[Federal Register Volume 64, Number 75 (Tuesday, April 20, 1999)]
[Notices]
[Pages 19381-19383]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-9828]


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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974; As Amended; Revisions to an Existing System 
of Records

AGENCY: Office of the Secretary, Department of the Interior.

ACTION: Proposed revisions to an existing system of records.

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[[Page 19382]]

SUMMARY: In accordance with the Privacy Act of 1974, as amended (5 
U.S.C. 552a), the Office of the Secretary is issuing public notice of 
its intent to modify an existing Privacy Act system of records notice, 
OS-74, ``Grievance Records.'' The revisions will update the number of 
the system, the authority statement and the addresses of the system 
locations and system managers.

EFFECTIVE DATE: These actions will be effective on April 20, 1999.

FOR FURTHER INFORMATION CONTACT: Director, Office of Personnel Policy, 
U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, 
Washington, DC 20240.

SUPPLEMENTARY INFORMATION: The Department of the Interior is proposing 
to amend the system notice for OS-74, ``Grievance Records,'' to update 
the number of the system to more accurately reflect its Department-wide 
scope, the authority for maintenance of the system statement and the 
addresses of the system locations and system managers to reflect 
changes that have occurred since the notice was last published. 
Accordingly, the Department of the Interior proposes to amend the 
``Grievance Records,'' OS-74, system notice in its entirety to read as 
follows:
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
INTERIOR/DOI-74

SYSTEM NAME:
    Grievance Records--Interior, DOI-74.

SYSTEM LOCATION:
    (1) Departmental office: Office of Personnel Policy, U.S. 
Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, 
DC 20240.
    (2) Bureau personnel offices:
    (a) Bureau of Indian Affairs, Division of Personnel Management, 
1951 Constitution Avenue NW, Washington, DC 20245.
    (b) U.S. Geological Survey, National Center, 12201 Sunrise Valley 
Drive, Reston, VA 22092.
    (c) U.S. Fish and Wildlife Service, Division of Personnel 
Management and Organization, 1849 C Street NW, Washington, DC 20240.
    (d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.
    (e) Bureau of Land Management, Division of Personnel (530), 1849 C 
Street NW, Washington, DC 20240.
    (f) National Park Service, Division of Personnel, Branch of Labor 
Management Relations, 1849 C Street NW, Washington, DC 20240.
    (g) Minerals Management Service, Personnel Division, 1110 Herndon 
Parkway, Herndon, VA 22070.
    (h) Office of Surface Mining, Division of Personnel, 1951 
Constitution Avenue NW, Washington, DC 20245.
    (3) Administrative components of the offices (within the bureaus 
listed above) in which the grievances were filed.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Departmental employees filing grievances in accordance with 370 DM 
771.

CATEGORIES OF RECORDS IN THE SYSTEM:
    All documents related to internal grievances filed with any part of 
the Department, including, but not limited to: Statements of witnesses, 
reports of interviews and hearings, examiners' findings and 
recommendations, correspondence and exhibits, and (a copy of) the 
original and final decisions on the grievances filed.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 1302, 3301, 3302; E.O. 10577; 3 CFR 1958 Comp. p. 218.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The primary purpose of the system is to adjudicate internal 
grievances.
    Disclosures outside the Department of the Interior may be made:
    (1) To appropriate Federal, State, local or foreign agencies 
responsible for investigating or prosecuting the violation of or for 
enforcing or implementing a statute, rule, regulation, order or 
license, when the disclosing agency becomes aware of a violation or 
potential violation of a statute, rule, regulation, order or license.
    (2) To any individual (in the course of processing a grievance) 
from whom the agency is seeking information relevant to the 
adjudication of the grievance, to the extent necessary to inform the 
individual of the purpose of the request for information and to 
identify the type of information requested.
    (3) To a Federal agency which has requested information relevant or 
necessary to the hiring or retention of an employee, the conducting of 
a security clearance or suitability investigation, the classifying of a 
job, the letting of a contract, or the issuing of a license, grant or 
other benefit, to the extent that the information is relevant and 
necessary to the requesting agency's decision on the matter.
    (4) To a congressional office in response to an inquiry an 
individual has made to the congressional office.
    (5) To the U.S. Department of Justice or in a proceeding before a 
court or adjudicative body with jurisdiction when (a) the United 
States, the Department of the Interior, a component of the Department, 
or, when represented by the government, an employee of the Department 
is a party to litigation or anticipated litigation or has an interest 
in such litigation, and (b) the Department of the Interior determines 
that the disclosure is relevant or necessary to the litigation and is 
compatible with the purpose for which the records were compiled.
    (6) To the National Archives and Records Adminstration for records 
management inspections conducted under authority of 44 U.S.C. 2904 and 
2908.
    (7) To any individual in the form of summary descriptive statistics 
and analytical studies in support of the function for which the records 
are collected and maintained, or for related work force studies. (Note: 
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 individuality identifiable by inference.)
    (8) To the Office of Personnel Management, the Merit Systems 
Protection Board (and its Office of the Special Counsel), the Federal 
Labor Relations Authority (and its General Counsel), or the Equal 
Employment Opportunity Commission when requested in performance of 
their authorized functions.
    (9) To officials of labor organizations recognized under the Civil 
Service Reform Act when relevant and necessary to allow them to perform 
their duties of exclusive representation concerning personnel policies, 
practices, and matters affecting work conditions.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained in file folders.

