[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
GENERAL SERVICES ADMINISTRATION
Table of Contents
GSA No....OMB No....Name of system
GSA/Agency-1...NA...Employee related files.
GSA/GOVT-2...NA...Employment under commercial activities contracts.
GSA/GOVT-3...NA...Travel charge card program.
GSA/GOVT-4...NA...Contracted Travel Services Program.
GSA/HRO-1...23-00-0001...Standards of conduct files.
GSA/HRO-2...23-00-0004...Employee drug abuse/alcoholism files.
GSA/HRO-3...23-00-0006...Occupational health and injury files.
GSA/HRO-4...23-00-0007...Labor-management relations files.
GSA/HRO-5...23-00-0009...Employee benefits files.
GSA/HRO-6...23-00-0022...Listing of physicians.
GSA/HRO-7...23-00-0027...Motor vehicle operator applications.
GSA/HRO-8...23-00-0026...Credentials, passes, and licenses.
GSA/HRO-9...23-00-0104...Emergency notification rosters and files.
GSA/HRO-10...NA...Grievance records.
GSA/HRO-37...23-00-0110...Security files.
GSA/HRO-38...NA...Citizens' Commission on Public Service and
Compensation (CCPSC) Candidate and Alternate Member Files.
GSA/PPFM-1...23-00-0032...Disbursement and accounts payable files.
GSA/PPFM-3...23-00-0034...Travel system.
GSA/PPFM-5...23-00-0036...Payroll, time, and attendance reporting
system.
GSA/PPFM-6...23-00-0100...Employee credit reports.
GSA/PPFM-7...NA...Credit data on individual debtors.
GSA/PPFM-8...NA...Personnel Information Resources System (PIRS).
GSA/PPFM-9...NA...Payroll Information Processing System.
GSA/ADM-24...23-00-0024...Investigation case files.
GSA/OEA-1...23-00-0103...Record of Defunct Agencies.
GSA/OGC-2...23-00-0040...Attorney placement.
GSA/OGC-4...23-00-0042...General law files.
GSA/OGC-6...23-00-0044...Potential employee referrals.
GSA/REGADM-3...23-00-0070...Biographical sketches.
GSA/REGADM-4...23-00-0071...Official correspondence files.
GSA/REGADM-6...23-00-0102...Ridesharing system.
GSA/PBS-3...23-00-0075...Incident reporting, investigation, contingency
planning/analysis, and security case files.
GSA/ADTS-1...23-00-0076...Classified control files.
GSA/ADTS-2...23-00-0077...Congressional files.
GSA/ADTS-4...23-00-0079...Emergency notification files.
GSA/ADTS-5...23-00-0080...Financial management files.
GSA/ADTS-7...23-00-0082...Workload measurement files.
GSA/ADTS-8...23-00-0096...Special purpose telephone contact listings.
GSA/FSS-9....23-00-0091...Cataloging action master file-work
measurement.
GSA/FSS-12...23-00-0094...Accountability and property inventory systems.
GSA/OAP-1...NA...Parties Excluded from Federal Procurement and
Nonprocurement Programs.
GSA/AGENCY-1
System name: Employee Related Files.
System location:
This system of records may be located at the supervisory or
administrative office level at all General Services Administration
facilities and commissions, committees, and small agencies serviced by
GSA.
Categories of individuals covered by the system:
Individuals covered by the system are current and former employees of
the General Services Administration and of commissions, committees,
and small agencies serviced by GSA; applicants or potential applicants
for employment; employees of other agencies for employee relief bills;
volunteer workers; and uncompensated workers.
Categories of records in the system:
Records include information on individuals such as name, social
security number, birth, home and emergency addresses and telephone
numbers, personnel actions, professional registration, qualifications,
training, congressional employees relief bills, injuries, employment
history, awards and other recognitions, counseling, warnings,
reprimands, grievances, appeals, conduct, leave, pay attendance, work
assignments, performance, assessments, permit and pass applications,
indebtedness complaints, travel and outside employment. This system
does not include official personnel files covered by the Office of
Personnel Management's systems of records OPM/GOVT-1 through 9 and
CSC/GOVT-1.
Authority for maintenance of the system:
Federal Property and Administrative Services Act of 1949, as amended
(63 Stat. 377); Title 5 U.S.C. generally; and Title 31 U.S.C.
generally.
Purpose(s):
To assemble in one system information on personnel matters affecting
employees and uncompensated workers. To accomplish the above, this
system starts requests for personnel actions, plans and schedules
training, counsels employees on their performance, sets up a basis for
proposing recommendations for disciplinary actions, and carries out
general personnel management responsibilities.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the General
Services Administration becomes aware of a violation or potential
violation of civil or criminal law or regulation.
b. To disclose information to another Federal agency or a court when
the Government is party to a judicial proceeding.
c. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is relevant and necessary
for a decision.
d. To disclose information to the Merit Systems Protection Board
officials, including the Office of Special Counsel; the Federal Labor
Relations Authority and its General Counsel; or the Equal Employment
Opportunity Commission in performing their duties.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative; or other official engaged in
investigating, or settling a grievance, complaint, or appeal filed by
an employee.
f. To disclose information to the Office of Personnel Management under
the agency's responsibility for evaluating Federal personnel
management. When official personnel records in the custody of GSA are
covered in systems of records published by the Office of Personnel
Management as Government-wide records, they are considered part of
that system. Other official personnel records covered by notices
published by GSA and are separate systems of records may be
transferred to the Office of Personnel Management under official
personnel programs and activities as a routine use.
g. To disclose information to a Member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made in behalf of a constituent.
h. To disclose information to an expert, a consultant, or contractor
of GSA in performing a Federal duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders and card files; magnetic tapes and disks
in cabinets.
Retrievability:
Filed at each location by name and/or social security number.
Safeguards:
Records stored in lockable file cabinets, lockable desk drawers, and/
or secured rooms. Diskette application protected by password system.
Retention and disposal:
Records are reviewed annually, documents are updated, and irrelevant
documents destroyed. No copies of records are kept in this system
after the original or any copies are purged from the official
personnel folders. When an employee leaves the agency through transfer
or separation, the records are immediately forwarded to the office
maintaining the official personnel folder. The records are then
screened to ensure that nothing is missing in the official personnel
folder and then destroyed. Purging information from electronic media
meets this destruction requirement.
System manager(s) and address:
Agency officials with overall responsibility under their jurisdiction
are the Heads of Services and Staff Offices for Central Office
employees and the Regional Administrators for regional employees.
Officials responsible for geographically dispersed systems of records
are the senior official at the facility or the supervisor of current
and former employees or volunteers. The addresses of the Central
Office and regional offices are listed in the appendix following this
notice. The addresses of the field activities are listed following the
notices GSA/OIRM-8, GSA/PBS-3, GSA/FSS-12, and GSA/FPRS-2.
Notification procedure:
Inquiries by individuals should be addressed to the supervisor or
official at the address where the person worked. If not known, general
inquiries should be addressed to the Head of the Service of Staff
Office for Central Office employees, or to the Regional Administrator
for regional office employees at the address listed in the appendix
following this notice.
Record access procedures:
Requests from individuals should be addressed to the supervisor or
official at the address where the person worked. If not known, general
requests should be addressed to the Head of the Service or Staff
Office for Central Office employees, or to the Regional Administrator
for regional office employees at the address listed in the appendix
following this notice. For identification requirements, refer to the
agency regulations outlined in 41 CFR part 105-64.
Contesting record procedures:
GSA rules for contesting the contents and appealing initial decisions
are issued in 41 CFR part 105-64 of the Code of Federal Regulations.
Record source categories:
Individuals themselves, other employees, supervisors, personnel
records, and third parties submitting indebtedness complaints.
