[Federal Register Volume 84, Number 85 (Thursday, May 2, 2019)]
[Notices]
[Pages 18843-18845]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-08978]
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FEDERAL RESERVE SYSTEM
Privacy Act of 1974; System of Records
AGENCY: Board of Governors of the Federal Reserve System.
ACTION: Notice of a modified system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, notice
is given that the Board of Governors of the Federal Reserve System
(Board) proposes to modify an existing system of records, entitled
BGFRS-1 ``FRB--Recruiting and Placement Records,'' to add the
onboarding materials that prospective employees provide the Board
before beginning employment at the Board and to clarify that the
records also include ethics-related information such as potential
conflicts of interest. The modified system of records, BGFRS-1, which
will now be called ``FRB--Recruiting, Placement, and Onboarding
Records,'' is a system of records that is used to identify, track,
screen, and select individuals for positions at the Board and for
onboarding prospective employees before they begin employment with the
Board.
DATES: Comments must be received on or before June 3, 2019. This new
system of records will become effective June 3, 2019, without further
notice, unless comments dictate otherwise. The Office of Management and
Budget (OMB), which has oversight responsibility under the Privacy Act,
requires a 30-day period prior to publication in the Federal Register
in which to review the system and to provide any comments to the
agency. The public is then given a 30-day period in which to comment,
in accordance with 5 U.S.C. 552a(e)(4) and (11).
ADDRESSES: You may submit comments, identified by BGFRS-1 ``FRB--
Recruiting, Placement, and Onboarding Records,'' by any of the
following methods:
Agency Website: https://www.federalreserve.gov. Follow the
instructions for submitting comments at https://www.federalreserve.gov/apps/foia/proposedregs.aspx.
Email: [email protected]. Include SORN name
and number in the subject line of the message.
Fax: (202) 452-3819 or (202) 452-3102.
Mail: Ann E. Misback, Secretary, Board of Governors of the
Federal Reserve System, 20th Street and Constitution Avenue NW,
Washington, DC 20551.
All public comments are available from the Board's website at http://www.federalreserve.gov/generalinfo/foia/ProposedRegs.cfm as submitted,
unless modified for technical reasons or to remove personally
identifiable information at the commenter's request. Accordingly,
comments will not be edited to remove any identifying or contact
information. Public comments may also be viewed electronically or in
paper in Room 146, 1709 New York Avenue NW, Washington, DC 20006,
between 9:00 a.m. and 5:00 p.m. on weekdays.
FOR FURTHER INFORMATION CONTACT: David B. Husband, Senior Attorney,
(202) 530-6270, or [email protected]; Alye S. Foster, Assistant
General Counsel, (202) 452-5289, or
[[Page 18844]]
[email protected]; Legal Division, Board of Governors of the
Federal Reserve System, 20th Street and Constitution Avenue NW,
Washington, DC 20551. Telecommunications Device for the Deaf (TDD)
users may contact (202) 263-4869.
SUPPLEMENTARY INFORMATION: The Board's new onboarding process will
involve the collection of information from prospective employees to
appropriate Board staff as well as the provision of information from
Board staff to the prospective employees. The onboarding process will
occur in the period between acceptance of offer and the prospective
employee's start date. The Board will also collect and store ethics
pre-hire conflict of interest screening information. Accordingly,
BGFRS-1 is amended to update the system name, the system location, the
system manager information, the authority for maintenance of the
system, the purpose of the system, the categories of individuals, the
categories of records in the system, the record source, the policies
and practices for the retrieval, retention, and disposal of records,
and the administrative and technical safeguards. The Board is not
adding any new routine uses or amending any existing routine uses.
