[Federal Register Volume 81, Number 222 (Thursday, November 17, 2016)]
[Notices]
[Pages 81116-81137]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2016-27702]


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EQUAL EMPLOYMENT OPPORTUNITY COMMISSION


Privacy Act of 1974; Publication of Notices of Systems of Records 
and Proposed New Systems of Records

AGENCY: Equal Employment Opportunity Commission.

ACTION: Notice; publication of notices of systems of records, and 
proposed new systems of records.

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SUMMARY: This notice proposes one new system of records, changes to a 
number of existing systems of records, and removes obsolete systems of 
records. This notice republishes all of EEOC's notices for its systems 
of records subject to the Privacy Act in one issue of the Federal 
Register so that an accurate and complete text of the notices is 
available for use by individuals and by agency Privacy Act officers.

DATES: The changes to the existing systems of records are effective on 
November 17, 2016. The proposed new system of records will become 
effective, without further notice, on January 17, 2017 unless comments 
dictate otherwise.

ADDRESSES: Comments on this notice may be submitted to the EEOC in 
three ways; please use only one.
     Comments and attachments may be submitted online at http://www.regulations.gov, which is the Federal eRulemaking Portal. Follow 
the instructions on the Web site for submitting comments. Comments 
received here will be posted publicly on the same portal without 
change, including any personal information you provide. However, the 
EEOC reserves the right to refrain from posting comments: That contain 
obscene, indecent, or profane language; that contain threats or 
defamatory statements; that contain hate speech directed at race, 
color, sex, sexual orientation, national origin, ethnicity, age, 
religion, or disability; or that promote or endorse services or 
products.
     Hard copy comments may be submitted to Bernadette Wilson, 
Acting Executive Officer, Executive Secretariat, Equal Employment 
Opportunity Commission, 131 M Street NE., Washington, DC 20507.

[[Page 81117]]

     The Executive Secretariat also will accept documents 
totaling six or fewer pages by facsimile (``fax'') machine. This 
limitation is necessary to assure access to the equipment. The 
telephone number of the fax receiver is (202) 663-4114. (This is not a 
toll-free number.) Receipt of fax transmittals will not be 
acknowledged, except that the sender may request confirmation of 
receipt by calling the Executive Secretariat staff at (202) 663-4070 
(voice) or (202) 663-4074 (TTY). (These are not toll-free telephone 
numbers.)
    Subject to the conditions noted above, the EEOC will post online at 
http://www.regulations.gov all comments submitted in hard copy or by 
fax with the Executive Secretariat. The EEOC Headquarters' library also 
will make available hard copies of all comments, by advance appointment 
only, between the hours of 9 a.m. and 5 p.m. Eastern Time. To schedule 
an appointment to inspect the comments at the EEOC's library, contact 
the library staff at (202) 663-4630 (voice) or (202) 663-4641 (TTY). 
(These are not toll-free numbers.)
    Copies of this notice are available in the following alternate 
formats: Large print, braille, electronic file on computer disk, and 
audio-tape. Copies may be obtained from the Publications Center by 
calling 1-800-699-3362.

FOR FURTHER INFORMATION CONTACT: Thomas J. Schlageter, Assistant Legal 
Counsel, (202) 663-4668 (voice), Kathleen Oram, Senior Attorney (202) 
663-4681 (voice), or Savannah Marion, (202) 663-4909 or (202) 663-7026 
(TDD).

SUPPLEMENTARY INFORMATION: The Equal Employment Opportunity Commission 
last published its Privacy Act systems notices in 2002. The Commission 
proposes one new system of records to cover Freedom of Information Act 
and Privacy Act records. EEOC previously covered these records in its 
general correspondence system of records. The Commission is deleting 
EEOC-6 Employee Assistance Program records and EEOC-14 Employee Parking 
records because it no longer collects and keeps those records and is 
replacing EEOC-6 with the new Freedom of Information Act and Privacy 
Act Records system. The Employee Assistance Program records are now 
maintained by the Department of Health and Human Services, and Employee 
Parking records are maintained by a private building management 
company. In addition, the Commission is amending a number of its 
systems to recognize more widespread electronic storage, and remove 
requirements that persons submit social security numbers when 
requesting records. The Commission is adding a statement of general 
routine uses to include two new routine uses permitting disclosure of 
records from all of its systems of records for suspected or confirmed 
breach notification and response. The Commission is removing three 
obsolete routine uses from its Claims Collection Records notice and one 
routine use from its Internal Harassment Inquires Records notice. EEOC 
is adding a new routine use to its two Discrimination Case Files 
systems of records, a new routine use to its Internal Harassment 
Inquiries system of records, and one new routine use to its Office of 
Inspector General system of records. Finally, the Commission has 
amended several system notices to reflect current office names and has 
amended Appendix A to reflect current addresses of Commission offices. 
To ensure that users will have a copy of the current text of each of 
its system notices, the Commission is publishing the complete text of 
all of its systems notices.
    A brief description of the major changes follows:
    Universal Routine Uses: EEOC proposes to add two routine uses 
applicable to all systems of records. One would permit EEOC to disclose 
records reasonably necessary to respond to a suspected or confirmed 
breach of the system of records where EEOC determines there may be a 
risk of harm to individuals, EEOC, or the Federal government. The 
second proposed routine use would allow EEOC to disclose records to 
other Federal agencies to assist in their efforts to respond to a 
suspected or confirmed breach.
    EEOC-1 Age and Equal Pay Act Discrimination Case Files and EEOC-3 
Title VII, Americans with Disabilities Act, and Genetic Information 
Nondiscrimination Act Discrimination Case Files: A routine use that 
permits disclosure to other federal agencies in accordance with 
Memoranda of Understanding or similar agreements between EEOC and other 
agencies that provide for coordination and cooperation in EEOC's 
employment discrimination enforcement efforts is proposed. The 
retention and disposal sections are updated.
    EEOC-3 Title VII, Americans with Disabilities Act, and Genetic 
Information Nondiscrimination Act Discrimination Case Files: The system 
was updated to add Genetic Information Nondiscrimination Act (GINA) 
files. A routine use that permits disclosure to other federal agencies 
in accordance with Memoranda of Understanding or similar agreements 
between EEOC and other agencies that provide for coordination and 
cooperation in EEOC's employment discrimination enforcement efforts is 
proposed.
    EEOC 6 Freedom of Information Act and Privacy Act Records: This new 
system of records replaces the obsolete Employee Assistance Program 
Records system and covers all Freedom of Information Act (FOIA) and 
Privacy Act requests, administrative appeals, responses, and related 
records. These records were previously included in EEOC-5 
Correspondence and Communications. Nine routine uses are proposed for 
the system.
    EEOC-9 Claims Collection Records: Three obsolete routine uses are 
removed, as is an obsolete reference to consumer reporting agencies.
    EEOC-14 Reserved: We have removed the Employee Parking Records 
system because those records are no longer collected by EEOC, but are 
collected by the private building management company at EEOC's 
headquarters building.
    EEOC-15 Internal Harassment Inquiries: We have removed routine use 
(h) as unnecessary since disclosures could be made under the ``need to 
know'' exception. We propose to add a new routine use (h) to permit 
disclosures to the alleged harasser in the event of a disciplinary 
proceeding.
    EEOC-16 Office of Inspector General Investigative Files: We propose 
a new routine use permitting disclosures during peer reviews.
    EEOC-17 Defensive Litigation Files: The system is updated to 
reflect that internal defensive litigation files are maintained in the 
Office of General Counsel and external defensive litigation files are 
maintained in the Office of Legal Counsel.
    EEOC-18 Reasonable Accommodation Records: We added notification 
procedures, record access procedures, contesting records procedures, 
and record source categories.
    The proposed universal routine uses, the routine uses in the one 
new system of records noted above and the proposed new routine uses in 
two existing systems meet the compatibility criteria since the 
information involved is collected for the purpose of the applicable 
routine uses. We anticipate that any disclosure pursuant to these 
routine uses will not result in any unwarranted adverse effects on 
personal privacy.
    A complete list of all EEOC systems of records is published below. 
The complete text of the notices follows.


[[Page 81118]]


    For the Commission.
Jenny R. Yang,
Chair.

EEOC Systems of Records

    Universal Routine Uses.
    EEOC-1 Age Discrimination in Employment Act, Equal Pay Act, and 
Section 304 of the Government Employee Rights Act Discrimination Case 
Files.
    EEOC-2 Attorney Referral List.
    EEOC-3 Title VII, Americans with Disabilities Act, and Genetic 
Information Nondiscrimination Act
    EEOC-4 Biographical Files.
    EEOC-5 Correspondence and Communications.
    EEOC-6 Freedom of Information Act and Privacy Act Records
    EEOC-7 Employee Pay and Leave Records.
    EEOC-8 Employee Travel and Reimbursement Records.
    EEOC-9 Claims Collection Records.
    EEOC-10 Grievance Records.
    EEOC-11 Adverse Actions Against Nonpreference Eligibles in the 
Excepted Service Records
    EEOC-12 Telephone Call Detail Records.
    EEOC-13 Employee Identification Cards.
    EEOC-14 Reserved
    EEOC-15 Internal Harassment Investigation Files.
    EEOC-16 Office of Inspector General Investigative Files.
    EEOC-17 Defensive Litigation Files.
    EEOC-18 Reasonable Accommodation Records.
    EEOC-19 Revolving Fund Registrations.
    EEOC-20 RESOLVE Program Records.
    EEOC-21 Emergency Management Records.
    EEOC-22 EEOC Personnel Security Records.
    EEOC/GOVT-1 Equal Employment Opportunity in the Federal Government 
Complaint and Appeal Records.
    Universal Routine Uses: The following routine uses of the records 
apply to and are incorporated by reference into each system of records 
published below:
    a. To appropriate agencies, entities, and persons when: (1) EEOC 
suspects or has confirmed that there has been a breach of the system of 
records; (2) EEOC has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, the agency 
(including its information systems, programs, and operations), or the 
Federal government; and (3) the disclosure made to such agencies, 
entities, and persons is reasonably necessary to assist in connection 
with EEOC's efforts to respond to the suspected or confirmed breach or 
to prevent, minimize, or remedy such harm.
    b. To another Federal agency or Federal entity when information 
from this system of records is reasonably necessary to assist the 
recipient agency or entity in (1) responding to a suspected or 
confirmed breach or (2) preventing, minimizing, or remedying the risk 
of harm to individuals, the agency (including its information systems, 
programs, and operations), or the Federal government.
EEOC-1

SYSTEM NAME:
    Age Discrimination in Employment Act, Equal Pay Act, and Section 
304 of the Government Employee Rights Act Discrimination Case Files.

SYSTEM LOCATION:
    Field Office where the charge or complaint of discrimination was 
filed (see Appendix A). Records of complaints filed under section 321 
of the Government Employees Rights Act of 1991 are located in the 
Office of Federal Operations 131 M Street NE., Washington, DC 20507, 
after a hearing has been requested.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons other than federal employees and applicants who file 
charges or complaints with EEOC alleging that an employer, employment 
agency or labor organization has violated the Age Discrimination in 
Employment Act of 1967 or the Equal Pay Act of 1963, or who file 
complaints under section 304 of the Government Employees Rights Act of 
1991.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains the records compiled during the investigation 
of age and equal pay discrimination cases and during the investigation 
and hearing of complaints filed under section 304 of the Government 
Employees Rights Act of 1991. These records include:
    a. Documents submitted by charging party or complainant such as 
charge of discrimination, personal interview statement, and 
correspondence.
    b. Documents submitted by employer such as statement of position, 
correspondence, statements of witnesses, documentary evidence such as 
personnel files, records of earnings, employee benefit plans, seniority 
list, job titles and descriptions, applicant data, organizational 
charts, collective bargaining agreements, and petitions to revoke or 
modify subpoenas.
    c. Records gathered and generated by EEOC in the course of its 
investigation and, in complaints filed under section 304 of the 
Government Employees Rights Act of 1991, during the hearing, such as 
letters of referral to state fair employment practices agencies, 
correspondence with state fair employment practices agencies, witness 
statements, investigator's notes, investigative plan, report of initial 
and exit interview, investigator's analyses of evidence and charge, 
subpoenas, decisions and letters of determination, conciliation 
agreements, correspondence and any additional evidence gathered during 
the course of the investigation.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 29 U.S.C. 209, 211, 623, 626; 42 U.S.C. 2000e-16c; 44 
U.S.C. 3101; 2 U.S.C. 1220.