Appendix--GSA/Agency Addresses of Locations
Central Office
General Services Building, 18th and F Streets NW, Washington, DC
20405.
Crystal Mall Building 4, 1941 Jefferson Davis Highway, Arlington, VA
20406.
Crystal Square Building 5, 1755 Jefferson Davis Highway, Arlington, VA
20406.
Chester Arthur Building, 425 I Street NW, Washington, DC 20405.
Archives Building, 7th and Pennsylvania Avenue NW, Washington, DC
20408.
Region Offices
National Capital Region, Regional Office Building, 7th and D Streets
SW, Washington, DC 20407.
Region 1, J.W. McCormack Post Office and Courthouse Building, Boston,
MA 02109.
Region 2, 26 Federal Plaza, New York, NY 10007.
Region 3, Regional Office Building, 9th and Market Streets,
Philadelphia, PA 19107.
Region 4, 75 Spring Street SW, Atlanta, GA 30303.
Region 5, John C. Kluczynski Federal Building, 230 South Dearborn
Street, Chicago, IL 60604.
Region 6, Federal Building, 1500 East Bannister Road, Kansas City,
Missouri 64131.
Region 7, 819 Taylor Street, Fort Worth, Texas 76102.
Region 8, Building N. 41, Denver Federal Center, Denver, Colorado
80225.
Region 9, 525 Market Street, San Francisco, California 94105.
Region 10, GSA Center, Auburn, Washington, 98002.
GSA/GOVT-2
System name: Employment Under Commercial Activities Contracts.
System location:
Records on former employees are located at the civilian Federal agency
from where the employee was involuntarily separated and at the
commercial contract activity.
Categories of individuals covered by the system:
Former Federal employees involuntarily separated from Government
employment as a result of a commercial activity contract.
Categories of records in the system:
Records in the system include name and social security number of
employees involuntarily separated from Government employment as a
result of a contract and who accepted or rejected offers of employment
and the monetary value of pay and benefits offered.
Authority for maintenance of the system:
Title 5 CFR 550.701(b)(6); E.O. 11257, November 17, 1965; and FPR
Temporary Regulation 63, Supplement 1.
Purpose(s):
The purpose of the system is to provide Government agencies with
necessary information on former Federal employees hired by contractors
to ensure the proper distributions of severance pay by the Government.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. In the event that a record indicates a violation or potential
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute or particular program statute,
or by regulation, rule, or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, or local, charged with
the responsibility of investigation or prosecuting such violation or
charged with enforcing or implementing the statute or rule,
regulation, or order issued pursuant thereto.
b. A record from this system of records may be disclosed to a Member
of Congress or to a Congressional staff member in response to an
inquiry of the Congressional office made at the request of the
individual about whom the record is maintained.
c. A record from this system if records may be disclosed to the
commercial activity contractor to provide the contractor with the
necessary information on former Federal employees who could receive
employment offers from the contractor.
d. A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of any employee to the extent that the information is
relevant and necessary to the requesting agency's decision on the
matter.
e. A record from this system of records may be disclosed to an
authorized appeal or grievance examiner, formal complaints examiner,
equal employment opportunity investigator, arbitrator, or other duly
authorized official engaged in investigation or settlement of a
grievance, complaint, or appeal filed by an employee. A record from
this system of records may be disclosed to the Office of Personnel
Management in accordance with the agency's responsibility for
evaluation of Federal personal management.
f. The information contained in this system of records may be
disclosed to the Office of Management and Budget in connection with
the review of private relief legislation at any stage of the
legislative coordination and clearance process.
g. The information contained in this system of records may be
disclosed 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 working conditions.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The records are maintained in file folders and on lists and forms.
Retrievability:
These records are retrieved by name and by Social Security Number.
Safeguards:
When not in use by an authorized person, the records are stored in
lockable file cabinets or in secured rooms. Information is released
only to authorized officials on a need-to-know basis.
Retention and disposal:
Records in this system are to be retained for 4 years similar to the
contractor requirements of FPR 1-20.301-2(a).
System manager(s) and address:
Personnel officer of the department or agency where a subject
individual was last employed.
Notification procedure:
Individuals wishing to inquire whether this system of records contains
information about them should contact the contracting officer or
personnel officer at the agency where the individual was last
employed. Individuals must furnish the following information for their
records to be located and identified: Full name and the department of
agency and component at which previously employed.
Record access procedures:
Individuals wishing to request access to their records should contact
the contracting officer or personnel officer where the individual was
last employed. Individuals must furnish their full name and department
or agency and component with which employed in order for their records
to be located and identified.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the department or agency contracting officer or personnel
officer at the activity where they were last employed. Individuals
must furnish their full name and the name of their last employing
agency, including duty station.
Record source categories:
Information in this system is provided by the personnel office,
contracting officer, and finance officer of the department or agency
where the individual was last employed and from the commercial
activites contractor.
GSA/GOVT-3
System name: Travel Charge Card Program.
System location:
This system of records is located in the finance office of the local
installation of the Department or Agency which the individual
travelled. Records necessary for the contractor to perform under the
contract are located at the contractor's facility.
Categories of individuals covered by the system:
Individuals covered by the system are current Federal employees who
have their own Government assigned charge card and all other Federal
employees and authorized individuals using the GTS account number who
are all on travel.
Categories of records in the system:
Records include name, address, social security number, employment
information, telephone numbers, information needed for identification
verification, travel authorizations and vouchers, charge card
applications, charge card receipts, terms and conditions for use of
charge cards, and monthly reports from contractor(s) showing charges
to individual account numbers, balances, and other types of account
analyses.
Authority for maintenance of the system:
5 U.S.C. 5707 and implementing Federal Travel Regulations, FPMR 101-7.
Purpose(s):
To assemble in one system information to provide Government agencies
with (1) necessary information on the commercial travel and
transportation payment and expense control system which provides
travelers charge cards and the agency an account number for official
travel and related travel expenses on a worldwide basis, (2) attendant
operational and control support, and (3) management information
reports for expense control purposes.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the General
Services Administration becomes aware of a violation or potential
violation of civil or criminal law or regulation.
b. To disclose information to a Member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made in behalf of a constituent.
c. To disclose information to the contractor in providing necessary
information for issuing credit cards.
d. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is relevant and necessary
for a decision.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative; or other official engaged in
investigating, or settling a grievance, complaint, or appeal filed by
an employee.
f. To disclose information to officials of labor organizations
recognized under Pub. L. 95-454, when necessary to their duties of
exclusive representation on personnel policies, practices, and matters
affecting working conditions.
g. To disclose information to a Federal agency for accummulating
reporting data and monitoring the system.
h. To disclose information in the form of listings, reports, and
records of all common carrier transactions including refunds and
adjustments to GSA by the contractor to enable audits of carrier
charges to the Government.
i. To disclose information to GSA contract agents assigned to
participating agencies for billing of travel expenses.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders. Computer records within a computer and
attached equipment.
Retrievability:
Filed by name, Social Security Number, and/or credit card number.
Safeguards:
Paper records stored in lockable file cabinets or secured rooms.
Computerized records protected by use of access codes and entry logs.
There is restricted access to credit card account numbers.
Retention and disposal:
Records are kept for 3 years and then destroyed.
System manager(s) and address:
Director, Office of Transportation Office of Federal Supply and
Services, General Services Administration (FT), Crystal Mall Building
4, 1941 Jefferson Davis Highway, Arlington, VA 22202.
Notification procedure:
Inquiries by individuals should be addressed to the agency Finance
Officer for which they travelled.
Record access procedures:
Requests from individuals should be addressed to the agency Finance
Officer for which they travelled. Individuals must furnish their full
name and the authorizing department or agency and component of their
records to be located and identified.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the agency Finance Officer for which they travelled.
