[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]
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