PURPOSE:
    This system is maintained for the purpose of enforcing the 
prohibitions against employment discrimination contained in the Age 
Discrimination in Employment Act, the Equal Pay Act and section 304 of 
the Government Employees Rights Act of 1991.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To disclose pertinent information to a federal, state, or local 
agency or third party as may be appropriate or necessary to perform the 
Commission's functions under the Age Discrimination in Employment Act, 
Equal Pay Act, or section 304 of the Government Employee Rights Act of 
1991.
    b. To disclose information contained in these records to state and 
local agencies administering state or local fair employment practices 
laws.
    c. To disclose non-confidential and non-privileged information from 
closed ADEA/EPA case files (a file is closed when the Commission has 
terminated its investigation and has decided not to sue) to the 
employer where a lawsuit has been filed against the employer involving 
that information, to other employees of the same employer who have been 
notified by the Commission of their right under 29 U.S.C. 216 to file a 
lawsuit on their own behalf, and their representatives.
    d. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office made at the request of a party to the charge.

[[Page 81119]]

    e. 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 EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    f. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    g. To disclose information to officials of state or local bar 
associations or disciplinary boards or committees when they are 
investigating complaints against attorneys in connection with their 
representation of a party before EEOC.
    h. To disclose to a Federal agency in the executive, legislative, 
or judicial branch of government, in response to its request for 
information in connection with the hiring of an employee, the issuance 
of a security clearance, the conducting of a security or suitability 
investigation of an individual, the classifying of jobs, or the lawful 
statutory, administrative, or investigative purpose of the agency to 
the extent that the information is relevant and necessary to the 
requesting agency's decision.
    i. To disclose information to other federal agencies in accordance 
with Memoranda of Understanding or similar agreements between EEOC and 
other agencies that provide for coordination, cooperation, and 
confidentiality of documents in EEOC's employment discrimination 
enforcement efforts.

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

RETRIEVABILITY:
    These records are retrievable by charging party name, employer 
name, and charge number.

SAFEGUARDS:
    Paper records are maintained in a secured area to which only 
authorized personnel have access. Access to and use of these records is 
limited to those persons whose official duties require such access. The 
premises are locked when authorized personnel are not on duty. Access 
to electronic records is limited, through use of usernames and 
passwords, to those whose official duties require access.

RETENTION AND DISPOSAL:
    All private sector charge files not designated for permanent 
retention will be retained for three years following the fiscal year in 
which they were closed. (For example, if a charge was closed on March 
31, 2014, in FY 2014, the three-year retention period would begin on 
October 1, 2014, which is the first day of FY 2015.) These non-
permanent files will be retained for one year in the EEOC field office 
where the charge of discrimination was filed. Afterwards, the non-
permanent files will be transferred to the Federal Records Center 
(FRC). The FRC will destroy the files after the three-year retention 
period is met. Permanent files will be retained in the field office for 
three years and then transferred to FRC. FRC will transfer the files to 
the National Archives and Records Administration (NARA) for permanent 
retention when eligible.
    Closed non-permanent private sector charge files that are the 
subject of Freedom of Information Act (FOIA) requests are retained for 
six years after the FOIA response is provided. The files will be 
transferred to FRC one year after completion of all actions taken under 
FOIA/Privacy Act. Alternatively, the files may be included as part of 
the permanent files retained by the EEOC field office.
    Closed private sector charge files that are the subject of a 
Section 83 request are retained for six years after the Section 83 
response is provided. The files will be transferred to FRC one year 
after completion of all actions taken under FOIA. Alternatively, the 
files may be included as part of the permanent files retained by the 
EEOC field office.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of the office in the field where the charge was filed (see 
Appendix A). Director of the Office of Field Programs, 131 M Street 
NE., Washington, DC 20507. Director of the Office of Federal 
Operations, 131 M Street NE., Washington, DC 20507 (only for complaints 
filed under section 321 of the Government Employees Right Act of 1991).

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    This system is exempt under 5 U.S.C. 552a(k)(2) from subsections 
(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I) and (f) of the 
Act.
EEOC-2

SYSTEM NAME:
    Attorney Referral List.

SYSTEM LOCATION:
    All District Offices (see Appendix A).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Attorneys who represent plaintiffs in employment discrimination 
litigation.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains attorneys' names, business addresses and 
telephone numbers, the nature and amount of their civil rights 
litigation experience; their state and federal bar admissions; whether 
the attorneys have the capacity and desire to handle class actions; 
whether the attorneys charge consultation fees (and how much); whether 
the attorneys will waive the consultation fee; the types of fee 
arrangements the attorneys will accept; and whether the attorney speaks 
a foreign language fluently.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2000e-4(g); 44 U.S.C. 3101.

PURPOSE:
    This system is maintained for the purpose of providing charging 
parties, upon their request, with information about local attorneys who 
represent plaintiffs in employment discrimination litigation.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To refer charging parties to attorneys who handle litigation of 
employment discrimination lawsuits.
    b. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office made at the request of the individual.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Stored on prepared forms, on index cards and electronically.

RETRIEVABILITY:
    Indexed alphabetically by names of the attorneys.

SAFEGUARDS:
    Access to this system of records is restricted to EEOC personnel 
who have a legitimate use for the information. This system is stored in 
filing cabinets. Access to electronic records is limited, through use 
of access codes and entry logs, to those whose official duties require 
access.

[[Page 81120]]

RETENTION AND DISPOSAL:
    Files are reviewed and updated annually.

SYSTEM MANAGERS AND ADDRESS:
    Regional Attorney at each District Office (see Appendix A).

NOTIFICATION PROCEDURE:
    Inquiries concerning this system of records should be addressed to 
the appropriate system manager. It is necessary to furnish the 
following information: (1) Full name of the individual whose records 
are requested; (2) mailing address to which the reply should be sent.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    The individual on whom the record is maintained.
EEOC-3

SYSTEM NAME:
    Title VII, Americans with Disabilities Act, and Genetic Information 
Nondiscrimination Act Discrimination Case Files.

SYSTEM LOCATION:
    Field Office where the charge of discrimination was filed (see 
Appendix A).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons, other than federal employees and applicants, who file 
charges alleging that an employer, employment agency, labor 
organization or joint labor-management apprenticeship committee has 
violated Title VII of the Civil Rights Act of 1964, the Americans with 
Disabilities Act of 1990, Title II of the Genetic Information 
Nondiscrimination Act of 2008 (GINA), or any combination of the three.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains records compiled during the investigation of 
race, color, religion, sex, national origin, disability, and genetic 
information discrimination cases. These records include:
    a. Documents submitted by charging party, such as a charge of 
discrimination, a personal interview statement, medical records, and 
correspondence.
    b. Documents submitted by employer such as position statement, 
correspondence, statements of witnesses, documentary evidence such as 
personnel files, records of earnings, EEO data, employee benefit plans, 
seniority lists, job titles and descriptions, applicant data, 
organizational charts, collective bargaining agreements, and petition 
to revoke or modify subpoenas.
    c. Records gathered and generated by EEOC in the course of its 
investigation such as letters to state or local fair employment 
practice agencies, correspondence with state fair employment practice 
agencies, witness statements, investigator's notes, investigative plan, 
investigator's analysis of the evidence and charge, report of initial 
and exit interviews, copy of deferral to state, subpoenas, decisions 
and letters of determination, analysis of deferral agency action, 
conciliation agreements, correspondence, and any additional evidence 
gathered during the course of the investigation.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 42 U.S.C. 2000e-5, -8 and -9; 42 U.S.C. 12117; 44 
U.S.C. 3101, 42 U.S.C. 2000ff-10.

PURPOSE:
    This system is maintained for the purpose of enforcing the 
prohibitions against employment discrimination contained in Title VII 
of the Civil Rights Act of 1964, the Americans with Disabilities Act of 
1990, and Title II of the Genetic Information Nondiscrimination Act of 
2008

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To disclose pertinent information to a federal, state, or local 
agency or third party as may be appropriate or necessary to perform the 
Commission's functions under Title VII of the Civil Rights Act of 1964, 
the Americans with Disabilities Act of 1990, or Title II of the Genetic 
Information Nondiscrimination Act of 2008.
    b. To disclose information contained in these records to state and 
local agencies administering state or local fair employment practices 
laws.
    c. To disclose non-confidential or non-privileged information 
contained in these records to the following persons after a notice of 
right to sue has been issued:
    1. Aggrieved persons and their attorneys in case files involving 
Commissioner Charges provided that such persons have been notified of 
their status as aggrieved persons;
    2. Persons or organizations filing on behalf of an aggrieved person 
provided that the aggrieved person has given written authorization to 
the person who filed on his or her behalf to act as the aggrieved 
person's agent for this purpose, and their attorneys;
    3. Employers and their attorneys, provided that the charging party 
or aggrieved person has filed suit under Title VII, the Americans with 
Disabilities Act, Title II of the Genetic Information Nondiscrimination 
Act of 2008, or any combination of the three.
    d. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office made at the request of a party to the charge.
    e. To disclose pertinent information to the appropriate federal, 
state, or local agencies responsible for investigating, prosecuting, 
enforcing, or implementing a statute, rule, regulation, or order, where 
EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    f. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    g. To disclose information to officials of disciplinary boards or 
committees under the control of a state or local government when they 
are investigating complaints against attorneys in connection with their 
representation of a party before EEOC.
    h. To disclose to a Federal agency in the executive, legislative, 
or judicial branch of government, in response to its request for 
information in connection with the hiring of an employee, the issuance 
of a security clearance, the conducting of a security or suitability 
investigation of an individual, the classifying of jobs, or the lawful 
statutory, administrative, or investigative purpose of the agency to 
the extent that the information is relevant and necessary to the 
requesting agency's decision.
    i. To disclose information to other federal agencies in accordance 
with Memoranda of Understanding or similar agreements between EEOC and 
other agencies that provide for coordination, cooperation, and 
confidentiality of documents in EEOC's employment discrimination 
enforcement efforts.

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

[[Page 81121]]

RETRIEVABILITY:
    These records are retrievable by charging party name, employer 
name, and charge number.

SAFEGUARDS:
    Paper records are maintained in a secured area to which only 
authorized personnel have access. Access to and use of these records is 
limited to those persons whose official duties require such access. The 
premises are locked when authorized personnel are not on duty. Access 
to electronic records is limited, through use of usernames and 
passwords, to those whose official duties require access.

RETENTION AND DISPOSAL:
    All private sector charge files not designated for permanent 
retention will be retained for three years following the fiscal year in 
which they were closed. (For example, if a charge was closed on March 
31, 2014, in FY 2014, the three-year retention period would begin on 
October 1, 2014, which is the first day of FY 2015.) These non-
permanent files will be retained for one year in the EEOC field office 
where the charge of discrimination was filed. Afterwards, the non-
permanent files will be transferred to the Federal Records Center 
(FRC). The FRC will destroy the files after the three-year retention 
period is met. Permanent files will be retained in the field office for 
three years and then transferred to FRC. FRC will transfer the files to 
the National Archives and Records Administration (NARA) for permanent 
retention when eligible.
    Closed non-permanent private sector charge files that are the 
subject of Freedom of Information Act (FOIA) requests are retained for 
six years after the FOIA response is provided. The files will be 
transferred to FRC one year after completion of all actions taken under 
FOIA/Privacy Act. Alternatively, the files may be included as part of 
the permanent files retained by the EEOC field office.
    Closed private sector charge files that are the subject of a 
Section 83 request are retained for six years after the Section 83 
response is provided. The files will be transferred to FRC one year 
after completion of all actions taken under FOIA/Privacy Act. 
Alternatively, the files may be included as part of the permanent files 
retained by the EEOC field office.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of the office in the field where the charge was filed (see 
Appendix A). Director of the Office of Field Programs, 131 M Street 
NE., Washington, DC 20507.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    This system is exempt under 5 U.S.C. 552a(k)(2) from subsections 
(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I), and (f) of the 
Act.
EEOC-4

SYSTEM NAME:
    Biographical Files.