Individuals must furnish their full name and the authorizing agency
and component for which the individual travelled.
Record source categories:
Charge card applications, monthly reports from the contractor, travel
authorizations and vouchers, and data interchanged between agencies.
GSA/GOVT-4
System name: Contracted Travel Services Program.
System location:
This system of records is located in the travel agencies under
contract with a Federal agency and in the administrative offices of
Federal agencies.
Categories of individuals covered by the system:
Individuals covered by the system are current Federal employees on
travel and individuals being provided travel by the Government.
Categories of records in the system:
Records include traveler's profile which contains name of individual,
social security number, home and office telephones, agency's name,
address, and telephone number, air travel preference, rental car
identification number and preference of car, hotel preference, current
passport and/or visa number, personal credit card numbers, and
additional information; travel authorization; and monthly reports from
travel agent(s) showing charges to individuals, balances, and other
types of account analyses.
Authority for maintenance of the system:
31 U.S.C. 711; interpret or apply 31 U.S.C. 3511, 3512, and 3523.
Purpose(s):
To assemble in one system information to enable travel agents who are
under contract to the Federal Government to issue and account for
travel provided to individuals.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the agencies
become aware of a violation or potential violation of civil or
criminal law or regulation.
b. To disclose information to another Federal agency or a court when
the Government is party to a judicial proceeding.
c. To disclose information to a Member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made at the request of that individual.
d. To disclose information to an expert, a consultant, or contractor
of the agency in performing a Federal duty.
e. To disclose information to a credit card company for billing
purposes.
f. To disclose information to a Federal agency for accumulating
reporting data and monitoring the system.
g. To disclose information to the agency by the contractor in the form
of itemized statements or invoices, and reports of all transactions
including refunds and adjustments to enable audits of charges to the
Government.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file cabinets. Computer records within a computer and
attached equipment.
Retrievability:
Filed by name and/or social security number at each location.
Safeguards:
Records stored in lockable file cabinets or secured rooms.
Computerized records protected by password system. Information
released only to authorized officials on a need-to-know basis.
Retention and disposal:
Records kept by the Federal agency are held for 3 years and then
destroyed. Records kept by the travel agency are held and destroyed no
longer than 3 years.
System manager(s) and address:
Director, Office of Transportation, Office of Federal Supply and
Services, General Services Administration (FT), Crystal Mall Building
4, 1941 Jefferson Davis Highway, Arlington, VA 22202.
Notification procedure:
Inquiries from individuals should be addressed to the appropriate
agency's administrative office for which they traveled.
Record access procedures:
Requests from individuals should be addressed to the appropriate
agency's administrative office for which they traveled. Individuals
must furnish their full name and the authorizing department or agency
and components for their records to be located and identified.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the appropriate agency's administrative office for which they
traveled. Individuals must furnish their full name and the name of the
authorizing agency, including duty station where they were employed
when traveling if applicable.
Record source categories:
Individuals, employees, travel authorization, credit card companies.
GSA/HRO-1 (23-00-0001)
System name: Standards of Conduct Files.
System location: The system is located in the personnel offices of GSA
at the addresses listed in the appendix for the Office of Personnel
following the notice, GSA/HRO-7; the Central Office, Office of
Personnel, 18th & F Sts. NW, Washington, DC 20405; and the offices
of supervisors and management officials who have a need for
information relating to an employee's outside employment.
Categories of individuals covered by the system: All employees who have
requested permission to engage in outside employment, received a
copy of the standards of conduct, or have been the object of debt
complaints.
Categories of records in the system: 1. Application to engage in outside
employment, business or professional activities (GSA Form 1974).
2. Acknowledgement of receipt of GSA Standards of Conduct (GSA Form
2160).
3. Debt complaint files.
Authority for maintenance of the system: 5 U.S.C. 7351; 5 CFR 735.203
and 735.207.
Routine uses of records maintained in the system, including categories
of users and the 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
General Services Administration (GSA) becomes aware of an indication
of a violation or potential violation of civil or criminal law or
regulation.
b. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
c. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
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, the classifying of a job,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
e. By the Office of Personnel Management in the production of summary
descriptive statistics in support of the function for which the
records are collected and maintained, or for related work force
studies. While published statistics and studies do not contain
individual identifiers, in some instances the selection of elements of
data included in the study may be structured in such a way as to make
the data individually identifiable by inference.
f. To disclose information to any source where necessary to obtain
information relevant to a conflict-of-interest investigation or
determination.
g. To disclose information to the Office of Management and Budget
(OMB) in connection with the review of private relief legislation at
any stage of the legislative coordination and clearance process.
h. To disclose information to officials of the Merit Systems
Protection Board, including the Office of Special Counsel; the Federal
Labor Relations Authority and its General Counsel; or the Equal
Employment Opportunity Commission when requested in performance of
their authorized duties.
i. To an authorized appeal or grievance examiner, formal complaints
examiner, equal employment opportunity investigator, arbitrator, or
other duly authorized official engaged in investigation or settlement
of a grievance, complaint, or appeal filed by an employee.
j. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
k. To the extent that official personnel records in the custody of GSA
are covered within systems of records published by the Office of
Personnel Management as Government-wide records, they will be
considered as a part of that Government-wide system. Other official
personnel records covered by notices published by GSA and considered
to be separate systems of records may be transferred to the Office of
Personnel Management in accordance with official personnel programs
and activities as a routine use.
l. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file cabinets.
Retrievability: Filed alphabetically at each location by name.
Safeguards: When not in use by an authorized person, these records are
stored in lockable metal file cabinets or in secured rooms.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The Director of Personnel at 18th and F
Streets NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: Current employees may obtain information about
whether they are a part of this system of records from their
supervisor or from their personnel officer at the appropriate
address listed in the appendix following the notice GSA/HRO-7, or
from the Director of Personnel at the address noted above, whichever
is applicable. Former employees may obtain information from the
personnel officers at the addresses listed in the appendix.
Record access procedures: Requests from current employees to gain access
to information pertaining to them should be directed to their
supervisor or to their personnel officer at the appropriate address
listed in the appendix following the notice GSA/HRO-7, or to the
Director of Personnel at the address noted above, whichever is
applicable. Former employees should direct requests to gain access
to information pertaining to them to the appropriate personnel
officer at the address listed in the appendix. For identification
requirements refer to the agency regulations as outlined in 41 CFR
part 105-64.
Contesting record procedures: GSA rules for access to records and for
contesting the contents and appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: Employees requesting permission to engage in
outside employment, firms and/or collection agencies filing debt
complaints, supervisors, and management officials.
GSA/HRO-2 (23-00-0004)
System name: Employee Drug Abuse/Alcoholism Files.
System location: The system is located in the personnel offices of GSA
at the addresses listed in the appendix for the Office of Personnel
following the notice GSA/HRO-7; the Central Office, Office of
Personnel at 18th & F Sts. NW, Washington, DC 20405; in the offices
of designated counselors; and in the offices of supervisors who have
had employees suspected or known to have drug abuse problems
(including alcoholism).
Categories of individuals covered by the system: GSA employees who have
been suspected or known to have an alcohol abuse or other drug abuse
problem.
Categories of records in the system:
1. Records of referrals for counseling.
2. Records of counseling.
3. Records of referrals for rehabilitative assistance.
Authority for maintenance of the system: Pub. L. 92-255 and 5 U.S.C.
