[Federal Register Volume 69, Number 208 (Thursday, October 28, 2004)]
[Notices]
[Pages 62899-62900]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-24071]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; Revised Privacy Act System of Records

AGENCY: General Services Administration

ACTION: Final notice of a revised Privacy Act system of records

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SUMMARY: The General Services Administration (GSA) is publishing a 
final notice of a revision to the system of records, Emergency 
Management Records (GSA/HRO-9). This final notice clarifies the routine 
use that allows disclosure of system of records information in the 
settling of a grievance, complaint, or appeal filed by an employee only 
to authorized officials to ensure that system information is fully 
protected. No other changes are being made to the original revision, 
published on September 13, 2004. That revision proposed to cover under 
the Privacy Act, in addition to existing emergency notification records 
and files, electronic files and databases containing personal 
information needed to contact GSA associates and other essential 
persons at work, at home, and out of the area in times of emergency. 
The purpose of the revised system is to ensure an up-to-date 
communication capability by GSA nationwide, and facilitate continuity 
of critical GSA missions and functions in emergency situations. The 
system covers all GSA associates and contractor employees, as well as 
key governmental and non-governmental persons essential to carrying out 
emergency functions.

DATES: The revised system notice is effective on the date of 
publication.

FOR FURTHER INFORMATION CONTACT: GSA Privacy Act Officer, Office of 
Information Management (CI), General Services Administration, 1800 F 
Street NW, Washington DC 20405; telephone (202) 501-1452.

    Dated: October 15, 2004.
June V. Huber,
Director, Office of Information Management, Office of the Chief People 
Officer.

GSA/HRO-9

    System name: Emergency Management Records (GSA/HRO-9).
    System location: The system is the responsibility of the GSA Office 
of Emergency Management, located at 1800 F Street NW, Washington DC 
20405. System records are located in the GSA Central Office and 
regional offices with assigned emergency management responsibilities.
    Categories of individuals covered by the system: All GSA 
associates, contractor employees, and other key governmental and non-
governmental persons essential to carrying out emergency activities or 
with a need to know of actions taken by GSA in an emergency.
    Categories of records in the system: The records, composed of 
emergency notification rosters and files, may consist of paper records 
and/or electronic databases, including the Emergency Management 
Information Database (EMID), the Quick Notify database, and continuity 
of operations (COOP) files. The data may be consolidated into a 
centralized emergency contact database to expedite communication. 
Personal information in the system records includes name; office, cell, 
and home telephone numbers; out-of-area contact telephone numbers; home 
address: home e-mail address; and home fax number. System records also 
may include special needs information such as medical, mobility, and 
transportation requirements by individuals. Additional information may 
include official titles and emergency assignments for individuals in 
the system.
    Authority for maintaining the system: The Federal Property and 
Administrative Services Act of 1949, as amended 40 U.S.C. Sec. Sec.  
101 et seq.; E.O. Order 12565, Assignment of Emergency Preparedness 
Responsibilities; and Presidential Decision Directive 67, Ensuring 
Constitutional Government and Continuity of Government Operations.
    Purpose: To maintain current information on GSA associates and 
other persons covered by this system for use by persons with emergency 
management responsibilities to notify officials, employees, and other 
affected individuals of conditions that require their urgent attention 
during a public or personal emergency.

Routine uses of records maintained in the system, including types of 
users and purposes of such uses:

    System information may be used by authorized individuals in the 
performance of duties associated with their emergency management 
responsibilities. Routine uses are:
    a. To disclose needed information to a Federal, State, or local 
agency investigating, prosecuting, or enforcing a statute, rule, 
regulation, or order, where GSA becomes aware of a possible violation 
of civil or criminal law or regulation.
    b. To disclose information to a Member of Congress or a 
congressional staff member at the request of the individual who is the 
subject of the record.
    c. To disclose information to another Federal agency or to a court 
where the Government is a party to a judicial proceeding before the 
court.
    d. To disclose information to a Federal agency, in response to its 
request, in connection with hiring or retaining an associate, issuing a 
security clearance, conducting a security or suitability investigation, 
classifying a job, letting a contract, or issuing a license, grant, or 
other benefit by the requesting agency, to the extent that the 
information is necessary to the agency's decision on the matter.
    e. To disclose information to an appeal, grievance, or formal 
complaints examiner; equal employment opportunity investigator; 
arbitrator; or other authorized official engaged in investigating or 
adjudicating a grievance, complaint, or appeal.
    f. To disclose information to the Office of Personnel Management 
(OPM) and the Government Accountability Office (GAO) when the 
information is required for evaluation of program activities.
    g. To disclose information to the National Archives and Records 
Administration (NARA) for records management purposes.
    h. To disclose information to an expert, consultant, or contractor 
in the performance of a Federal government duty to which the 
information is relevant.

[[Page 62900]]

Policies and practices for storing, accessing, retrieving, retaining, 
and disposing of records in the system:

    Storage: System records may be stored on paper or electronically in 
secure locations or computer systems.
    Retrievability: Records may be retrieved by name, organization, 
location, teleworking capability, or special medical or other health or 
safety need of an individual.
    Safeguards: When not in use by an authorized person, the records 
are secured from unauthorized access. Paper records are placed in 
lockable file cabinets or in secured areas. Electronic records are 
protected by passwords, access codes, and other appropriate technical 
security measures.
    Retention and disposal: Disposal of system records is according to 
the Handbook, GSA Records Maintenance and Disposition System (OAD P 
1820.2A), and the requirements of the National Archives and Records 
Administration.
    System manager(s) and address: The official with overall 
responsibility for the system of records is the Director, Office of 
Emergency Management (ACE), 1800 F Street NW, Washington DC 20405. GSA 
Services, Staff Offices, and regions are responsible for the integrity 
of data within their jurisdictions.
    Notification procedure: Individuals may determine whether the 
system contains their records by submitting a request to the System 
Manager or the appropriate Service, Staff Office, or regional official.
    Record access procedures: An individual may obtain information on 
the procedures for gaining access to their records from the System 
Manager or the appropriate Service, Staff Office, or regional official.
    Procedures for contesting records: Individuals wishing to request 
amendment of their records should contact the System Manager or the 
appropriate Service, Staff Office, or regional official.
    Record sources: The records contain information provided by the 
individuals themselves, their supervisors, or their Service, Staff 
Office, or region.
[FR Doc. 04-24071 Filed 10-27-04; 8:45 am]
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