SYSTEM LOCATION:
    Office of Communications and Legislative Affairs, Equal Employment 
Opportunity Commission, 131 M Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former Commissioners, General Counsels and Commission 
officials.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Includes for each the name, date and place of birth, education, 
employment history, and other biographical information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101, 42 U.S.C. 2000e-4.

PURPOSE:
    This system is maintained for the purpose of providing information 
about EEOC officials to members of the Congress and the public.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used
    a. To answer public and congressional inquiries regarding EEOC 
Commissioners, General Counsels and Commission officials.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Stored electronically.

RETRIEVABILITY:
    Indexed by last name of the Commissioner, General Counsel or 
Commission official.

SAFEGUARDS:
    Files are kept in the Office of Communications and Legislative 
Affairs, which is locked evenings, weekends, and holidays.

RETENTION AND DISPOSAL:
    Maintained permanently.

SYSTEM MANAGER AND ADDRESS:
    Director, Office of Communications and Legislative Affairs, Equal 
Employment Opportunity Commission, 131 M Street NE., Washington, DC 
20507.

NOTIFICATION PROCEDURES:
    Inquiries concerning this system of records should be addressed to 
the system manager. All inquiries should furnish the full name of the 
individual and the mailing address to which the reply should be mailed.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORDS PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    The individual to whom the record pertains.
EEOC-5

SYSTEM NAME:
    Correspondence and Communications.

SYSTEM LOCATION:
    All locations listed in appendix A and all headquarters offices, 
131 M Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Charging parties, members of the general public, members of 
Congress and current and former federal employees who seek information 
or assistance from EEOC.

CATEGORIES OF RECORDS IN THE SYSTEM:
    a. Inquiries from members of Congress, the White House and members 
of the general public, including current and former federal employees.
    b. EEOC responses to the above inquiries.
    c. Computer tracking system indicating the dates inquiries are 
received, to whom and when they are assigned for response and the dates 
they are answered.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101; 42 U.S.C. 2000e-4.

PURPOSE:
    This system is maintained for the purpose of responding to 
inquiries from members of Congress and the public seeking information 
or assistance.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:

[[Page 81122]]

    a. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office at the request of the individual.
    b. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained in file cabinets and electronically.

RETRIEVABILITY:
    Computer entries are retrievable by name of author of a letter, by 
subject, by key word, by reference number, by name of person to whom 
assigned, and by dates assigned, due, and answered.

SAFEGUARDS:
    These records are kept in a secured area to which only authorized 
personnel have access. Access to and use of these records is limited to 
those persons whose official duties require such access. The premises 
are locked when authorized personnel are not on duty. Access to 
electronic records is limited, through use of usernames and passwords, 
to those whose official duties require access.

RETENTION AND DISPOSAL:
    Records are maintained for three years from the date of the last 
communication and then destroyed. Tracking system information is 
maintained in the computer for four years.

SYSTEM MANAGER AND ADDRESS:
    Director of each Commission office in the field and Headquarters 
office. (See Appendix A.)

NOTIFICATION PROCEDURE:
    Inquiries concerning this system of records should be addressed to 
the system manager. All inquiries should furnish the full name of the 
individual and the mailing address to which the reply should be mailed.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORDS PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Members of Congress, their staffs, the White House, charging 
parties, members of the general public, current and former federal 
employees.
EEOC-6

SYSTEM NAME:
    Freedom of Information Act and Privacy Act Records.

SYSTEM LOCATION:
    Field Office where Freedom of Information Act or Privacy Act 
request was submitted (see Appendix A); Office of Legal Counsel, Equal 
Employment Opportunity Commission, 131 M Street NE., Washington, DC 
20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons who submit Freedom of Information Act (FOIA) and Privacy 
Act requests and administrative appeals to the Equal Employment 
Opportunity Commission (EEOC); and persons whose requests and/or 
records have been submitted to EEOC by other agencies.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system consists of records created or compiled in response to 
FOIA or Privacy Act requests and administrative appeals, including the 
original requests and administrative appeals, responses to such 
requests and administrative appeals, all related memoranda, 
correspondence, notes and other related or supporting documentation, 
and, in some instances, copies of requested records and records under 
administrative appeal.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 44 U.S.C. 3101; 5 U.S.C 552; and 5 U.S.C. 552a.

PURPOSE(S):
    This system is maintained for the purpose of processing requests 
and administrative appeals under the FOIA, and access and amendment 
requests and administrative appeals under the Privacy Act; for the 
purpose of participating in litigation regarding agency action on such 
requests and appeals; and for the purpose of assisting EEOC in carrying 
out any other responsibilities under the FOIA and the Privacy Act.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To provide information to a federal, state, local, or foreign 
agency or entity for the purpose of consulting with that agency or 
entity to enable the EEOC to make a determination as to the propriety 
of access to, or correction of, information, or for the purpose of 
verifying the identity of an individual or the accuracy of information 
submitted by an individual who has requested access to or amendment of 
information.
    b. To provide information to a federal agency or entity that 
furnished the record or information for the purpose of permitting that 
agency or entity to make a decision as to access to, or correction of, 
the record or information.
    c. To provide information to a submitter or subject of a record or 
information in order to obtain assistance to EEOC in making a 
determination as to access or amendment.
    d. To provide information to the National Archives and Records 
Administration, Office of Government Information Services (OGIS), to 
the extent necessary to fulfill its responsibilities under 5 U.S.C. 
552(h) to review federal agency policies, procedures, and compliance 
with the FOIA, and to facilitate OGIS's offering of mediation services 
to resolve disputes between persons making FOIA requests and federal 
agencies.
    e. To provide information to contractors, experts, consultants, 
students, and others performing or working on a contract, service, or 
other assignment for the federal government, when necessary to 
accomplish an agency function related to this system of records.
    f. To provide information to a congressional office from the record 
of the individual in response to an inquiry from that congressional 
office made at the request of that individual.
    g. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    h. 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, when 
the EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    i. To disclose in response to a request for discovery or for 
appearance of a witness, information that is relevant to the subject 
matter involved in the pending judicial or administrative proceeding.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

[[Page 81123]]

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are stored on paper and/or in electronic 
form.

RETRIEVABILITY:
    Records are retrieved by the name of the requester or appellant; 
the number assigned to the request or appeal; and, in some instances, 
the name of the attorney representing the requester or appellant or the 
name of the EEOC personnel assigned to handle such requests and 
appeals.

SAFEGUARDS:
    Information in this system is safeguarded in accordance with 
applicable laws, rules, and policies, including EEOC's automated 
systems security and access policies. Records and electronic equipment 
are maintained in buildings with restricted access. The required use of 
password protection identification features and other system protection 
methods also restrict access. Access is limited to those EEOC officers 
and employees who have an official need for access to perform their 
duties.

RETENTION AND DISPOSAL:
    Records are retained and disposed of in accordance with the 
National Archives and Records Administration's General Records Schedule 
14.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of the field office where the Freedom of Information Act 
or Privacy Act request was submitted (see Appendix A) or the Legal 
Counsel, 131 M Street NE., Washington, DC 20507.

NOTIFICATION PROCEDURE:
    Inquiries concerning this system of records should be addressed to 
the system manager. All inquiries should furnish the full name of the 
individual and the mailing address or email address to which the reply 
should be mailed.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORDS PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Individuals who submit initial requests and administrative appeals 
pursuant to the FOIA and the Privacy Act; the agency records searched 
in the process of responding to such requests and appeals; EEOC 
personnel assigned to handle such requests and appeals; and other 
agencies or entities that have referred to EEOC requests concerning 
EEOC records.
EEOC-7

SYSTEM NAME:
    Employee Pay and Leave Records.

SYSTEM LOCATION:
    All locations listed in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former employees of EEOC.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Time and attendance records; leave records (includes employee name, 
branch or office, pay period ending, leave and overtime used during the 
pay period); requests for leave (earned or advance) or leave of 
absence; requests for an authorization of overtime; annual attendance 
record (indicates name, social security number, service computation 
date, hours and dates worked and taken as leave, pay plan, salary and 
occupation code, grade, leave earned and used); thrift savings plan 
participation, deductions for Medicare, FICA, taxes, life, health, and 
long term care insurance, union contributions, charitable 
contributions, savings allotments and bond issuance and bond balance.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 44 U.S.C. 3101.

PURPOSE:
    The records in this system are maintained in accordance with the 
requirements set forth by statutes, regulations and guidance from the 
Office of Personnel Management, the General Services Administration, 
and the Thrift Savings Board. They are maintained for the purpose of 
providing salaries and other benefits to EEOC employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office made at the request of the individual.
    b. To provide a copy of an employee's Department of the Treasury 
Form W-2, Wage and Tax Statement, to the state, city or other local 
jurisdiction which is authorized to tax the employee's compensation. 
The record will be provided in accordance with a withholding agreement 
between the state, city, or other jurisdiction and the Department of 
Treasury pursuant to 5 U.S.C. 5516, 5517 or 5520, or in response to a 
written request from an appropriate official of the taxing 
jurisdiction. The request must include a copy of the applicable statute 
or ordinance authorizing the taxation of compensation and should 
indicate whether the authority of the jurisdiction to tax the employee 
is based on place of residence, place of employment, or both.
    c. To disclose copies of executed city tax withholding certificates 
to a city pursuant to a withholding agreement between the city and the 
Department of the Treasury (5 U.S.C. 5520) in response to a written 
request from an appropriate city official.
    d. To disclose the social security number only, in the absence of a 
withholding agreement, to a taxing jurisdiction that has furnished this 
agency with evidence of its independent authority to compel disclosure 
of the social security number, in accordance with section 7 of the 
Privacy Act, 5 U.S.C. 552a note.
    e. 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 
EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    f. To disclose to an agency in the executive, legislative, or 
judicial branch or the District of Columbia's Government information in 
connection with the hiring of an employee, the issuance of a security 
clearance, the conducting of a security or suitability investigation of 
an individual, the classifying of jobs, the letting of a contract, the 
issuance of a license, grant, or other benefits by the requesting 
agency, or the lawful statutory, administrative, or investigative 
purpose of the agency to the extent that the information is relevant 
and necessary to the requesting agency's decision.
    g. To disclose to an authorized appeal grievance examiner, formal 
complaints examiner, administrative judge, 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.
    h. To disclose to the Office of Personnel Management in accordance 
with the agency's responsibility for evaluation and oversight of 
Federal personnel management.
    i. To disclose to officers and employees of the Department of the 
Interior in connection with

[[Page 81124]]

administrative services provided to this agency under agreement with 
DOI.
    j. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    k. To disclose information to the Office of Child Support 
Enforcement, Administration for Children and Families, Department of 
Health and Human Services Federal Parent Locator system (FPLS) and 
Federal Tax Offset system for use in locating individuals and 
identifying their income sources to establish paternity, establish and 
modify orders of support and for enforcement action.
    l. To disclose information to the Office of Child Support 
Enforcement for release to the Social Security Administration for 
verifying social security numbers in connection with the operation of 
the FPLS by the Office of Child Support Enforcement.
    m. To disclose information to the Office of Child Support 
Enforcement for release to the Department of Treasury for purposes of 
administering the Earned Income Tax Credit Program (Section 32, 
Internal Revenue Code of 1986) and verifying a claim with respect to 
employment in a tax return.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosures may be made from this system to consumer reporting 
agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 
3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Stored electronically and in file folders.

RETRIEVABILITY:
    Indexed by an assigned employee code.

SAFEGUARDS:
    Access to these records is limited to employees whose official 
duties require such access.

RETENTION AND DISPOSAL:
    The records are destroyed after three years.

SYSTEM MANAGER AND ADDRESS:
    Director of each Commission Office (See Appendix A).