7901.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: a. To document that
supervisors have properly dealt with employees whose work is
affected by alcohol abuse or other drug abuse.
b. To communicate information to personnel having a need for the
information in connection with their duties; such as medical or health
personnel, alcohol or other drug abuse counselors, alcohol or other
drug abuse program administrators, and qualified service
organizations.
c. To provide a basis for meeting reporting requirements to the Office
of Personnel Management.
d. To disclose information to the Department of Justice or other
appropriate Federal agencies in defending claims against the United
States, when the claim is based upon an individual's mental or
physical condition and is alleged to have arisen because of the
activities of GSA in connection with such individual.
Such disclosures will be restrictively made; in particular,
disclosures of information pertaining to an individual with a history
of alcohol or other drug abuse will be limited in compliance with the
restrictions of the confidentiality of Alcohol and Drug Abuse Patient
Records regulations, 45 CFR part 2.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file drawers or cabinets.
Retrievability: Filed alphabetically at each location by name.
Safeguards: When not in use by an authorized person, these records are
stored in lockable metal file cabinets or in secured rooms.
Retention and disposal: Records are maintained for 1 year after the
employee's last contact with the counselor, or until the employee's
separation or transfer, whichever comes first. Records are destroyed
by shredding or burning.
System manager(s) and address: The Director of Personnel at 18th & F
Sts. NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: Current employees may obtain information about
whether they are a part of this system of records from their
supervisor or from their personnel officer at the appropriate
address listed in the appendix for the Office of Personnel following
the notice GSA/HRO-7, or from the Director of Personnel at the
address noted above, whichever is applicable. Former employees may
obtain information from the personnel officers at the addresses
listed in the appendix.
Record access procedures: Requests from current employees to gain access
to information pertaining to them should be directed to their
personnel officer at the appropriate address listed in the appendix
for the Office of Personnel following the GSA/HRO-7 notice, or to
the Director of Personnel at the address noted above, whichever is
applicable. Former employees should direct requests to gain access
to information pertaining to them to the appropriate personnel
officer at the address listed in the appendix. For identification
requirements refer to the agency regulations outlined in 41 CFR part
105-64.
Contesting record procedures: GSA rules to access to records and for
contesting the contents and appealing initial determination are
promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: Supervisors, counselors, personnel
specialists, and the employees themselves.
GSA/HRO-3
System name: Occupational Health and Injury Files.
System location:
This system of records is located in the General Services
Administration personnel offices at the locations listed in the
appendix following the notices GSA/HRO-7; the Fire and Safety
Division, Office of Federal Protection and Safety, Public Building
Service; and the offices of all supervisors with employees who had
occupational health problems or were injured on the job. The data base
for the automated part of this system is on computers at the National
Capital Regional Office, Washington, DC.
Categories of individuals covered by the system:
Individuals covered by the system are GSA employees who have had
injuries or other occupational health problems.
Categories of records in the system:
Records include accident reports (including CA 1 and 2: Federal
Employees Notice of Injury or Occupational Disease), Claims for
Compensation for Injury or Occupational Disease (CA 4), Claims for
Continuances of Compensation on Account of Disability (CA 8), lists of
employees receiving medical services, and health records. The
automated management information system includes injury statistical
records such as occupation and sex of employee, age group, cost per
injury, days lost, cause and severity of injury, and anatomical
location of injury.
Authority for maintenance of the system:
5 U.S.C. Chap 81 and 5 U.S.C. 7153 and 7901.
Purpose(s):
To assemble in one system information to process and maintain accident
and other occupational health reports on employees, accumulate data
for various statistical reports, and identify and record those
employees who have had injuries or other occupational health problems.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To disclose information that is needed by law to a Federal, State,
or local public health service agency on individuals who have
contracted certain communicable diseases or conditions. Such
information is used to prevent further outbreak of the disease or
condition.
b. To disclose information to another Federal agency or a court when
the Government is party to a judicial proceeding.
c. To disclose information to the Office of Workers Compensation
Programs on a claim for benefits filed by an employee.
d. To disclose information to a Member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made in behalf of a constituent.
e. To disclose statistical reports to the Occupational Safety and
Health Administration as required by Section 19 of the Occupational
Safety and Health Act.
f. To disclose statistical information to Central Office and regional
office managers and supervisors to identify trends in injuries and
provide better management of the program.
g. To disclose information to the Department of Labor to verify
payments to employees for injuries.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders. Magnetic tape and disk media in storage
libraries. Computer records within a computer and attached equipment.
Retrievability:
Filed numerically at each location by social security number and/or
claim number.
Safeguards:
Records stored in lockable file cabinets or secured rooms.
Computerized records protected by password system. Information release
only to authorized officials on a need-to-know basis.
Retention and disposal:
Disposal of records is described in the HB, GSA Records Maintenance
and Disposition system (OAD P 1820.2).
System manager(s) and address:
Director, Office of Personnel, General Services Administration (EP),
18th and F Streets, NW, Washington, DC 20405.
Notification procedure:
Inquiries from current employees should be addressed to their
supervisor or the personnel officer at the address listed in the
appendix following the notice GSA/HRO-7. Former employees should
address inquiries to the personnel officer at the address listed in
the appendix.
Record access procedures:
Requests from current employees should be addressed to their
supervisor, the personnel officer at the address listed in the
appendix following the notice GSA/HRO-7, or the system manager,
whichever is applicable. Former employees should address requests to
the personnel officer at the address listed in the appendix. For
identification requirements, refer to the agency regulations outlined
in 41 CFR part 105-64.
Contesting record procedures:
GSA rules for contesting the contents and appealing initial decisions
are issued in 41 CFR part 105-64, of the Code of Federal Regulations.
Record source categories:
Individuals themselves, or the personnel specialists preparing various
records for claims.
GSA/HRO-4 23-00-0007
System name:
Labor-Management Relations Files.
System location:
The system is in use in the personnel offices of GSA at the addresses
listed in the appendix following this notice, and in service and staff
offices throughout GSA.
Categories of individuals covered by the system:
GSA employees who are union officials or who are in an exclusively
recognized union. It includes any GSA employee who has filed a
grievance under the negotiated grievance procedure.
Categories of records in the system:
The records are union dues withholding requests or revocations, lists
of employees elected or appointed union officials, grievances settled
by an arbitrator, and forms showing the amount of time union officials
spent representing bargaining unit members.
Authority for maintaining the system:
5 U.S.C. 7101 et seq.
Purpose(s):
To record employees who are in a union, are under dues withholding,
are elected or appointed union officers, use official time for
representing bargaining unit members, or have had a grievance settled
by an arbitrator.
Routine uses of the record system, including the types of users and
their purposes in the using it:
a. To the Department of Labor for carrying out its functions regarding
labor-management relations in the Federal service.
b. To officials of labor unions recognized under Pub. L. 95-454 when
needed in their duties of representing employees concerning personnel
policies, practices, and working conditions.
c. To disclose information to a Federal, State, or local agency
responsible for investigating, prosecuting, enforcing, or implementing
a statute, rule, regulation, or order, where the General Services
Administration (GSA) becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation.
d. To provide information to a congressional office when requested by
the person who is the subject of the records.
e. To disclose information to another Federal agency or to a court
when the Government is a party to a judicial proceeding before the
court.
f. To disclose data to the Office of Personnel Management for
producing summary statistics to support the function for which the
records are collected, or for related work force studies. While
published statistics and studies do not identify persons, the data
elements in a study may occasionally be structured so as to allow
someone to infer the identity of a person.
g. To disclose information to the Office of Management and Budget for
reviewing private relief legislation at any stage of the clearance
process.
h. To disclose information to the Merit Systems Protection Board,
including the Office of Special Counsel; the Federal Labor Relations
Authority and its General Counsel; or the Equal Employment Opportunity
Commission, when requested in performing their official duties.
i. To an authorized appeal or grievance examiner, formal complaints
examiner, equal employment opportunity investigator, arbitrator, or
other authorized official investigating or settling a grievance,
complaint, or appeal filed by the employee who is the subject of the
record.
j. To the Office of Personnel Management under the agency's
responsibility for evaluating Federal personnel management.
k. To an expert, consultant, or contractor of GSA as needed to perform
a Federal duty.
l. To the extent that official personnel records in the custody of GSA
are covered within a record system published by the Office of
Personnel Management as a Governmentwide system, they are considered
part of that system. Other official personnel records covered by a
notice published by GSA and considered to be a separate record system
may be transferred to the Office of Personnel Management under
official personnel programs as a routine use.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records and machine listings are kept in file cabinets.
