENERAL SERVICES ADMINISTRATION


Report on Revised System of Records Under the Privacy Act of 1974

agency: General Services Administration.

action: Notification of revised system of records.

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summary: The purpose of this document is to give notice, under the 
provisions of the Privacy Act of 1974, 5 U.S.C. 552a, of intent by the 
General Services Administration (GSA) to revise a system of records 
maintained by GSA.
    The system of records, Credentials, Passes, and Licenses, GSA/HRO-
8, will be revised to show that GSA will collect individual next of kin 
name and phone number and medical information from employees on a 
voluntary basis, so that this information may be made available to 
security and medical personnel in the event of a medical emergency. The 
system will also be revised to show that data storage will be in the 
form of or in electronic chips in the individual's identification card 
itself, and in associated automated data systems.
    A new system report was filed with the Chairman of the Committee on 
Government Operations in the House, the Committee on Governmental 
Affairs in the Senate, and the Office of Management and Budget.

dates: Any interested party may submit written comments about this 
revision. Comments must be received on or before the 30th day following 
publication of this notice. The system will become effective without 
further notice on the 30th day following publication of this notice 
unless comments are received that would result in a contrary decision.

address: Address comments to the General Services Administration (CAI) 
Washington, DC 20405.

for further information contact: Ms. Mary Cunningham, GSA Privacy Act 
Officer, telephone (202) 501-3415.

Background

    The system of records, Credentials, Passes, and Licenses, GSA/HRO-
8, will be revised to show that GSA will collect individual next of kin 
NAME and phone number and medical information from employees on a 
voluntary basis, so that this information may be made available to 
security and medical personnel in the event of a medical emergency. The 
system will also be revised to show that data storage will be in the 
form of or in electronic chips in the individual's identification care 
itself, and in associated automated data systems.
    System number: GSA/HRO-8.
    System name: Credentials, Passes, and Licenses.
    System location: This system of records is maintained by the 
Director, Office of Management Services, 1800 F St. NW, Washington, DC 
and by the regional Administrative Services Divisions as listed in the 
appendix.

Categories of Individuals Covered by the System

    All employees whose assigned responsibilities require the issuance 
of credentials for identification and security purposes.

Categories of Records in the System

    1. GSA Form 15, Weekend and Holiday Pass (Various personal 
characteristics).
    2. GSA Form 22, Employee Identification Credential--Regional 
(Photo, name, Social Security Number (SSN), issuance date, serial 
number, employee signature, and issuing official.
    3. GSA Form 48, Request for and Record of Credential or Pass (Name, 
photo, official address and phone number, home address, next of kin and 
next of kin phone number, issuance date, serial number, employee 
signature, and issuing official).
    4. GSA Form 277, Employee Identification and Authorization 
Credential-General (Photo, signature of bearer, name of employee, 
signature of issuing official, date issued, identification serial 
number, SSN, position title, official address and phone number, home 
address and phone number, next of kin, next of kin phone number and 
medical information).
    5. OF 7, Property Pass (Name, building, description of property, 
agency, and effective date).
    6. GSA Form 2941, Parking application (Name address, agency, 
correspondence symbol, office telephone number, and length of service).

Authority for Maintenance of the System

    The Federal Property and Administrative Services Act of 1949 (63 
Stat. 377) as amended.
    Purpose. To assemble in one system information pertaining to passes 
and credentials for identification and security purposes.

[[Page 25198]]

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of such use
    a. To facilitate the issuance and control of cards, parking 
permits, building passes, driver licenses, and similar credentials.
    b. 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 General Services Administration (GSA) becomes aware of an 
indication of a violation or potential violation of civil or criminal 
law or regulation.
    c. To provide information to a member of Congress or to a 
congressional staff member from the records of an individual in 
response to an inquiry from that congressional office made at the 
request of the individual.
    d. To disclose information to another Federal agency or to a court 
when the Government is party to a judicial proceeding before the court.
    e. To disclose information to a Federal agency, in response to its 
requests, in connection with the hiring and retention of an employee, 
the issuance of a security clearance, the conducting of a security or 
suitability investigation of an individual, the classifying of a job, 
the letting of a contract, or the issuance of license, grant or other 
benefit by the requesting agency, to the extent that the information is 
relevant and necessary to the requesting agency's decision on the 
matter.
    f. By the Office of Personnel Management in the production of 
summary descriptive statistics in support of the function for which the 
records are collected and maintained, or for related workforce studies. 
While published statistics and studies 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.
    g. To disclose information to the Office of Management and Budget 
in connection with the review of private relief legislation as set 
forth in OMB Circular No. A-19 at any stage of the legislative 
coordination and clearance process as set forth in the circular.
    h. To disclose information to officials of the Merit Systems 
Protection Board, including the Office of Special Counsel; the Federal 
Labor Relations Authority and its General Counsel; or the Equal 
Employment Opportunity Commission when requested in performance of 
their authorized duties.
    i. To an authorized appeal or grievance examiner, formal complaints 
examiner, equal employment opportunity investigator, arbitrator, or 
other duly authorized official engaged in investigation or settlement 
of a grievance, complaint, or appeal filed by an employee.
    j. To the Office of Personnel Management in accordance with the 
agency's responsibility for evaluation of Federal personnel management.
    k. To the extent that official personnel records in the custody of 
GSA are covered within the systems or records published by the Office 
of Personnel Management as Government-wide records, they will be 
considered as part of that Government-wide system. Other official 
personnel records covered by notices, published by GSA and considered 
to be separate systems of records may be transferable to the Office of 
Personnel Management in accordance with official personnel programs and 
activities as a routine use.
    l. To an expert, consultant, or a contractor of GSA to the extent 
necessary to further the performance of a Federal duty.
    m. To medical personnel in the event of a medical emergency.
Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System
    Storage: Information is collected by means of electronic mail and 
paper forms and may be stored as paper forms, or in electronic chips in 
the individual's identification card itself, and in associated 
automated data systems.
    Retrievability: Name, SSN, identification (badge) serial number.
    Safeguards: When not in use by an authorized person, paper records 
will be stored in lockable metal file cabinets or secured rooms. 
Electronic records are protected by a password and may also have a 
personal identification number (PIN) as a second level of protection.
    Retention and disposal: Disposal of records is described in the HB, 
GSA Records Maintenance and Disposition System (OAD P 1820.2A) and 
authorized GSA records schedules.

System Manager and Address:

    The official responsible for this system is the Director, Office of 
Management Services, 1800 F Sts., NW., Washington, DC 20405. Since this 
is a geographically dispersed system, individuals may gain access to it 
by contacting the officials at locations as listed in the appendix.

Notification Procedure

    The address of the agency offices to which inquiries should be 
addressed and addresses of locations at which the individual may 
present a request as to whether a system contains records pertaining to 
himself or herself is the same as that shown in the appendix. 
Individuals should provide name, social security number, period of 
employment, and position held to assist the office in locating the 
record.

Record Access Procedures

    An individual can obtain information on procedures for gaining 
access to records from the Director, Office of Management Services, or 
Regional Director, Administrative Services Division, as shown in the 
appendix.

Contesting Record Procedures

    GSA rules for access to systems of records, contesting the contents 
of systems of records and appealing initial determinations are 
promulgated in 41 CFR 105-64, published in the Federal Register.

Record Source Categories

    Information is provided by employee being issued credential and 
issuing official.

    Dated: April 30, 1997.
John H. Davenjay,
Director, Administrative Policy and Information Management Division.
[FR Doc. 97-11958 Filed 5-7-97; 8:45 am]
BILLING CODE 6820-34-M