NOTIFICATION PROCEDURE:
    Inquiries concerning this system of records should be addressed to 
the system manager. It is necessary to furnish the following 
information: (1) Name and (2) mailing address to which the response is 
to be sent.

RECORD SOURCE CATEGORIES:
    Official personnel folder, data submitted by employees and data 
submitted by the offices where the individuals are or were employed.
EEOC-8

SYSTEM NAME:
    Employee Travel and Reimbursement Records.

SYSTEM LOCATION:
    All locations listed in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Includes travel orders, travel vouchers, records of travel 
advances, amounts owed the agency by employees for travel and other 
purposes, amounts payable to the employee for travel and other 
purposes, payments made to the employees for travel and other 
reimbursable transactions, and a record of the difference between the 
cost of official travel as estimated in the travel order and the amount 
actually expended by the employee.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    31 U.S.C. 3512, 44 U.S.C. 3101.

PURPOSE:
    These records are maintained in accordance with the General Service 
Administration's regulations for the purpose of allowing EEOC employees 
to travel for official business and reimbursing travel expenses.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. 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 
EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    b. To disclose to an agency in the executive, legislative, or 
judicial branch or the District of Columbia's Government, information 
in connection with the hiring of an employee, the issuance of a 
security clearance, the conducting of a security or suitability 
investigation of an individual, the classifying of jobs, the letting of 
a contract, the issuance of a license, grant, or other benefits by the 
requesting agency, or the lawful statutory, administrative, or 
investigative purpose of the agency to the extent that the information 
is relevant and necessary to the requesting agency's decision.
    c. To disclose to an authorized appeal grievance examiner, formal 
complaints examiner, administrative judge, 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.
    d. To disclose to the Office of Personnel Management in accordance 
with the agency's responsibility for evaluation and oversight of 
Federal personnel management.
    e. To disclose to officers and employees of the Department of the 
Interior in connection with administrative services provided to this 
agency under agreement with DOI.
    f. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    g. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office made at the request of the individual.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosures may be made from this system to consumer reporting 
agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 
3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Stored on prepared forms and electronically.

RETRIEVABILITY:
    Indexed alphabetically by name and/or chronologically by event and 
name. Access to and use of these records is limited to those persons 
whose official duties require such access. Personnel screening is 
employed to prevent unauthorized disclosure. Files are stored 
electronically and in standard cabinets, safes, and secured rooms. 
Access to electronic records is limited,

[[Page 81125]]

through use of user names and passwords, to those whose official duties 
require access.

RETENTION AND DISPOSAL:
    These records are destroyed in accordance with GSA General Records 
Schedule 2.

SYSTEM MANAGER AND ADDRESS:
    Director, Finance and Systems Services Division, Office of the 
Chief Financial Officer, EEOC, 131 M Street NE., Washington, DC 20507.

NOTIFICATION PROCEDURE:
    Employees of the Commission wishing to know whether information 
about them is maintained in this system of records should address 
inquiries to the Director of the Office where employed (see Appendix 
A). The individual should provide his or her full name, date of birth, 
and mailing address.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Bills, receipts, and claims presented by employees and original 
data generated by the Commission.
EEOC-9

SYSTEM NAME:
    Claims Collection Records.

SYSTEM LOCATION:
    These records are located in the Finance and Systems Services 
Division, Office of Chief Financial Officer, Equal Employment 
Opportunity Commission, 131 M Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Any individual who is indebted to the United States as a result of 
his or her interaction or financial activities with the Commission or 
another federal agency including, but not limited to, any current or 
former Commission employee.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains:
    Debtor Files. These files contain information and evidence on the 
identity and location of the individual who is subject to a claim, the 
origin and amount of the indebtedness, decisions and determinations 
regarding a claim, actions taken to collect a claim, and the results of 
those actions. Depending on the status of a claim, a case file may 
include such records as documents evidencing indebtedness, written 
demands for payment, required notices, financial statements, medical 
disability statements, agency investigative reports, credit reports, 
written agreements for payment, intra-agency and inter-agency memoranda 
of consultation and opinion on the collection action, documentation 
resulting from a hearing, requests for waiver, requests for 
reconsideration, written determinations and decisions, certifications 
of indebtedness by this or another agency, counterclaims, judgments, 
and documents evidencing payment or compromise of the debt.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, 5514, 5522, 5584, 5705, 5724(f); 15 U.S.C. 1692; 26 
U.S.C. 6331; 31 U.S.C. 3701, 3702, 3711, 3716, 3717, 3718, 3719; 44 
U.S.C. 3101; 4 CFR parts 91-93, 101-105.

PURPOSE:
    This system is maintained for the purpose of collecting debts owed 
the United States by individuals as a result of their interaction with 
the Commission or another federal agency. The debts are collected in 
accordance with the Commission's regulatory debt collection procedures, 
which include salary offset, administrative offset, Federal income tax 
refund offset, and wage garnishment.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To disclose information to appropriate officials and employees 
of the Department of Justice for the purposes of litigation and forced 
collection on administratively uncollected debts.
    b. To disclose information to appropriate officials of the 
Department of the Treasury and the Office of Management and Budget to 
provide reports on debt collection activities.
    c. To disclose information to another federal agency for the 
purpose of collecting a debt owed to the Commission by an individual 
through EEOC's debt collection procedures undertaken by the other 
agency upon proper certification or evidence of the debt owed from the 
Commission.
    d. To disclose information to another federal agency for the 
purpose of collecting a debt owed to that agency by an individual 
through EEOC's debt collection procedures undertaken by the Commission 
upon proper certification or evidence of the debt owed from the other 
agency.
    e. To disclose a debtor's name and identification number to the 
Secretary of the Treasury or his or her designee for the purpose of 
obtaining the debtor's mailing address from the IRS.
    f. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office made at the request of the individual.
    g. 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 
EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    h. To disclose to an agency in the executive, legislative, or 
judicial branch or the District of Columbia's government in response to 
its request, or at the initiation of the agency maintaining the 
records, information in connection with the hiring of an employee, the 
issuance of a security clearance, the conducting of a security or 
suitability investigation of an individual, the classifying of jobs, 
the letting of a contract, the issuance of a license, grant, or other 
benefit by the requesting agency, or the lawful statutory, 
administrative, or investigative purpose of the agency to the extent 
that the information is relevant and necessary to the requesting 
agency's decision.
    i. To disclose to officers and employees of the Department of the 
Interior Business Center, in connection with administrative services 
provided to this agency under agreement with DOI.

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

RETRIEVABILITY:
    These records are indexed by the name of the individual.

SAFEGUARDS:
    Records are maintained and stored in file cabinets in a secured 
area and electronically to which only authorized personnel have access. 
Access to and use of these records is limited to those persons whose 
official duties require such access.

RETENTION AND DISPOSAL:
    Individual case files are usually retained for two years after the 
claim is collected. Case records on individuals whose delinquent debts 
are reported to consumer reporting agencies are

[[Page 81126]]

retained indefinitely. Other case files may be maintained for a period 
up to ten years. IRS Mailing Address Index on any individual is not 
maintained beyond six years.

SYSTEM MANAGER AND ADDRESS:
    Director, Finance and Systems Services Division, Office of Chief 
Financial Officer Equal Employment Opportunity Commission, 131 M Street 
NE., Washington, DC 20507.

NOTIFICATION PROCEDURES:
    Under the Debt Collection Act, individuals are notified if claims 
collection records are maintained on them in accordance with statutory 
procedures for debt collection. Individuals may also contact the System 
Manager in order to obtain notification of claims collection records on 
themselves.
    Individuals must provide their full names under which records may 
be maintained, and a mailing address to which a reply should be sent.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Information in this system of records is provided by or from:
    a. The individual on whom the record is maintained;
    b. Other Federal agencies;
    c. Personnel, payroll, travel records, contract records, or other 
records;
    d. Administrative hearings;
    e. Court records.
EEOC-10

SYSTEM NAME:
    Grievance Records.

SYSTEM LOCATION:
    These records are located in the Office of the Chief Human Capital 
Officer, Equal Employment Opportunity Commission, 131 M Street NE., 
Washington, DC 20507, and in other headquarter offices and offices in 
the field where the grievances were filed (see Appendix A).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current or former EEOC employees who have submitted grievances to 
the EEOC, or pursuant to a negotiated procedure.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains all documents related to the grievance, 
including statements of witnesses, reports of interviews and hearings, 
examiners' findings and recommendations, a copy of the original and 
final decision, and related correspondence and exhibits. This system 
includes files and records of internal grievance and arbitration 
systems that EEOC has or may establish through negotiations with 
recognized labor organizations.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 44 U.S.C. 3101; 5 U.S.C. 7121.

PURPOSE:
    These records result from EEOC employees' grievances, filed under 
the Commission's administrative grievance procedures or the formal 
grievance procedures contained in section 7121 of the Civil Service 
Reform Act.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To disclose information to any source from which additional 
information is requested in the course of processing a grievance, to 
the extent necessary to identify the individual, inform the source of 
the purpose(s) of the request, and identify the type of information 
requested.
    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 
EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    c. To disclose to an agency in the executive, legislative, or 
judicial branch or the District of Columbia's government, information 
in connection with the hiring of an employee, the issuance of a 
security clearance, the conducting of a security or suitability 
investigation of an individual, the classifying of jobs, the letting of 
a contract, the issuance of a license, grant, or other benefits by the 
requesting agency, or the lawful statutory, administrative, or 
investigative purpose of the agency to the extent that the information 
is relevant and necessary to the requesting agency's decision.
    d. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    e. To provide information to a congressional office from the record 
of an individual in response to an inquiry from that congressional 
office made at the request of that individual.
    f. To disclose to an authorized appeal grievance examiner, formal 
complaints examiner, administrative judge, 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.
    g. To disclose in response to a request for discovery or for 
appearance of a witness, information that is relevant to the subject 
matter involved in a pending judicial or administrative proceeding.
    h. To provide information to officials of labor organizations 
recognized under the Civil Service Reform Act when relevant and 
necessary to 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:
    These records are maintained in file folders and electronically.

RETRIEVABILITY:
    These records are retrieved by grievance numbers and the names of 
the individuals on whom they are maintained.

SAFEGUARDS:
    These records are maintained in lockable metal filing cabinets to 
which only authorized personnel have access. Access to electronic 
records is limited, through use of usernames and passwords, to those 
whose official duties require access.

RETENTION AND DISPOSAL:
    These records are shredded or burned 3 years after closing the 
case.

SYSTEM MANAGER AND ADDRESS:
    If the grievance is pending at or was never raised beyond the Step 
1 or Step 2 level, the system manager is the office director, 
administrative officer, or district resource manager. (See Appendix A.) 
For grievances that were raised beyond Step 2, the system manager is 
the Chief Human Capital Officer, EEOC, 131 M Street NE., Washington, DC 
20507.

NOTIFICATION PROCEDURES:
    It is required that individuals submitting grievances be provided a 
copy of the record under the grievance process. They may, however, 
contact the agency personnel or designated office where the action was 
processed regarding the existence of such records

[[Page 81127]]

regarding them. They must furnish the following information for their 
records to be located and identified: (a) Name; (b) approximate date of 
closing of the case and kind of action taken; (c) organizational 
component involved.

RECORDS ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Information in this system of records is provided:
    a. By the individual on whom the record is maintained;
    b. By testimony of witnesses;
    c. By agency officials;
    d. From related correspondence from organizations or persons.
EEOC-11

SYSTEM NAME:
    Records of Adverse Actions Against Nonpreference Eligibles in the 
Excepted Service.

SYSTEM LOCATION:
    These records are located in Office of Chief Human Capital Officer, 
Equal Employment Opportunity Commission, 131 M Street NE., Washington, 
DC 20507 or in the headquarters and offices in the field in which the 
actions have been taken.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current or former nonpreference-eligible, excepted service Equal 
Employment Opportunity Commission (EEOC) employees against whom an 
adverse action has been proposed or taken and who have not completed 
two years of current and continuous service in the same or similar 
positions. [This system covers only those adverse action files not 
covered by OPM/GOVT-3.]