Retrievability:
The records are filed alphabetically by name.
Safeguards:
When not is use by an authorized person, the records are stored in a
locked metal file cabinet or in a secured room.
Retention and disposal:
The Office of Personnel disposes of the records as scheduled in the
handbook GSA Records Maintenance and Disposition System (OAD P
1820.2A).
System manager(s) and address:
The Director of Personnel, 18th & F Streets, NW., Washington, DC
20405. Mailing address: General Services Administration (CP),
Washington, DC 20405.
Notification procedure:
A current employee may address a request as to whether he or she is
identified in the record system to the immediate supervisor or their
personnel officer at the address given in the appendix following this
notice, or to the director of personnel at the above address. Former
employees may send their request to the director of personnel where
they were last employed.
Record access procedures:
A request from a current employee to review a record related to him-
or herself should be directed to either's supervisor or to a personnel
officer at the address listed in the appendix, or to the director of
personnel (system manager) at the address above. Former employees
should direct their request to a personnel officer where they were
last employed. See 41 CFR part 105-64 for the identification required.
Contesting record procedure:
GSA rules for reviewing a record, contesting the content, and
appealing an initial decision are in 41 CFR part 105-64 published in
the Federal Register.
Record source categories:
Officials preparing files, and records submitted by employees,
including the one who is the subject of the record.
Appendix of Record System Locations
Central Office, Personnel Operations Division (CPS),
General Services Administration, 18th & F Streets
NW., Washington, DC 20405. Tel. (202) 501-0040
National Capital Region, Regional Personnel Office
(WCP), General Services, Administration, 7th & D
Streets SW., Washington, DC 20407, Tel. (202)
708-5335
Northeast and Caribbean Region, Regional Personnel
Office (2CP), General Services Administration, 26
Federal Plaza, New York, NY 10278 Tel. (212) 264-
8138
Mid-Atlantic Region, Regional Personnel Office
(3CP), General Services Administration, The
Wanamaker Building, 100 Penn Square East--room
836, Philadelphia, PA 19107-3396, Tel. (215) 656-
5625
Southeast Region, Regional Personnel Office (4CP),
General Services Administration, Summit Building,
401 West Peachtree Street, Atlanta, GA 30365-2550
Tel. (404) 331-3181
Great Lakes Region, Regional Personnel Office (5CP),
General Services Administration, 230 South
Dearborn Street, Chicago, IL 60604 Tel.(312) 353-
5550
The Heartland Region, Regional Personnel Office
(6CP), General Services Administration, 1500 East
Bannister Road, Kansas City, MO 64131 Tel. (816)
926-7206
Greater Southwest Region, Regional Personnel Office
(7CP), General Services Administration, 819
Taylor Street, Fort Worth, TX 76102, Tel. (817)
334-2366
Pacific Rim Region, Regional Personnel Office (9CP),
General Services Administration, 525 Market
Street, San Francisco, CA 95105 Tel. (415) 744-
5185.
GSA/HRO-5 (23-00-0009)
System name: Employee Benefits Files.
System location: The system is located in the personnel offices of GSA
at the addresses listed in the appendix for the Office of Personnel
following the notice GSA/HRO-7; the Central Office, Office of
Personnel at 18th & F Sts. NW, Washington, DC 20405, and the offices
of supervisors and management officials promoting blood donation and
savings bonds programs and soliciting employees to attend White
House ceremonies.
Categories of individuals covered by the system: All employees receiving
severance pay, contributing blood, authorizing withholding for
savings bonds, attending White House ceremonies, and deceased
employees with survivors entitled to death benefits.
Categories of records in the system: 1. Severance pay files.
2. Savings bonds lists.
3. Blood donation requests.
4. White House ceremonies files.
5. Death case files.
Authority for maintenance of the system: 5 U.S.C. Chap. 81, 5 U.S.C.
7153 and 7901.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: a. To identify and record
those employees who have received severance pay, authorized
withholding for savings bonds, made blood donations, attended White
House ceremonies, and/or died leaving survivors entitled to death
benefits.
b. To disclose, to the following recipients, information needed to
adjudicate a claim for benefits under the recipient's benefit
program(s), or information needed to conduct an analytical study of
benefits being paid under such programs: Office of Personnel
Management; Office of Workers Compensation Program; Veterans
Administration Pension Benefits Program; DHEW's Social Security Old
Age, Survivor and Disability Insurance and Medical Programs; Health
Care Financing Administration, and Supplemental Security Income
Program; military retired pay programs; Federal civilian employee
retirement programs (other than the Civil Service Retirement System);
or other national, State, county, municipal, or other publicly
recognized charitable or social security administrative agency.
c. When an individual to whom a record pertains dies, to disclose to
any person possibly entitled in the order of precedence for lump sum
benefits, information in the individual's record which might be
properly disclosed to the individual, and the name and relationship of
any other person whose claim to benefits takes precedence or who is
entitled to share the benefits payable. When a representative of the
estate has not been appointed, the individual's next-of-kin may be
recognized as the representative of the estate.
d. To provide an official of another Federal agency information needed
in the performance of official duties related to reconciling or
reconstructing data files, compiling descriptive statistics, and
making analytical studies in support of the function for which the
records were collected and maintained.
e. To disclose to another agency, or to an instrumentality of any
governmental jurisdiction within or under the control of the United
States, for a civil or criminal law enforcement activity, if the
activity is authorized by a law, and if the head of the agency or
instrumentality has made a written request to GSA specifying the
particular portion(s) of the record(s) desired (including an address)
and the law enforcement activity for which the record is sought.
f. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where the General Services Administration (GSA) becomes aware of an
indication of a violation or potential violation of civil or criminal
law or regulation.
g. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
h. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
i. By the Office of Personnel Management in the production of summary
descriptive statistics in support of the function for which the
records are collected and maintained, or for related work force
studies. While published statistics and studies do not contain
individual identifiers, in some instances the selection of elements of
data included in the study may be structured in such a way as to make
the data individually identifiable by inference.
j. To disclose information to the Office of Management and Budget in
connection with the review of private relief legislation at any stage
of the legislative coordination and clearance process.
k. To disclose information to officials of the Merit Systems
Protection Board, including the Office of Special Counsel; the Federal
Labor Relations Authority and its General Counsel; or the Equal
Employment Opportunity Commission when requested in performance of
their authorized duties.
l. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
m. To the extent that official personnel records in the custody of GSA
are covered within systems of records published by the Office of
Personnel Management as Government-wide records, they will be
considered as a part of that Government-wide system. Other official
personnel records covered by notices published by GSA and considered
to be separate systems of records may be transferred to the Office of
Personnel Management in accordance with official personnel programs
and activities as a routine use.
n. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in files.
Retrievability: Filed alphabetically at each location by name.
Safeguards: When not in use by an authorized person, these records are
stored in lockable metal file cabinets or in secured rooms.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The Director of Personnel at 18th & F
Sts. NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: Current employees may obtain information about
whether they are a part of this system of records from their
supervisor or from their personnel officers at the addresses listed
in the appendix.