The Board is also making technical changes to BGFRS-1 consistent
with the template laid out in OMB Circular No. A-108. Accordingly, the
Board has made technical corrections and non-substantive language
revisions to the following categories: ``Policies and Practices for
Storage of Records,'' ``Policies and Practices for Retrieval of
Records,'' ``Policies and Practices for Retention and Disposal of
Records,'' ``Administrative, Technical and Physical Safeguards,''
``Record Access Procedures,'' ``Contesting Record Procedures,'' and
``Notification Procedures.'' The Board has also created the following
new fields: ``Security Classification'' and ``History.''
SYSTEM NAME AND NUMBER
BGFRS-1 ``FRB--Recruiting, Placement, and Onboarding Records''
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records will be maintained at the Board's central offices located
at: Board of Governors of the Federal Reserve System, 20th Street and
Constitution Avenue NW, Washington, DC 20551. Copies of resumes,
applications, supporting documentation, and offer information may also
be stored by the hiring managers in their respective Board offices and
electronic systems. Some of the records are stored by the Board's
contractor, Oracle Corporation, located at 500 Oracle Parkway, Redwood
Shores, CA 94065.
SYSTEM MANAGER(S):
The managers are located at the Board's central offices in
Washington, DC. The system manager for records for all positions other
than those involving the recruitment of economist or research assistant
positions at the Board is Lewis Andrews, Sr. Manager, Human Resources
Analytics, Systems and Operations, Management Division, (202) 452-3082,
or [email protected]. The system manager for records involving
the recruitment of economist or research assistant positions at the
Board is Lil Shewmaker, Assistant Director, Division of Research and
Statistics, (202) 452-3377, or [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 10 and 11 of the Federal Reserve Act (12 U.S.C. 244 and
248(l)) and Executive Order 9397.
PURPOSE(S) OF THE SYSTEM:
These records are collected and maintained to assist the Board in
recruiting and hiring individuals for Board employment and onboarding
prospective employees. The records will also assist the Board in
retaining qualified employees and allow the Board to periodically
review its hiring practices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons who seek employment with the Board and prospective Board
employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in the system include resumes, applications, and supporting
documentation submitted by persons seeking employment; information from
job fairs; job referrals; notes from interviews; notes on references;
onboarding information from prospective employees; offer letters; and
other recruiting related documentation, including verification of
education, previous government service and/or military status. The
records also include information regarding access to and use of the
electronic systems. Certain information is also retained to enable the
Board's Office of Diversity and Inclusion to monitor and track the
Board's recruiting and hiring performance. Ethics-related information
including potential conflicts are retained for compliance with the
Board's ethics program requirements.
RECORD SOURCE CATEGORIES:
Information is provided by the individual to whom the record
pertains; the individual's references and former employers; Board staff
such as recruiters, interviewers, or contractors; job referrals; and
official transcripts and other documentation from schools identified by
the individual.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
General routine uses A, B, C, D, E, F, G, H, I, and J apply to this
system. These general routine uses are located at https://www.federalreserve.gov/files/SORN-page-general-routine-uses-of-board-systems-of-records.pdf and are published in the Federal Register at 83
FR 43872 at 43873-74 (August 28, 2018). In addition, records may also
be used to disclose information to any source from which additional
information is requested (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), when necessary to obtain
information relevant to a Board decision to hire or retain an employee,
issue a security clearance, conduct a security or suitability
investigation of an individual, classify jobs, let a contract, or issue
a license, grant, or other benefit.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Paper records in this system are stored in file folders with access
limited to staff with a need to know. Electronic records are stored on
a secure server with access limited to staff with a need to know.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Paper and electronic records can be retrieved by name or other
personal identifiers.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The Board is presently re-evaluating the retention schedule for
application records and until the existing retention period is
confirmed as appropriate or a new retention period is set, the Board
will maintain the records. The Board will maintain onboarding materials
for prospective employees who do not enter on duty for one year, in
accordance with GRS 2.1 item 142. Relevant application records for
applicants who are hired are kept in the employee's official personnel
file and maintained in accordance with the System of Records entitled
BGFRS-4``FRB--General Personnel Records.'' Ethics-related
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records for applicants who are hired may be maintained in accordance
with the System of Records entitled BGFRS-41 ``FRB--Ethics Program
Records.'' Onboarding records for hires who become employees of the
Board are maintained in accordance with the respective Board system of
records for the records including BGFRS-4 ``FRB--General Personnel
Records,'' BGFRS-7 ``FRB--Payroll and Leave Records,'' BGFRS-24 ``FRB--
EEO General Files,'' and BGFRS-34 ``FRB--ESS Staff Identification Card
File.''