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains records and documents on the processing of 
adverse actions for employees who are nonpreference eligible in the 
excepted service and who do not have two years of continuous service in 
their positions. The records include copies of the notice of proposed 
action, materials relied on by the agency to support the reasons in the 
notice, replies by the employee, statements of witnesses, reports, and 
agency decisions.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101.

PURPOSE:
    These records result from the proposal, processing, and 
documentation of adverse actions taken by the Commission against 
nonpreference-eligible, excepted service EEOC employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in records may be used:
    a. To provide information to officials of labor organizations 
recognized under 5 U.S.C. Chapter 71 when relevant and necessary to 
their duties of exclusive representation concerning personnel policies, 
practices, and matters affecting work conditions.
    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, when 
the EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    c. To disclose information to any source from which additional 
information is requested for processing any of the covered actions or 
in regard to any appeal or administrative review procedure, to the 
extent necessary to identify the individual, inform the source of the 
purpose(s) of the request, and identify the type of information 
requested.
    d. To disclose information to a federal agency, in response to its 
request, in connection with the hiring or retention of an employee, the 
issuance of a security clearance, the conducting of a security or 
suitability investigation of an individual, or the classifying of jobs, 
to the extent that the information is relevant and necessary to the 
requesting agency's decision on the matter.
    e. To provide information to a congressional office from the record 
of an individual in response to an inquiry from that congressional 
office made at the request of that individual.
    f. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    g. To disclose, in response to a request for discovery or for 
appearance of a witness, information that is relevant to the subject 
matter involved in a pending judicial, or administrative proceeding.
    h. To disclose to an authorized appeal grievance examiner, formal 
complaints examiner, administrative judge, equal employment opportunity 
investigator, arbitrator, or other duly authorized official engaged in 
the investigation or settlement of a grievance, complaint, or appeal 
filed by an employee.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, SAFEGUARDING, 
RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained in file folders and electronically.

RETRIEVABILITY:
    These records are retrieved by the names of the individuals on whom 
they are maintained.

SAFEGUARDS:
    These records are maintained in locked metal filing cabinets to 
which only authorized personnel have access. Access to electronic 
records is limited, through use of usernames and passwords, to those 
whose official duties require access.

RETENTION AND DISPOSAL:
    Records documenting an adverse action are disposed of 4 years after 
the closing of the case.

SYSTEM MANAGER AND ADDRESS:
    Chief Human Capital Officer, and Directors of offices in the field 
(see Appendix A).

NOTIFICATION PROCEDURES:
    Individuals receiving notice of a proposed action are provided 
access to all documents supporting the notice. They may also contact 
the personnel office where the action was processed regarding the 
existence of such records on them. They must furnish the following 
information for their records to be located and identified:
    a. Name
    b. Approximate date of closing of case and kind of action taken
    c. Organizational component involved.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Information in this system of records is provided:
    a. By the individual on whom the record is maintained
    b. By witnesses
    c. By agency officials.
EEOC-12

SYSTEM NAME:
    Telephone Call Detail Records.

SYSTEM LOCATION:
    Telecommunications Manager, Customer Services Management

[[Page 81128]]

Division, Office of Information Technology, EEOC, 131 MM Street NE., 
Washington DC 20507, and each office in the field listed in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals (generally EEOC employees) who made telephone calls 
from EEOC telephones, individuals who received telephone calls from, or 
charged to, EEOC telephones., and individuals who are assigned U.S. 
government phone cards by EEOC.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records relating to the use of EEOC telephones and government phone 
cards to make calls; records indicating the assignment of telephone 
numbers to employees; records relating to the location of telephones.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101.

PURPOSE:
    These records are maintained for the purpose of keeping an account 
of telephone calls made from EEOC telephones and ensuring that phone 
calls and card charges are made for official business only.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information from these records may be used:
    a. To provide information to a congressional office from the record 
of an individual in response to an inquiry from that congressional 
office made at the request of that individual.
    b. To disclose to representatives of the General Services 
Administration or the National Archives and Records Administration who 
are conducting records management inspections under the authority of 44 
U.S.C. 2904 and 2906.
    c. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    d. 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 disclosing agency becomes aware of an indication of a violation or 
potential violation of civil or criminal law or regulation.
    e. To disclose to an agency in the executive, legislative, or 
judicial branch or the District of Columbia's government in response to 
its request, or at the initiation of the EEOC, information in 
connection with the hiring of an employee, the issuance of a security 
clearance, the conducting of a security or suitability investigation of 
an individual, the classifying of jobs, the letting of a contract, the 
issuance of a license, grant or other benefits by the requesting 
agency, or the lawful statutory, administrative, or investigative 
purpose of the agency to the extent that the information is relevant 
and necessary to the requesting agency's decision.
    f. To disclose to a telecommunications company providing 
telecommunications support to permit servicing the account.

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

RETRIEVABILITY:
    Records are retrieved by employee name or identification number and 
by name of recipient of telephone call or telephone number.

SAFEGUARDS:
    Records are maintained and stored in file cabinets in a secured 
area to which only authorized personnel have access. Access to 
electronic records is limited, through use of usernames and passwords, 
to those whose official duties require access.

RETENTION AND DISPOSAL:
    Records are disposed of as provided in the National Archives and 
Records Administration's General Records Schedule 12.

SYSTEM MANAGER AND ADDRESS:
    Telecommunications Manager, Customer Services Management Division, 
Office of Information Technology, EEOC, 131M Street NE., Washington DC, 
20507 and the Directors of the field offices listed in Appendix A.

NOTIFICATION PROCEDURES:
    Inquiries concerning this system of records should be addressed to 
the system manager. It is necessary to provide the following 
information: (1) Name; (2) telephone number (office number if 
Commission employee); (3) mailing address to which response is to be 
sent.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Telephone assignment records; call detail listings; results of 
administrative inquiries relating to assignment of responsibilities for 
placement of specific local and long distance calls. on government 
phone card bills
EEOC-13

SYSTEM NAME:
    Employee Identification Cards.

SYSTEM LOCATION:
    Operations Services Division, Office of the Chief Human Capital 
Officer, EEOC, 131 M Street NE., Washington DC 20507, and each of the 
field offices in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current EEOC employees, and other individuals who require regular, 
ongoing access to EEOC facilities or information technology systems 
including, but not limited to, federal employees, contractors, interns, 
volunteers, and individuals formerly in any of these positions. This 
system does not apply to occasional or short-term visitors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records maintained on individuals issued identification cards, 
including Personal Identification Verification (PIV) cards, by EEOC 
include the following information: Full name; signature; social 
security number; date of birth; photograph; fingerprints; hair color; 
eye color; height; weight; office of assignment; telephone number; copy 
of background investigation form; card issue and expiration dates; 
personal identification number; results of background investigation; 
PIV request form; PIV registrar approval signature; PIV card serial 
number; and a list of all persons who possess current identification 
cards. In addition, for office locations permitting access by proximity 
cards, numbered proximity cards and a list of all persons with their 
assigned proximity card numbers, all doors controlled by the proximity 
cards, and all persons permitted access to each door.

AUTHORITY FOR MAINTENANCE OF SYSTEM:
    44 U.S.C. 3101; 41 CFR 101-20.3. 5 U.S.C. 301; Federal Information 
Security Act (Pub. L. 104-106, 5113); Electronic Government Act (Pub. 
L. 104-347, 203); Homeland Security Presidential Directive (HSPD) 12, 
Policy for Common Identification Standard for Federal Employees and 
Contractors, August 27, 2004; and Office of Personnel Management 
Memorandum,

[[Page 81129]]

Final Credentialing Standards for Issuing Personal Identity 
Verification Cards under HSPD-12, July 31, 2008.

PURPOSE:
    These records are maintained for the purpose of ensuring that EEOC 
offices and information systems are secure and that only authorized 
individuals have access to those offices and systems.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information from these records may be used:
    a. To provide information to a congressional office from the record 
of an individual in response to an inquiry from that congressional 
office made at the request of that individual.
    b. To disclose to other government agencies and to the public 
whether an individual is a current employee of the EEOC.
    c. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    d. 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 
EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    e. To disclose information to agency contractors who have been 
engaged to assist the agency in the performance of a contract or other 
activity related to this system of records and who need to have access 
to the records in order to perform their activity.
    f. To notify another federal agency when, or verify whether, a PIV 
card is no longer valid.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained in paper files and in electronic 
media.

RETRIEVABILITY:
    Records are retrieved by name, social security number, other ID 
number, PIV card serial number, photograph, or fingerprint.

SAFEGUARDS:
    Records are maintained and stored in file cabinets in a secured 
area to which only authorized personnel have access. Access to 
electronic records is limited, through use of usernames and passwords, 
to those whose official duties require access.

RETENTION AND DISPOSAL:
    Records are destroyed not later than five years after the 
separation or transfer of the employee. In accordance with HSPD-12, PIV 
cards are deactivated within 18 hours of cardholder separation, loss of 
card, or expiration. The information on PIV cards is maintained in 
accordance with General Records Schedule 11, Item 4. PIV cards are 
destroyed by cross-cut shredding no later than 90 days after 
deactivation.

SYSTEM MANAGER AND ADDRESS:
    Director, Operations Services Division, Office of the Chief Human 
Capital Officer, EEOC, 131 M Street NE., Washington DC 20507, and the 
Directors of the field offices listed in Appendix A.

NOTIFICATION PROCEDURES:
    Inquiries concerning this system of records should be addressed to 
the system manager. It is necessary to provide the following 
information: (1) Name; (2) date of birth; and (3) mailing address to 
which the response is to be sent.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Information contained in this system is obtained from the employee 
or contractor; other federal agencies; contract employer; or former 
employer.
EEOC-14
    Reserved
EEOC-15

SYSTEM NAME:
    Internal Harassment Inquiries.

SYSTEM LOCATION:
    Office of the Chief Human Capital Officer, Equal Employment 
Opportunity Commission, 131 M Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current or former EEOC employees, contractors, applicants, interns, 
and volunteers who have submitted complaints or reports of harassment 
under EEOC Order 560.005, Prevention and Elimination of Harassment in 
the Workplace, and current and former EEOC employees, contractors, 
applicants, interns, and volunteers who have been accused of harassment 
under that Order.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains all documents related to a complaint or report 
of harassment, including statements of witnesses, reports of 
interviews, investigator's and Coordinator's findings and 
recommendations, final decisions and corrective action taken, and 
related correspondence and exhibits.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    29 U.S.C. 633a; 29 U.S.C. 791; 42 U.S.C. 2000e-16; 44 U.S.C. 3101; 
Exec. Order No. 11478, 34 FR 12985; Exec. Order No. 13087, 63 FR 30097.

PURPOSE:
    These records are maintained for the purpose of conducting internal 
investigations into allegations of harassment brought by current or 
former EEOC employees, contractors, applicants, interns, and volunteers 
and taking appropriate action in accordance with EEOC Order 560.005.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To disclose information as necessary to any source from which 
additional information is requested in the course of processing a 
complaint or report of harassment made pursuant to EEOC Order 560.005.
    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, when 
the EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    c. To disclose information to another federal agency, to a court, 
or to a party in ligation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    d. To provide information to a congressional office from the record 
of an individual in response to an inquiry from that congressional 
office made at the request of that individual.
    e. To disclose to an authorized appeal grievance examiner, formal 
complaints examiner, administrative judge, 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.
    f. To disclose to the individual who filed the complaint or report 
of harassment and to the alleged harasser

[[Page 81130]]

the outcome of any inquiry that may have been conducted and of 
disciplinary and corrective steps taken.
    g. To provide to officials of labor organizations recognized under 
the Civil Service Reform Act information to which they are statutorily 
entitled when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting work conditions.
    h. To provide to the alleged harasser information in the event of a 
disciplinary hearing.

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

RETRIEVABILITY:
    These records are cross-indexed by the name of the individual who 
files a complaint or report of harassment, the name of the alleged 
victim of harassment, if any, and the name of the alleged harasser. The 
records may be retrieved by any of the above three indexes.

SAFEGUARDS:
    The records are maintained in locked metal filing cabinets to which 
only authorized personnel have access. Access to electronic records is 
limited, through use of logins and passwords, to those whose official 
duties require access.