Record access procedures: Requests from current employees to gain access
to information pertaining to them should be directed to their
supervisor or to their personnel officer at the appropriate address
listed in the appendix for the Office of Personnel following the
notices GSA/HRO-7, or to the Director of Personnel at the address
noted above, whichever is applicable. Former employees should direct
requests to gain access to information pertaining to them to the
appropriate personnel officer at the address listed in the appendix.
For identification requirements refer to the agency regulations as
outlined in 41 CFR part 105-64.
Contesting record procedures: GSA rules for access to records and for
contesting the contents and appealing initial determination are
promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: The information in this system of records is
provided by the individuals to whom the records pertain or by the
personnel specialists who prepare various records for claims.
GSA/HRO-6 (23-00-0023)
System name: Listing of Physicians.
System location: This system is located in the personnel offices of GSA
at the addresses listed in the appendix for the Office of Personnel
following the notice GSA/HRO-7.
Categories of individuals covered by the system: Physicians certified by
a board of qualified medical officials established by the Office of
Personnel Management and in some cases, other physicians approved by
GSA.
Categories of records in the system: Name, addresses, and phone numbers
of the physicians included in this system.
Authority for maintenance of the system: FPM Chapter 339.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To serve as a referral
source for those who are in need of a physician for a fitness for
duty examination or for on-the-job inquiries.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: The records within this system are primarily on papers.
Retrievability: The records within this system are primarily retrievable
by name.
Safeguards: When not in use by an authorized person, these records are
stored in lockable metal file cabinets or secured rooms.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2)
System manager(s) and address: The Director of Personnel at 18th & F
Sts. NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: Individuals may obtain information about whether
they are included in this system by contacting the personnel office
listed in the appendix for the Office of Personnel following the
notice GSA/HRO-7.
Record access procedures: Individuals should direct requests to access
records to the personnel office listed in the appendix for the
Office of Personnel following the notice GSA/HRO-7, which is in
their particular area. For identification requirements, refer to the
agency regulations as outlined in 41 CFR part 105-64.
Contesting record procedures: GSA rules for access to records and
contesting the contents and appealing initial determination are
promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: The information in this system of records is
provided by the individual themselves to either GSA or to the Office
of Personnel Management of Public Health Service who forwarded the
information to GSA.
Appendix- GSA/OAD Addresses of Locations
Central Office
Central Office Personnel Division (HPO), General Services
Administration, 18th & F Streets NW, Washington, DC 20405, Area Code
202-566-0040.
Regional Offices
National Capital Region (WBP), Regional Personnel Office, General
Services Administration, 7th & D Streets SW, Washington, DC 20407,
Area Code 202-472-1939.
Region 1
Regional Personnel Office (1BP), General Services Administration, John
W. McCormack Post Office and Courthouse, Boston, MA 02109, Area Code
617-223-2624.
Region 2
Regional Personnel Office (2BP), General Services Administration, 26
Federal Plaza, New York, NY 10007, Area Code 212-264-8318.
Region 3
Regional Personnel Office (3BP), General Services Administration, 9th
and Market Sts. Rm. 4203, Philadelphia, PA 19107, Area Code 215-597-
1351.
Baltimore Area Office, Federal Building, Room 110B, Baltimore, MD
21201, Area Code 301-962-4357.
Region 4
Regional Personnel Office (4BP), General Services Administration,
Richard B. Russell Building, 75 Spring Street SW, Atlanta, GA 30303,
Area Code 404-221-5127.
Region 5
Regional Personnel Office (5BP), General Services Administration, 230
South Dearborn Street, Chicago, IL 60604, Area Code 312-253-5550.
Region 6
Regional Personnel Office (6BP), General Services Administration, 1500
E. Bannister Road, Kansas City, MO 64131; Area Code 816-926-7206.
St. Louis Area Office, 9700 Page Boulevard, Overland, MO 63132, Area
Code 314-268-7273.
Region 7
Regional Personnel Office (7BP), General Services Administration, 819
Taylor Street, Fort Worth, TX 76102, Area Code 817-334-2366.
Region 8
Regional Personnel Office (8BP), General Services Administration,
Denver, CO 80225, Area Code 303-234-2346.
Region 9
Regional Personnel Office (9BP), General Services Administration, 525
Market Street, San Francisco, CA 94105, Area Code 415-556-6527.
Region 10
Regional Personnel Office (10BP), General Services Administration, GSA
Center, Auburn, WA 98002, Area Code 206-833-5212.
GSA/HRO-7 (23-00-0027)
System name: Motor Vehicle Operator Applications.
System location: This system of records is maintained in the personnel
offices of GSA at the addresses listed in the appendix for the
Office of Personnel following this notice and in the offices of all
designated officials who require such forms prior to issuing a U.S.
Government Motor Vehicle Operator's Identification Card.
Categories of individuals covered by the system: All employees who
require the issuance of a motor vehicle operators license.
Categories of records in the system: 1. SF 47, Physical Fitness Inquiry
for Motor Vehicle Operators.
2. SF 78, Certificate of Medical Examination.
3. GSA 1293, Application for Motor Vehicle Operator's Identification
Card (SF 46).
Authority for maintenance of the system: 40 U.S.C. 491
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: a. To assess the ability of
an employee to safely operate a Government motor vehicle and to
determine the issuance of a government drivers license (SF 46).
b. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where the General Services Administration (GSA) becomes aware of an
indication of a violation or potential violation of civil or criminal
law or regulation.
c. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
d. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
e. To disclose information to a Federal agency, in response to its
request, is 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, the classifying of a job,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to the requesting agency's
decision of the matter.
f. By the Office of Personnel Management in the production of summary
descriptive statistics in support of the function for which the
records are collected and maintained, or for related work force
studies. While published statistics and studies do not contain
individual identifiers, in some instances the selection of elements of
data included in the study may be structured in such a way as to make
the data individually identifiable by inference.
g. To disclose information to the Office of Management and Budget in
connection with the review of private relief legislation at any stage
of the legislative coordination and clearance process.
h. to disclose information to officials of the Merit Systems
Protection Board, including the Office of Special Counsel; the Federal
Labor Relations Authority and its General Counsel; or the Equal
Employment Opportunity Commission when requested in performance of
their authorized duties.
i. To an authorized appeal or grievance examiner, formal complaints
examiner, equal employment opportunity investigator, arbitrator, or
other duly authorized official engaged in investigation or settlement
of a grievance, complaint, or appeal filed by an employee.
j. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
k. To the extent that official personnel records in the custody of GSA
are covered within systems of records published by the Office of
Personnel Management as Government-wide system, they will be
considered as a part of that Government-wide system. Other official
personnel records covered by notices published by GSA and considered
to be separate systems of records may be transferred to the Office of
Personnel Management in accordance with official personnel programs
and activities as a routine use.
1. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: Name.
Safeguards: When not in use by an authorized person, these records are
stored in lockable metal file cabinest or in secured rooms.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The Director of Personnel at 18th & F
Sts. NW, Washington, DC 20405.
Notification procedure: Current employees may obtain information about
whether they are a part of this system of records from the
designated official or from their personnel officer at the
appropriate address listed in the appendix for the Office of
Personnel following this notice or from the Director of Personnel at
the address noted above, whichever is applicable. Former employees
may obtain information from the personnel officer at the addressed
listed in the appendix.
Record access procedures: Requests from current employees to gain access
to information pertaining to them should be directed to the
designated official or to their personnel officer at the appropriate
address listed in the appendix for the Office of Personnel following
this notice or to the Director of Personnel at the address noted
above, whichever is applicable. Former employees should direct
requests to the appropriate personnel officer at the address listed
in the appendix. For identification requirements refer to the agency
regulations as outlined in 41 CFR part 105-64.