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Paper records are secured by lock and key and electronic files are
stored on secure servers. The system has the ability to track
individual user actions within the system. The audit and accountability
controls are based on NIST and Board standards which, in turn, are
based on applicable laws and regulations. The controls assist in
detecting security violations and performance or other issues in the
system. Access to the system is restricted to authorized users within
the Board who require access for official business purposes. Users are
classified into different roles and common access and usage rights are
established for each role. User roles are used to delineate between the
different types of access requirements such that users are restricted
to data that is required in the performance of their duties. Periodic
assessments and reviews are conducted to determine whether users still
require access, have the appropriate role, and whether there have been
any unauthorized changes.
RECORD ACCESS PROCEDURES:
The Privacy Act allows individuals the right to access records
maintained about them in a Board system of records. Your request for
access must: (1) Contain a statement that the request is made pursuant
to the Privacy Act of 1974; (2) provide either the name of the Board
system of records expected to contain the record requested or a concise
description of the system of records; (3) provide the information
necessary to verify your identity; and (4) provide any other
information that may assist in the rapid identification of the record
you seek.
Current or former Board employees may make a request for access by
contacting the Board office that maintains the record. The Board
handles all Privacy Act requests as both a Privacy Act request and as a
Freedom of Information Act request. The Board does not charge fees to a
requestor seeking to access or amend his/her Privacy Act records.
You may submit your Privacy Act request to the--Secretary of the
Board, Board of Governors of the Federal Reserve System, 20th Street
and Constitution Avenue NW, Washington, DC 20551.
You may also submit your Privacy Act request electronically through
the Board's FOIA ``Electronic Request Form'' located here: https://www.federalreserve.gov/secure/forms/efoiaform.aspx.
CONTESTING RECORD PROCEDURES:
The Privacy Act allows individuals to seek amendment of information
that is erroneous, irrelevant, untimely, or incomplete and is
maintained in a system of records that pertains to them. To request an
amendment to your record, you should clearly mark the request as a
``Privacy Act Amendment Request.'' You have the burden of proof for
demonstrating the appropriateness of the requested amendment and you
must provide relevant and convincing evidence in support of your
request.
Your request for amendment must: (1) Provide the name of the
specific Board system of records containing the record you seek to
amend; (2) identify the specific portion of the record you seek to
amend; (3) describe the nature of and reasons for each requested
amendment; (4) explain why you believe the record is not accurate,
relevant, timely, or complete; and (5) unless you have already done so
in a related Privacy Act request for access or amendment, provide the
necessary information to verify your identity.
NOTIFICATION PROCEDURES:
Same as ``Access procedures'' above. You may also follow this
procedure in order to request an accounting of previous disclosures of
records pertaining to you as provided for by 5 U.S.C. 552a(c).
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Certain portions of this system of records may be exempt from 5
U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f) of the
Privacy Act pursuant to subsections 5 U.S.C. 552a(k)(2) and (k)(5).
HISTORY:
This SORN was previously published in the Federal Register at 81 FR
39923 (June 20, 2016) and 73 FR 24984 at 24987 (May 6, 2008). The SORN
was also amended to incorporate two new routine uses required by OMB at
83 FR 43872 (August 28, 2018).
Board of Governors of the Federal Reserve System, April 29,
2019.
Ann Misback,
Secretary of the Board.
[FR Doc. 2019-08978 Filed 5-1-19; 8:45 am]
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