RETENTION AND DISPOSAL:
    These records are maintained for one year after the complaint or 
report of harassment is closed and then transferred to the Federal 
Records Center where they are destroyed after three years.

SYSTEM MANAGER(S) AND ADDRESS:
    Harassment Coordinator, Office of Chief Human Capital Officer, 
EEOC, 131 M Street NE., Washington, DC 20507.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    This system is exempt under 5 U.S.C. 552a(k)(2) from subsections 
(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I) and (f) of the 
Act.
EEOC-16

SYSTEM NAME:
    Office of Inspector General Investigative Files.

SYSTEM LOCATION:
    Office of Inspector General (OIG), Equal Employment Opportunity 
Commission, 131 M Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who are subjects of investigations by the Office of 
Inspector General relating to the programs and operations of the Equal 
Employment Opportunity Commission. Subject individuals include, but are 
not limited to, current and former employees; current and former agents 
or employees of contractors and subcontractors in their personal 
capacity, where applicable; and other individuals whose actions affect 
the EEOC, its programs or operations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence relating to the investigation; internal staff 
memoranda; copies of subpoenas issued during the investigation, 
affidavits, statements from witnesses, transcripts of testimony taken 
during the investigation, and accompanying exhibits; documents, notes, 
investigative notes, staff working papers, draft materials, and other 
documents and records relating to the investigation; opening reports, 
progress reports, and closing reports; video and audio recordings; and 
other investigatory information or data relating to the alleged or 
suspected criminal, civil, or administrative violations or similar 
wrongdoing by subject individuals.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Inspector General Act of 1978, as amended, 5 U.S.C. App. 3.

PURPOSES:
    Pursuant to the Inspector General Act of 1978, as amended, this 
system of records is maintained for the purpose of: (1) Documenting the 
conduct and outcome of investigations by the OIG and other 
investigative agencies regarding EEOC programs and operations; (2) 
reporting the results of investigations to other Federal agencies, 
other public authorities or professional organizations which have the 
authority to bring criminal prosecutions, or civil or administrative 
actions, or to impose other disciplinary sanctions; (3) maintaining a 
record of the activities which were the subject of investigations; (4) 
reporting investigative findings to other components of EEOC for their 
use in operating and evaluating their programs or operations, and in 
the imposition of civil or administrative sanctions; (5) coordinating 
relationships with other Federal agencies, state and local governmental 
agencies and nongovernmental entities in matters relating to the 
statutory responsibilities of the OIG; and (6) acting as a repository 
and source for information necessary to fulfill the reporting 
requirements of the Inspector General Act, 5 U.S.C. App. 3.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    a. 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 EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    b. To disclose information to any source, private or governmental, 
to the extent necessary to secure from such source information relevant 
to and in furtherance of a legitimate OIG investigation, audit, 
evaluation, or other inquiry.
    c. To disclose information to agencies, offices or establishments 
of the executive, legislative, or judicial branches of the Federal or 
state governments:
    (1) Where such agency, office, or establishment has an interest in 
an individual for employment purposes, including a security clearance 
or determination as to access to classified information, and needs to 
evaluate the individual's qualifications, suitability, or loyalty to 
the United States Government, or access to classified information or 
restricted areas, or
    (2) Where such agency, office, or establishment conducts an 
investigation of the individual for purposes of granting a security 
clearance, or for making a determination of qualifications, suitability 
or loyalty to the United States Government, or access to classified 
information or restricted areas, or
    (3) Where the records or information in those records is relevant 
and necessary to a decision with regard to the hiring or retention of 
an employee or disciplinary or other administrative action concerning 
an employee.
    d. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    e. To disclose information to a Congressional office from the 
record of an individual in response to an inquiry from the 
Congressional office made at the written request of that individual.
    f. To private contractors who have been retained by OIG to perform 
any functions or analyses that facilitate or are relevant to an OIG 
investigation, audit, inspection, or inquiry.

[[Page 81131]]

    g. To disclose information to authorized officials of the Council 
of Inspectors General for Integrity and Efficiency (CIGIE), the 
Department of Justice, and the Federal Bureau of Investigation for the 
purpose of conducting qualitative assessment reviews of the Office of 
Inspector General's investigative operations.
    h. To disclose information to authorized officials of the CIGIE for 
their preparation of reports to the President and Congress on the 
activities of the Inspectors General.
    i. To disclose to an agency, organization or individual for the 
purpose of performing audit or oversight operations as authorized by 
law, including peer reviews, but only such information as is necessary 
and relevant to such audit or oversight operation.''

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Information in this system is stored manually in file folders and 
electronically.

RETRIEVABILITY:
    The records are retrieved by the name of the subject of the 
investigation or by a unique control number assigned to each 
investigation.

SAFEGUARDS:
    Information is stored in locked file cabinets in a secured space. 
Access to electronic records is limited through the use of logins and 
passwords to those whose official duties require access.

RETENTION AND DISPOSAL:
    Records are held for five (5) years and then retired to the Federal 
Records Center.

SYSTEM MANAGER AND ADDRESS:
    Inspector General, Equal Employment Opportunity Commission, P.O. 
Box 18858, Washington, DC 20036-8858.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    Specific: Pursuant to 5 U.S.C. 552a(k)(2) the Office of Inspector 
General Investigative Files are exempt from subsections (c)(3), (d)(1), 
(d)(2) and (e)(1) of the Privacy Act.
    General: Pursuant to 5 U.S.C. 552a(j)(2), investigatory materials 
compiled for criminal law enforcement in the Office of Inspector 
General Investigative Files are exempt from subsections (c)(3), (d)(1), 
(d)(2), (e)(1), (e)(2), and (e)(3) of the Privacy Act.
EEOC-17

SYSTEM NAME:
    Defensive Litigation Files.

SYSTEM LOCATION:
    External Defensive Litigation Files are located in the Office of 
Legal Counsel, Equal Employment Opportunity Commission, 131 M Street 
NE., Washington, DC 20507. Internal Defensive Litigation Files are 
located in the Office of General Counsel, Equal Employment Opportunity 
Commission, 131 M Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have filed civil or administrative litigation 
against EEOC and individuals who have given sworn testimony, 
affidavits, or declarations under penalty of perjury in such actions. 
External cases are brought by members of the public; internal cases are 
brought by applicants, current, and former EEOC employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains all documents related to external and internal 
litigation brought against the Commission. These records include:
    a. Documents submitted or filed by plaintiffs, grievants, and EEO 
complainants to prosecute civil or administrative litigation against 
the EEOC, such as complaints, grievances, unfair labor practice claims, 
motions, and briefs.
    b. Documents submitted by the EEOC to defend the action against it 
such as an answer to a civil complaint or a motion to dismiss or for 
summary judgment, and a reply to an administrative EEO complaint, 
grievance, or unfair labor practice.
    c. Administrative determinations at issue in the litigation such as 
final agency EEO decisions, final grievance decisions, final decisions 
on personnel actions, final agency administrative dispositions of tort 
claims, and agency determinations under the Freedom of Information Act.
    d. Discovery and investigatory materials such as witness 
statements, affidavits, declarations under penalty of perjury, 
correspondence, records, exhibits, and other documentary evidence.
    e. Litigation materials, such as attorney work product, attorney 
notes, hearing transcripts, legal memoranda, and related correspondence 
and exhibits.
    f. Final judgments, orders, decisions, decrees, and settlement 
agreements.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 3101.

PURPOSE:
    These records are maintained for the purpose of defending EEOC in 
litigation brought against it by current and former employees (internal 
files), charging parties, respondents and members of the public 
(external files).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To disclose pertinent information as may be appropriate or 
necessary for the Commission to defend itself in a civil action or 
administrative proceeding, or to seek enforcement of a settlement, 
order, or final decision involving the same or a similar matter.
    b. To provide information to a congressional office in response to 
an inquiry from the congressional office made at the request of a party 
to the administrative or civil proceeding to which the record pertains.
    c. To disclose pertinent information to an appropriate federal 
court, agency, or administrative body responsible for investigating, 
prosecuting, enforcing, or implementing a statute, rule, regulation, or 
order, where the EEOC becomes aware of an indication of a violation or 
potential violation of civil or criminal law or regulation, or in order 
to seek enforcement or clarification of an order or decision for or 
against the EEOC to which the record pertains.
    d. To disclose information to another federal agency or to a court 
when the government is a party to the judicial or administrative 
proceeding.
    e. To disclose, in response to an order, information that is 
relevant to a pending judicial or administrative proceeding.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    External defensive litigation files are maintained in a locked 
filing system in the Office of Legal Counsel. Internal defensive 
litigation files are maintained in a locked filing system in the Office 
of General Counsel. Information identifying existing external and 
internal defensive litigation files is maintained electronically.

RETRIEVABILITY:
    External Defensive Litigation records are cross-indexed by name of 
the plaintiff, and Office of Legal Counsel reference number. Internal 
Defensive Litigation records are maintained by

[[Page 81132]]

name of plaintiff, complainant, grievant, or aggrieved individual, and 
by Office of General Counsel reference number. The records may be 
retrieved by either index.

SAFEGUARDS:
    External Defensive Litigation paper records maintained at EEOC 
headquarters are kept in locked cabinets in the Office of Legal 
Counsel. Internal Defensive Litigation paper records maintained at EEOC 
headquarters are kept in locked cabinets in the Office of General 
Counsel. Access to and use of these records is limited to those persons 
whose official duties require such access. The premises are locked 
evenings, weekends, and holidays. Paper records which have been retired 
are maintained at the Federal Records Center. Access to electronic 
External and Internal Defensive Litigation records is limited through 
use of passwords to those whose official duties require access, input, 
and retrieval of information.

RETENTION AND DISPOSAL:
    Two years after the date of closure of the underlying civil or 
administrative action (e.g., final order, decision on appeal), records 
pertaining to that action are retired to the Federal Records Center. 
Thereafter, non-permanent files are destroyed six years after the date 
of closure of the underlying action.

SYSTEM MANAGER(S) AND ADDRESS:
    The System Manager for External Defensive Litigation files is the 
Assistant Legal Counsel, Advice & Litigation Division, Office of Legal 
Counsel, Equal Employment Opportunity Commission, 131 M Street NE., 
Washington, DC 20507. The System Manager for Internal Defensive 
Litigation files is the Assistant General Counsel for Internal 
Litigation Services, Office of General Counsel, Equal Employment 
Opportunity Commission, 131 M Street NE., Washington, DC 20507.

NOTIFICATION PROCEDURES:
    Any person wanting to know whether this system of records contains 
information about him or her should contact the System Manager. Such 
person should provide his or her full name and mailing address to which 
a response is to be sent, and forum, filing date, and docket number of 
the action involved, if available.

RECORD ACCESS PROCEDURES:
    The records described herein are compiled in reasonable 
anticipation of a civil action or proceeding. Pursuant to section 
(d)(5) of the Privacy Act of 1974, as amended, 5 U.S.C. 552a(d)(5), an 
individual is precluded from access to such records.

CONTESTING RECORDS PROCEDURES:
    Same as the Notification Procedures above.

RECORD SOURCE CATEGORIES:
    Plaintiffs, grievants, complainants, aggrieved individuals, current 
and former EEOC employees.
EEOC-18

SYSTEM NAME:
    Reasonable Accommodation Records

SYSTEM LOCATION:
    Office of the Chief Human Capital Officer, Equal Employment 
Opportunity Commission, 131 M Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former EEOC employees and applicants who have requested 
reasonable accommodations under the Rehabilitation Act of 1973.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Requests for reasonable accommodations; medical records; notes or 
records made during consideration of requests; decisions on requests; 
records made to implement or track decisions on requests.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Rehabilitation Act of 1973, 29 U.S.C. 791; E.O. 13164.

PURPOSE:
    This system is maintained for the purpose of considering, deciding, 
and implementing requests for reasonable accommodation made by EEOC 
employees and applicants.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    a. To disclose information to medical personnel to meet a bona fide 
medical emergency.
    b. To disclose information to another Federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a Federal agency when the Government is a 
party to the judicial or administrative proceeding.
    c. To disclose information to a congressional office from the 
record of an individual in response to an inquiry from the 
congressional office made at the request of the individual.
    d. To disclose to an authorized appeal grievance examiner, formal 
complaints examiner, administrative judge, 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.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Maintained in locked file cabinets and electronically.