Contesting record procedures: GSA rules for access to systems of
records, contesting the contents of a system of record, and
appealing initial determinations are promulgated in 41 CFR part 105-
64, published in the Federal Register.
Record source categories: The employee, designated officials, and
physicians.
GSA/HRO-8 (23-00-0026)
System name: Credentials, Passes, and Licenses.
System location: This system of records is maintained by the Director of
Administrative Services, 18th & F Sts. NW, Washington, DC and by the
regional Administrative Services Divisions as listed in the appendix
following notice GSA/HRO-9.
Categories of individuals covered by the system: All employees whose
assigned responsibilities require the issuance of credentials for
identification and security purposes.
Categories of records in the system: 1. GSA Form 15, Weekend and Holiday
Pass (Various personal characteristics).
2. GSA Form 22, Employee Identification Credential-Regional (Photo,
name, birth date, Social Security Number (SSN), description of
individual, issuance date, serial number, employee signature, and
issuing official).
3. GSA Form 47, Physical Fitness Inquiry for Motor Vehicle Operators
(Name, date of birth, title of position, home address, agency, medical
inquiry, applicant's signature, date, signature of designated
official, date).
4. GSA Form 48, Request for and Record of Credential or Pass (Name,
description of individual, and place of employment).
5. GSA Form 208, Employee Identification Card (Name, service, and date
of issuance).
6. GSA Form 277, Employee Identification and Authorization Credential-
General (Photo, signature of bearer, name of employee, signature of
issuing official, date issued, identification serial number, SSN, and
date of birth).
7. GSA Form 1293, Application for Motor Vehicle Operator's
Identification Card (SF 46) (Name, organization, type of SF 46 applied
for, previously issued SF 46 by GSA, mailing address, type of vehicle,
personal data and driving record, applicant's signature and date,
physical fitness certification by signature of certifying official,
certification of eligibility by signature of certifying official).
8. GSA Form 1315, Civil Defense Identification Card Data (Name,
address, and personal characteristics).
9. SF 138, Civil Defense Identification Card (Name, service, and ID
number).
10. OF 7, Property Pass (Name, building, description of property,
agency, and effective date).
11. OF 55, U.S. Government Identification.
12. GSA Form 2941, Parking application (Name, address, agency,
correspondence symbol, office telephone number, and length of
service).
Authority for maintenance of the system: The Federal Property and
Administrative Services Act of 1949 (63 Stat. 377) as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: a. To facilitate the
issuance and control of cards, parking permits, building passes,
drivers licenses, and similar credentials.
b. To disclose pertinent information to the appropriate Federal, State
or local agency responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, regulation, or order, where the
General Services Administration (GSA) becomes aware of an indication
of a violation or potential violation of civil or criminal law or
regulation.
c. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
d. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
e. To disclose information to a Federal agency, in response to its
requests, in connection with the hiring or retention of an employee,
the issuance of a security clearance, the conducting of a security or
suitability investigation of an individual, the classifying of a job,
the letting of a contract, or the issuance of license, grant, or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
f. By the Office of Personnel Management in the production of summary
descriptive statistics in support of the function for which the
records are collected and maintained, or for related work force
studies. While published statistics and studies do not contain
individual identifiers, in some instances the selection of elements of
data included in the study may be structed in such a way as to make
the data individually identifiable by influence.
g. To disclose information to the Office of Management and Budget in
connection with the review of private relief legislation as set forth
in OMB Circular No. A-19 at any stage of the legislative coordination
and clearance process as set forth in the circular.
h. To disclose information to officials of the Merit Systems
Protection Board, including the Office of Special Counsel; the Federal
Labor Relations Authority and its General Counsel; or the Equal
Employment Opportunity Commission when requested in performance of
their authorized duties.
i. To an authorized appeal or grievance examiner, formal complaints
examiner, equal employment opportunity investigator, arbitrator, or
other duly authorized official engaged in investigation or settlement
of a grievance, complaint, or appeal filed by an employee.
j. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
k. To the extent that official personnel records in the custody of GSA
are covered within systems or records published by the Office of
Personnel Management as Government-wide records, they will be
considered as a part of that Government-wide system. Other official
personnel records covered by notices, published by GSA and considered
to be separate systems of records may be transferred to the Office of
Personnel Management in accordance with official personnel programs
and activities as a routine use.
m. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper forms.
Retrievability: Name.
Safeguards: When not in use by an authorized person, these records will
be stored in lockable metal file cabinets or in secured areas.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The official responsible for this system
is the Director of Administrative Services, 18th & F Sts. NW,
Washington, DC 20405. Since this is a geographically dispersed
system, individuals may gain access to it by contacting the
officials at locations as listed in the appendix following notice
GSA/HRO-9.
Notification procedure: The address of the agency offices to which
inquiries should be addressed and addresses of locations at which
the individual may present a request as to whether a system contains
records pertaining to himself or herself is the same as that shown
in the appendix following notice GSA/HRO-9. Individuals should
provide name, social security number, period of employent, and
position held to assist the office in locating the record.
Record access procedures: An individual can obtain information on the
procedures for gaining access to an contesting records form the
Director, Office of Administrative Services, or Regional Director,
Administrative Services Division, as shown in the appendix following
notice GSA/HRO-9.
Contesting record procedures: GSA rules for access to system of records,
contesting the contents of system of record, and appealing initial
determination are promulgated in 41 CFR part 105-64, published in
the Federal Register.
Record source categories: Information is provided by employee being
issued credential and issuing official.
GSA/HRO-9 (23-00-0104)
System name: Emergency Notification Rosters and Files.
System location: This system of records is maintained in the Office of
Administrative Services, 18th & F Sts. NW, Washington, DC and in the
regional Administrative Services Divisions listed in the appendix
following this notice. In addition, subsidiary records are
maintained by the Central Office and regional offices which have
provided input into this system of records.
Categories of individuals covered by the system: GSA officials at
division director level and above, and GSA officials and employees
with emergency assignments.
Categories of records in the system: Records consist of GSA Form 2177,
Roster of GSA Officials; employee emergency assignments; and
essential residence telephone service. Information includes name,
office and home telephone numbers, home address, title and emergency
assignment.
Authority for maintenance of the system: The Federal Property and
Administrative Services Act of 1949, 63 Stat. 377, as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: a. To maintain current
directory information on key GSA regional office officials or for
use by the Central Office contact point during weekends, holidays,
and emergencies; provide essential telephone service to key
employees during emergencies; and to notify officials and employees
under emergency 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,
where the General Services Administration (GSA) becomes aware of an
indication of a violation or potential violation of civil or criminal
law or regulation.
c. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
d. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
e. To disclose information to a Federal agency, in response to its
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, the classifying of a job,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
f. By the Office of Personnel Management in the production of summary
descriptive statistics in support of the function for which the
records are collected and maintained, or for related work force
studies. While published statistics and studies do not contain
individual identifiers, in some instances the selection of elements of
data included in the study may be structured in such a way as to make
the data individually identifiable by inference.
g. To disclose information to the Office of Management and Budget in
connection with the review of private relief legislation at any stage
of the legislative coordination and clearance process.
h. 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.
i. To disclose information to officials of the Merit Systems
Protection Board, including the Office of Special Counsel; the Federal
Labor Relations Authority and its General Counsel; or the Equal
Employment Opportunity Commission when requested in performance of
their authorized duties.
j. To an authorized appeal or grievance examiner, formal complaints
examiner, equal employment opportunity investigator, arbitrator, or
other duly authorized official engaged in investigation or settlement
of a grievance, complaint, or appeal filed by an employee.
k. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
l. To the extent that official personnel records in the custody of GSA
are covered within systems of records published by the Office of
Personnel Management as Government-wide records, they will be
considered as a part of that Government-wide system. Other official
personnel records covered by notices published by GSA and considered
to be separate systems of records may be transferred to the Office of
Personnel Management in accordance with official personnel programs
and activities as a routine use.
m. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: Indexed by name.