RETRIEVABILITY:
    Records are retrieved by the names of individuals filing internal 
grievances.

SAFEGUARDS:
    Access to records is limited to authorized personnel. Record are 
maintained in locked metal filing cabinets.

RETENTION AND DISPOSAL:
    Records compiled under 370 DM 771 are destroyed 3 years after the 
date of final closing of the case. Records compiled under a negotiated 
procedure are disposed of in accordance with approved records 
schedules.

[[Page 19383]]

SYSTEM MANAGER(S) AND ADDRESS:
    (1) Departmental office: Director, Office of Personnel Policy, U.S. 
Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, 
DC 20240.
    (2) Bureau personnel offices:
    (a) Director of Administration, Bureau of Indian Affairs, Division 
of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 
20245.
    (b) Personnel Officer, U.S. Geological Survey, National Center, 
12201 Sunrise Valley Drive, Reston, VA 22092.
    (c) Personnel Officer, U.S. Fish and Wildlife Service, Division of 
Personnel Management and Organization, 1849 C Street NW, Washington, DC 
20240.
    (d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001, 
Denver, CO 80225.
    (e) Personnel Officer, Bureau of Land Management, Division of 
Personnel (530), 1849 C Street NW, Washington, DC 20240.
    (f) Personnel Officer, National Park Service, Division of 
Personnel, Branch of Labor Management Relations, 1849 C Street NW, 
Washington, DC 20240.
    (g) Personnel Officer, Minerals Management Service, Personnel 
Division, 1110 Herndon Parkway, Herndon, VA 22070.
    (h) Personnel Officer, Office of Surface Mining, Division of 
Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.
    (3) Administrative officers of the offices (within the bureaus 
listed above) in which the grievances were filed. (Contact the 
appropriate bureau system manager to obtain the address of the office 
system manager.)

NOTIFICATION PROCEDURES:
    Individuals filing grievances with the Department are given a copy 
of their records as a part of the official grievance process. If, 
however, at any later time an individual also wishes to request 
notification of the existence of records on him or her, he or she 
should address his or her request to the appropriate System Manager. 
The request must be in writing, signed by the requestor, and contain 
the following information: name and birth date of requestor, 
approximate date of closing of the case, type of action taken, and 
agency component involved. (See 43 CFR 2.60.)

RECORD ACCESS PROCEDURES:
    Individuals filing grievances with the Department are given a copy 
of their records as a part of the official grievance process. If, 
however, at any later time an individual also wishes to request a copy 
of records maintained on him or her, he or she should address his or 
her request to the appropriate System Manager. The request must be in 
writing, signed by the requestor, and contain the following 
information: name and birth date of requestor, approximate date of 
closing of the case, type of action taken, and agency component 
involved. (See 43 CFR 2.63.)

CONTESTING RECORD PROCEDURES:
    If an individual who has filed a grievance with the Department 
wishes to request amendment of his/her records, to correct factual 
errors, he or she should address his or her request to the appropriate 
System Manager. The request must be in writing, signed by the 
requestor, and contain the following information: name and birth date 
of requestor, approximate date of closing of the case, type of action 
taken, and agency component involved. (See 43 CFR 2.71.)

    Note: Review of requests from individuals seeking amendment of 
their records which have been the subject of a judicial or quasi-
judicial action will be limited in scope. Review of these requests 
will be restricted to determining if the record accurately documents 
the action of the agency ruling on the case and will not include a 
review of the merits of the action, determination, or finding.

RECORD SOURCE CATEGORIES:
    Individuals filing grievances, witnesses providing testimony, 
organizations or persons providing information via correspondence, 
agency officials, and grievance examiners and/or arbitrators.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 99-9828 Filed 4-19-99; 8:45 am]
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