RETRIEVABILITY:
    Indexed by name of employee or applicant and office location.

SAFEGUARDS:
    Files are maintained in locked cabinets. Access is restricted to 
EEOC personnel whose official duties require such access. Access to 
computerized records is limited, through use of logins and passwords, 
to those whose official duties require access.

RETENTION AND DISPOSAL:
    These records will be maintained in the Office of the Human Capital 
Officer for the longer of an employee's tenure with EEOC or 5 years. 
Thereafter, they will be destroyed.

SYSTEM MANAGER(S) AND ADDRESS:
    Disability Program Manager, Office of the Chief Human Capital 
Officer, Equal Employment Opportunity Commission, 131 M Street NE., 
Washington, DC 20507.

NOTIFICATION PROCEDURES:
    Any person wanting to know whether this system of records contains 
information about him or her should contact the System Manager. Such 
person should provide his or her full name, position title and office 
location at the time the accommodation was requested, and mailing 
address to which a response is to be sent.

RECORD ACCESS PROCEDURES:
    Same as the Notification Procedures above.

CONTESTING RECORDS PROCEDURES:
    Same as the Notification Procedures above.

RECORD SOURCE CATEGORIES:
    Information contained in this system is obtained from the current 
or former employee, the Office of the Chief Human Capital Officer, and 
management officials.
EEOC-19

SYSTEM NAME:
    Revolving Fund Registrations.

[[Page 81133]]

SYSTEM LOCATION:
    Revolving Fund Division, Office of Field Programs, Equal Employment 
Opportunity Commission, 131 M Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who register for or attend EEOC Revolving Fund 
programs, courses and conferences and who purchase publications and 
products.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains the names, job titles, company, organization or 
agency names, business addresses and phone numbers, email addresses, 
any reasonable accommodation requested, and attendance or purchase 
dates. Some of the records may contain payment information, the 
industry of the company, and the size of the establishment.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2000e-4(k).

PURPOSE(S):
    These records are maintained for the purpose of administering 
Revolving Fund programs and publicizing future programs.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. To send mailings to registrants and attendees advertising future 
Revolving Fund programs.
    b. To provide information to a congressional office from the record 
of the individual in response to an inquiry from that congressional 
office made at the request of that individual.
    c. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained electronically.

RETRIEVABILITY:
    These records are indexed by the names of the registrants or 
attendees, by company, organization, or agency name.

SAFEGUARDS:
    Access to and use of these records is limited, through use of 
access codes and entry logs, to those whose official duties require 
access.

RETENTION AND DISPOSAL:
    These records are kept indefinitely.

SYSTEM MANAGER AND ADDRESS:
    Director, Revolving Fund Division, Office of Field Programs, Equal 
Employment Opportunity Commission, 131 M Street NE., Washington, DC 
20507.

NOTIFICATION PROCEDURE:
    Inquiries concerning this system of records should be addressed to 
the system manager. All inquiries should furnish the full name of the 
individual and the mailing address to which the reply should be mailed.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORDS PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Information contained in this system is obtained from the 
registrant or attendee.
EEOC-20

SYSTEM NAME:
    RESOLVE Program Records.

SYSTEM LOCATION:
    RESOLVE Program, Equal Employment Opportunity Commission, 131 M 
Street NE., Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former EEOC employees who request alternative dispute 
resolution during the counseling or investigative process of their EEO 
complaints against EEOC, as well as EEOC employees who contact the 
RESOLVE program for alternative dispute resolution of disputes 
occurring in their EEOC employment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains the records generated in the course of 
receiving and attempting to resolve disputes brought to the RESOLVE 
program, including, as appropriate, intake interview notes, mediation 
scheduling notices, the mediator's outcome form, and settlement 
agreements.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 571-574; 44 U.S.C. 3101; 29 CFR part 1614.

PURPOSE(S):
    These records are maintained for the purpose of administering 
EEOC's RESOLVE Program, which provides a forum for the informal 
resolution of a variety of workplace disputes as an alternative to the 
formal procedures that employees traditionally use to resolve disputes.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. 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, when 
the EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    b. To provide information to a congressional office from the record 
of the individual in response to an inquiry from that congressional 
office made at the request of that individual.
    c. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.

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

RETRIEVABILITY:
    These records are indexed by the names of the employee.

SAFEGUARDS:
    The records are maintained in locked metal filing cabinets to which 
only authorized personnel have access. Access to and use of electronic 
records is limited, through use of logins and passwords, to those whose 
official duties require access.

RETENTION AND DISPOSAL:
    These records are maintained for one year after the complaint or 
dispute matter brought to RESOLVE is closed and then transferred to the 
Federal Records Center where they are destroyed after three years.

SYSTEM MANAGER AND ADDRESS:
    Chief Mediation Officer, Equal Employment Opportunity Commission, 
131 M Street NE., Washington, DC 20507.

NOTIFICATION PROCEDURE:
    Inquiries concerning this system of records should be addressed to 
the

[[Page 81134]]

system manager. All inquiries should furnish the full name of the 
individual and the mailing address to which the reply should be mailed.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORDS PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Information contained in this system is obtained from the current 
or former employee, the Office of Equal Opportunity, the Office of the 
Chief Human Capital Officer, management officials, union officials, and 
the mediator.
EEOC-21

SYSTEM NAME:
    Emergency Management Records.

SYSTEM LOCATION:
    Headquarters, District, Field, Area, and Local Offices may maintain 
emergency contact files. The Office of the Chief Financial Officer 
maintains emergency management and continuity of operations (COOP) 
files. The Office of the Chief Human Capital Officer maintains the 
orders of succession, which are part of the COOP files.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    EEOC employees, contractors, and other governmental and non-
governmental persons essential to carrying out emergency activities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The records, composed of emergency notification rosters and files, 
emergency contact information, and COOP files, may contain the 
following personal information: Name; office, cellular and home 
telephone numbers; home address; email address; primary contact name, 
relationship, address, cellular, work and home telephone numbers; 
alternate contact's name, relationship, address, cellular, work and 
home telephone numbers. Each office may collect a different set of 
information. System records may include special needs information such 
as medical, mobility, and transportation requirements for individuals. 
Additional information may include official titles and emergency 
assignments.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 44 U.S.C. 3101; Executive Order 12565, Assignment of 
Emergency Preparedness Responsibilities, (Nov. 18, 1989); Presidential 
Decision Directive 67, Ensuring Constitutional Government and 
Continuity of Government Operations.

PURPOSE:
    To maintain current information on EEOC employees and other persons 
covered by this system to allow persons with emergency management 
responsibilities to notify or contact them about conditions that 
require their urgent assistance or attention during an emergency.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    a. 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 
EEOC becomes aware of an indication of a violation or potential 
violation of civil or criminal law or regulation.
    b. To disclose information to a congressional office from the 
record of an individual in response to an inquiry from the 
congressional office made at the request of the individual.
    c. To disclose information to an expert, consultant or contractor 
in the performance of a federal government duty involving EEOC 
emergency management.
    d. To disclose information about an individual during an emergency 
in order to locate or contact that individual.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained in paper files and in electronic 
media.

RETRIEVABILITY:
    Records are retrieved by name, organization, or location.

SAFEGUARDS:
    Records are maintained and stored in file cabinets in a secured 
area to which only authorized personnel have access. Access to 
electronic records is limited through use of logins and passwords for 
those whose official duties require access.

RETENTION AND DISPOSAL:
    Records are destroyed one year after termination of the employment 
relationship or contract termination.

SYSTEM MANAGER(S) AND ADDRESS:
    Headquarters, District, Field, Area, and Local Office Directors. 
Addresses listed in Appendix A.

NOTIFICATION PROCEDURES:
    Inquiries concerning this system of records should be made to the 
system manager. It is necessary to provide the name of the individual 
and the mailing address to which the response should be sent.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Information in this system is obtained from the individuals 
themselves, their supervisors or office.
EEOC-22

SYSTEM NAME:
    EEOC Personnel Security Files.

SYSTEM LOCATION:
    Office of the Chief Human Capital Officer, Operations Services 
Division, Equal Employment Opportunity Commission, 131 M Street NE., 
Washington, DC 20507.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    EEOC employees, applicants, former employees, interns, volunteers, 
and contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, former names, birth date, birth place, social security 
number, home address, telephone numbers, employment history, 
residential history, education and degrees earned, names of associates 
and references and their contact information, citizenship, names of 
relatives, citizenship of relatives, names of relatives who work for 
the federal government, criminal history, drug use, financial 
information, fingerprints, summary report of investigation, results of 
suitability decisions, requests for appeal, witness statements, 
investigator's notes, tax return information, credit reports, security 
violations (including circumstances of violation and agency action 
taken).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 3101; 5 CFR parts 731, 732, and 736; Executive Orders 
10450, 10865, 12333, 12356, and 13467; Homeland Security Presidential 
Directive 12 (HSPD 12), Policy for a Common Identification Standard for 
Federal Employees and Contractors,

[[Page 81135]]

August 27, 2004; and Office of Personnel Management Memorandum, Final 
Credentialing Standards for Issuing Personal Identity Verification 
Cards under HSPD-12, July 31, 2008.

PURPOSE:
    The records in this system are used to document and support 
decisions regarding the suitability, eligibility, and fitness for 
service of applicants for EEOC employment and contract positions, 
including criminal background screening for interns, or volunteers, to 
the extent their duties require access to federal facilities, 
information, systems, or applications. The records may be used to 
document security violations and supervisory actions taken.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    a. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office made at the request of the individual.
    b. Except as noted on Standard Forms 85, 85P, and 86, 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 EEOC becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation.
    c. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    d. To disclose information to any source or potential source from 
which information is requested in the course of an investigation 
concerning the retention of an employee or other personnel action 
(other than hiring), to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation, and to identify the type of information requested.
    e. To disclose information to employees of contractors who have 
been engaged by EEOC to perform an activity related to suitability, 
eligibility, and fitness for service of EEOC applicants and employees.

POLICIES AND PRACTICE FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    These records are maintained in paper files and in electronic 
media.

RETRIEVABILITY:
    Background investigation files are retrieved by name, social 
security number, or fingerprint.

SAFEGUARDS:
    Records are maintained and stored in file cabinets in a secured 
area to which only authorized personnel have access. Access to 
electronic records is limited through use of logins and passwords to 
those whose official duties require access.

RETENTION AND DISPOSAL:
    These records are destroyed upon notification of death or not later 
than five years after separation or transfer of employee to another 
agency or department.

SYSTEM MANAGER AND ADDRESS:
    Director, Operations Services Division, Office of the Chief Human 
Capital Officer, EEOC, 131 M Street NE., Washington, DC 20507.

NOTIFICATION PROCEDURE:
    Inquiries concerning this system of records should be addressed to 
the system manager. It is necessary to provide the following 
information: (1) Name; (2) date of birth; and (3) mailing address to 
which response is to be sent.

RECORDS ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Information is obtained from a variety of sources, including the 
employee, contractor or applicant via use of the SF-85, SF-85P, or SF-
86 and personal interviews; employers' and former employers' records; 
FBI criminal history records and other databases; financial 
institutions and credit reports; interviews of witnesses, such as 
neighbors, friends, co-workers, business associates, teachers, 
landlords, or family members; tax records; and other public records. 
Security violation information is obtained from a variety of sources, 
such as guard reports, security inspections, witnesses, supervisor's 
reports, audit reports.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE PRIVACY ACT:
    This system of records is exempt in accordance with 5 U.S.C. 
552a(k)(5) from subsection (c)(3) and (d)(1) of the Privacy Act, but 
only to the extent that the information identifies witnesses promised 
confidentiality as a condition of providing information during the 
course of the background investigation.
EEOC/GOVT-1

SYSTEM NAME:
    Equal Employment Opportunity (EEO) in the Federal Government 
Complaint and Appeal Records.

SYSTEM LOCATION:
    Equal employment opportunity complaint files are maintained in an 
Office of Equal Employment Opportunity or other designated office of 
the agency or department where the complaint was filed. EEO hearing 
records are maintained in the EEOC office in the field that handles the 
hearing request (See Appendix A). EEO Appeal files (including appeals 
from final negotiated grievance decisions involving allegations of 
discrimination) and petitions for review of decisions of the Merit 
Systems Protection Board are maintained in the Office of Federal 
Operations, Equal Employment Opportunity Commission, 131 M St. NE., 
Washington, DC 20507. Applicants for federal employment and current and 
former federal employees who contact an EEO counselor, file complaints 
of discrimination or reprisal with their agency, file requests for 
hearings, or file appeals of EEO complaints, petitions for review of 
decisions of the Merit Systems Protection Board, or appeals of final 
decisions in negotiated grievance actions involving allegations of 
discrimination.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system of records contains information or documents compiled 
during the pre-complaint counseling, investigation, hearing, and appeal 
of complaints filed under section 717 of Title VII, section 15 of the 
Age Discrimination in Employment Act, section 501 of the Rehabilitation 
Act, and the Equal Pay Act and all appeals.

AUTHORITY FOR MAINTENANCE OF SYSTEM:
    42 U.S.C. 2000e-16(b) and (c); 29 U.S.C. 204(f) and 206(d); 29 
U.S.C. 633(a); 29 U.S.C. 791; Reorg. Plan No. 1 of 1978, 43 FR 19607 
(May 9, 1978); Exec. Order No. 12106, 44 FR 1053 (Jan. 3, 1979).

PURPOSE:
    These records are maintained for the purpose of counseling, 
investigating, and adjudicating complaints of employment discrimination 
brought by applicants and current and former federal employees against 
federal employers.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:

[[Page 81136]]

    a. 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 disclosing agency becomes aware of an indication of a violation or 
potential violation of civil or criminal law or regulation.
    b. To disclose information to another federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a federal agency when the government is a 
party to the judicial or administrative proceeding.
    c. To provide information to a congressional office from the record 
of an individual in response to an inquiry from that congressional 
office made at the request of that individual.
    d. To disclose to an authorized appeal grievance examiner, formal 
complaints examiner, administrative judge, 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.
    e. To disclose, in response to a request for discovery or for 
appearance of a witness, information that is relevant to the subject 
matter involved in a pending judicial or administrative proceeding.
    f. To disclose information to officials of state or local bar 
associations or disciplinary boards or committees when they are 
investigating complaints against attorneys in connection with their 
representation of a party before EEOC.
    g. To disclose to a Federal agency in the executive, legislative, 
or judicial branch of government, in response to its request for 
information in connection with the hiring of an employee, the issuance 
of a security clearance, the conducting of a security or suitability 
investigation of an individual, the classifying of jobs, or the lawful 
statutory, administrative, or investigative purpose of the agency to 
the extent that the information is relevant and necessary to the 
requesting agency's decision.
    h. To disclose information to employees of contractors engaged by 
an agency to carry out the agency's responsibilities under 29 CFR part 
1614.
    i. To disclose information to potential witnesses as appropriate 
and necessary to perform the agency's functions under 29 CFR part 1614.

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

RETRIEVABILITY:
    These records are indexed by the names of the individuals on whom 
they are maintained.

SAFEGUARDS:
    Access to and use of these records are limited to those persons 
whose official duties require such access.

RETENTION AND DISPOSAL:
    These records are maintained for one year after resolution of the 
case and then transferred to the Federal Records Center where they are 
destroyed after three years.

SYSTEM MANAGER(S) AND ADDRESS:
    Within the agency or department where the complaint of 
discrimination was filed, the system manager is the Director of the 
Office of Equal Employment Opportunity or other official designated as 
responsible for the administration and enforcement of equal employment 
opportunity laws and regulations within the agency or department.
    Where an individual has requested a hearing, the system manager of 
hearing records is the Director of the Office of Field Programs, 131 M 
Street NE., Washington, DC 20507.
    Where an EEO complaint or final negotiated grievance decision has 
been appealed to EEOC or an individual has petitioned EEOC for review 
of a decision of the Merit Systems Protection Board, the system manager 
of the appeal or petition file is the Director, Office of Federal 
Operations, 131 M Street NE., Washington, DC

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    Pursuant to subsection (k)(2) of the Privacy Act, 5 U.S.C. 
552a(k)(2), this system of records is exempt from subsections (c)(3), 
(d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I) and (f) of the Act.

Appendix A

U.S. EEOC Albuquerque Area Office, 505 Marquette Avenue NW., Suite 
900--9th Floor, Albuquerque, New Mexico 87102-2158
U.S. EEOC Atlanta District Office, Sam Nunn Atlanta Federal Center, 
100 Alabama Street SW., Suite 4R30, Atlanta, Georgia 30303
U.S. EEOC Baltimore Field Office, City Crescent Building, 10 South 
Howard Street, 3rd Floor, Baltimore, Maryland 21201-2526
U.S. EEOC Birmingham District Office, Ridge Park Place, 1130 22nd 
Street, Suite 2000, Birmingham, Alabama 35205
U.S. EEOC Boston Area Office, John F. Kennedy Fed Bldg., 475 
Government Center, Boston, Massachusetts 02203
U.S. EEOC Buffalo Local Office, 6 Fountain Plaza, Suite 350, 
Buffalo, New York 14202
U.S. EEOC Charlotte District Office, 129 West Trade Street, Suite 
400, Charlotte, North Carolina 28202
U.S. EEOC Chicago District Office, 500 West Madison Street, Suite 
2000, Chicago, Illinois 60661
U.S. EEOC Cincinnati Area Office, John W. Peck Fed. Office Bldg., 
550 Main Street, 10th Floor, Cincinnati, Ohio 45202
U.S. EEOC Cleveland Field Office, Anthony J. Celebrezze Fed. Bldg., 
1240 E. 9th Street, Suite 3001, Cleveland, Ohio 44199
U.S. EEOC Dallas District Office, 207 South Houston Street, 3rd 
Floor, Dallas, Texas 75202-4726
U.S. EEOC Denver Field Office, 303 East 17th Avenue, Suite 510, 
Denver, Colorado 80203
U.S. EEOC Detroit Field Office, Patrick V. McNamara Bldg., 477 
Michigan Avenue, Room 865, Detroit, Michigan 48226-9704
U.S. EEOC El Paso Area Office, 300 E. Main Dr., Suite 500, El Paso, 
Texas 79901
U.S. EEOC Fresno Local Office, 2300 Tulare Street, Suite 215, 
Fresno, California 93727
U.S. EEOC Greensboro Local Office, 2303 W. Meadowview Road, Suite 
201, Greensboro, North Carolina 27407
U.S. EEOC Greenvile Local Office, 301 North Main Street, Suite 1402, 
Greenville, South Carolina 29601
U.S. EEOC Honolulu Local Office, 300 Ala Moana Boulevard, Room 7-
127, P.O. Box 50082, Honolulu, Hawaii 96850-0051
U.S. EEOC Houston District Office, Mickey Leland Bldg., 1919 Smith 
Street, 6th Floor, Houston, Texas 77002
U.S. EEOC Indianapolis District Office, 101 West Ohio Street, Suite 
1900, Indianapolis, Indiana 46204-4203
U.S. EEOC Jackson Area Office, Dr. A. H. McCoy Fed. Bldg., 100 West 
Capitol Street, Suite 338, Jackson, Mississippi 39269
U.S. EEOC Kansas City Area Office, Gateway Tower II, 400 State 
Avenue, Suite 905, Kansas City, Kansas 66101
U.S. EEOC Little Rock Area Office, 820 Louiaina Street, Suite 200, 
Little Rock, Arkansas 72201
U.S. EEOC Los Angeles District Office, Roybal Fed. Bldg., 255 East 
Temple Street, 4th Floor, Los Angeles, California 90012
U.S. EEOC Las Vegas Local Office, 333 Las Vegas Boulevard South, 
Suite 8112, Las Vegas, Nevada 89101
U.S. EEOC Louisville Area Office, 600 Dr. Martin Luther King Jr., 
Place, Suite 268, Louisville, Kentucky 40202
U.S. EEOC Memphis District Office, 1407 Union Avenue, 9th Floor, 
Memphis, Tennessee 38104
U.S. EEOC Miami District Office, 100 SE 2nd Street, Suite 1500, 
Miami, Florida 33131
U.S. EEOC Milwaukee District Office, Reuss Fed. Plaza, 310 West 
Wisconsin Avenue, Suite 500, Milwaukee, Wisconsin 53203-2292

[[Page 81137]]

U.S. EEOC Minneapolis Area Office, Towle Bldg., 330 South Second 
Avenue, Suite 720, Minneapolis, Minnesota 55401-2224
U.S. EEOC Mobile Local Office, 63 South Royal Street, Suite 504, 
Mobile, Alabama 36602
U.S. EEOC Nashville Area Office, 220 Athens Way, Suite 350, 
Nashville, Tennessee 37228-9940
U.S. EEOC Newark Area Office, Two Gateway Center, Suite 1703, 283-
299 Market Street, Newark, New Jersey 07102
EEOC New Orleans District Office, Hale Boggs Fed. Bldg., 500 Poydras 
Street, Suite 809, New Orleans, Louisiana 70130
U.S. EEOC New York District Office, 33 Whitehall Street, 5th Floor, 
New York, New York 10004
U.S. EEOC Norfolk Local Office, Federal Building, Suite 739, 200 
Granby Street, Norfolk, Virginia 23510
U.S. EEOC Oakland Local Office, 1301 Clay Street, Suite 1170-N, 
Oakland, California 94612-5217
U.S. EEOC Oklahoma City Area Office, 215 Dean A McGee Avenue, 
Oklahoma City, Oklahoma 73102
U.S. EEOC Philadelphia District Office, 801 Market Street, Suite 
1300, Philadelphia, Pennsylvania 19107
U.S. EEOC Phoenix District Office, 3300 North Central Avenue, Suite 
690, Phoenix, Arizona 85012-2504
U.S. EEOC Pittsburgh Area Office, William S. Moorhead Fed. Bldg., 
1001 Liberty Avenue, Suite 1112, Pittsburgh, Pennsylvania 15222-4187
U.S. EEOC Raleigh Area Office, 434 Fayetteville Street, Suite 700, 
Raleigh, North Carolina 27601-1701
U.S. EEOC Richmond Local Office, 400 N. Eight Street, Suite 350, 
Richmond, Virginia 23219
EEOC San Antonio Field Office, Legacy Oaks, Bldg. A, 5410 
Fredericksburg Road, Suite 200, San Antonio, Texas 78229-3555
U.S. EEOC San Diego Local Office, 555 West Beech Street, Suite 504, 
San Diego, California 92101
U.S. EEOC San Francisco District Office, 450 Golden Gate Avenue, 5 
West, P.O. Box 36025, San Francisco, California 94102
U.S. EEOC San Jose Local Office, 96 North 3rd Street, Suite 250, San 
Jose, California 95112
U.S. EEOC San Juan Local Office, 525 F.D. Roosevelt Avenue, Plaza 
Las Americas, Suite 1202, San Juan, Puerto Rico 00918-8001
U.S. EEOC Savannah Local Office, 7391 Hodgson Memorial Drive, Suite 
200, Savannah, Georgia 31406-2579
U.S. EEOC Seattle Field Office, Federal Office Building, 909 First 
Avenue, Suite 400, Seattle, Washington 98104-1061
U.S. EEOC St. Louis District Office, Robert A. Young Building, 1222 
Spruce Street, Room 8.100, St. Louis, Missouri 63103
U.S. EEOC Tampa Field Office, 501 East Polk Street, Suite 1000, 
Tampa, Florida 33602
U.S. EEOC Washington Field Office, 131 M Street NE., Fourth Floor, 
Suite 4NWO2F, Washington, DC 20507-0100

[FR Doc. 2016-27702 Filed 11-16-16; 8:45 am]
 BILLING CODE 6570-01-P