Safeguards: When not in use by an authorized person, these records will
be stored in lockable metal file cabinets, or in secured areas,
except for cascade lists which are kept in the possession of each
applicable individual.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The official with overall responsibility
for the system of records is the Director of Administrative
Services, 18th & F Sts., NW, Washington, DC 20405. Officials
responsible for the regional system of records are the applicable
regional directors as shown in the appendix following this notice.
Notification procedure: Employees may obtain information as to whether
they are part of this system of records from the Director of
Administrative Services or the applicable regional director as shown
in the appendix following this notice.
Record access procedures: An individual can obtain information on the
procedures for gaining access to records from the Director of
Administrative Services or the applicable regional director listed
in the appendix following this notice.
Contesting record procedures: GSA rules for access to system of records,
contesting the contents of a system of record and appealing initial
determinations are promulgated in 41 CFR part 105-64, published in
the Federal Register.
Record source categories: Information is provided by subject
individuals, their supervisors, or the applicable service and staff
office.
GSA/HRO-10
System name: Grievance Records.
System location: These records are located in the personnel offices of
GSA at the location listed in the appendix following the notice GSA/
HRO-6 or designated offices in GSA in which the grievances were
filed.
Categories of individuals covered by the system: Current or former
employees who have submitted grievances with GSA in accordance with
part 771 of the Office of Personnel Management (OPM) Regulations (5
CFR part 771) or a negotiated procedure.
Categories of records in the system: The system contains records
relating to grievances filed by agency employees under part 771 of
the OPM regulations. These case files contain all documents related
to the grievance including statements of witnesses, reports of
interviews and hearings, examiner's 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 are established through
negotiations with recognized labor organizations.
Authority for maintenance of the system: 5 U.S.C. 1302, 3301, and 3302;
E.O. 10577; 3 CFR 1954-1958 Comp., p218; E.O. 10987; 3 CFR 1959-1963
Comp., p519.
Routine uses of records maintained in the system, including categories
of users and the 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
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 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 purposes(s) of the request, and identify the type of information
requested.
c. 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 of
suitability investigation of an individual, the classifying of jobs,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to requesting the agency's
decision on the matter.
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 information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
f. By GSA or the Office of Personnel Management in the production of
summary description statistics and analytical studies in support of
the function for which the records are collected and maintained, or
for related work force studies. While published statistics and studies
do not contain individual identifiers, in some instances the selection
of elements of data included in the study may be structured in such a
way as to make the data individually identifiable by inference.
g. To disclose information to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel; the
Federal Labor Relations Authority and its General Counsel, or the
Equal Employment Opportunity Commission when requested in performance
of their authorized duties.
h. 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.
i. To provide information to officials of labor organizations
reorganized 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.
j. To an expert, a consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained in file folders.
Retrievability: These records are retrieved by 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.
Retention and disposal: These records are disposed of 3 years after
closing of the case. Disposal is by shredding or burning.
System manager(s) and address: The Director of Personnel, 18th and F
Streets NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. They may, however, contact the GSA personnel, or other
designated 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: Name,
date of birth, approximate date of closing of the case and kind of
action taken, and the organization component involved.
Record access procedures: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. However, after the action has been closed, an individual
may request access to the official copy of the grievance file by
contacting the GSA personnel or designated office where the action
was processed. Individuals must provide the following information
for their records to be located and identified: Name, date of birth,
approximate date of closing of the case and kind of action taken,
and organization component involved. Individuals requesting access
must also follow the GSA regulations as outlined in 41 CFR part 105-
64 regarding access to records.
Contesting record procedures: Review of requests from individuals
seeking amendment of their records which have been the subject of a
judicial or quasi-judicial action will be limited in scope. Review
of amendment requests of these records will be restricted to
determine if the record accurately documents the action of GSA's
ruling on the case and will not include a review of the merits of
the action, determination, or finding. Individuals wishing to
request amendment to their records to correct factual errors should
contact the GSA personnel or designated office where the grievance
was processed. Individuals must furnish the following information
for their records to be located and identified: Name, date of birth,
approximate date of closing of the case and kind of action taken,
and organizational component involved. Individuals must also follow
the GSA Privacy Act regulations regarding amendment to records (ADM
7900.4).
Record source categories: Information in this system of records is
provided by the individual on whom the record is maintained, by
testimony of witnesses, by agency officials, and from related
correspondence from organizations or persons.
Appendix- GSA/HRO Addresses of Locations of Administrative Services
Divisions
Central Office
Office of Administrative Services (HR), General Services
Administration, 18th and F Streets NW, Washington, DC 20405.
Regional Offices
Region 1: Director, Administrative Services Division (1BR), General
Services Administration, McCormack Post Office and Courthouse, Boston,
MA 02109.
Region 2: Director, Administrative Services Division (2BR), General
Services Administration, 26 Federal Plaza, New York, NY 10007.
Region 3: Director, Administrative Services Division (3BR), General
Services Administration, Ninth and Market Streets, Philadelphia, PA
19107.
National Capital Region: Director, Administrative Services Division
(WBR), General Services Administration, 7th and D Streets SW,
Washington, DC 20497.
Region 4: Director, Administrative Services Division (4BR), General
Services Administration, Richard B. Russell Building, Atlanta, GA
30303.
Region 5: Director, Administrative Services Division (5BR), General
Services Administration, 230 South Dearborn Street, Chicago, IL 60604.
Region 6: Director, Administrative Services Division (6BR), General
Services Administration, 1500 E. Bannister Road, Kansas City, MO
64131.
Region 7: Director, Administrative Services Division (7BR), General
Services Administration, 819 Taylor Street, Fort Worth, TX 76102.
Region 8: Director, Administrative Services Division (8BR), General
Services Administration, Denver Federal Center, Bldg. 41, Denver, CO
80225.
Region 9: Director, Administrative Services Division (9BR), General
Services Administration, 525 Market Street, San Francisco, CA 94105.
Region 10: Director, Administrative Services Division (10BR), General
Services Administration, GSA Center, Auburn, WA 98002.
GSA/HRO-37 (23-00-0110)
System name: Security Files.
Security classification: Some of the material contained in the system
has been classified in the interests of the national security
pursuant to Executive Order 12065.
System location: Personnel security files pertaining to Senior Executive
Service (SES) and Schedule C employees are maintained in the Office
of Ethics (AK), GS Building, 18th and F Sts. NW, Washington, DC. All
other files are maintained in the Office of Internal Security (AII),
GS Building, 18th and F Sts. NW, Washington, DC 20405.
Categories of individuals covered by the system: Individuals covered by
the system are employees, applicants for employment, and former
employees of GSA and of commissions, committees, and small agencies
serviced by GSA. Also included are historical researchers, experts
or consultants, and employees of contractors performing services
under GSA jurisdiction.
Categories of records in the system: Personnel security files contain
information such as name, date and place of birth, address, social
security number, education, occupation, experience, and
investigatory material. These records are used as basis for issuance
of security and ADP clearances; suitability determinations; and
civil, criminal, and administrative action. Information security
files contain records of security violations which may include
employees' names and positions. These records are used for
recommending administrative action against employees found to be in
violation of GSA document security regulations. The assets
protection files contain survey and inspection reports of all GSA
owned or leased facilities and may include employees' names and
positions. These records are used for recommending assets protection
measures and procedures.
Authority for maintenance of the system: Executive Order 10450, April
27, 1953, as amended; Executive Order 12065, June 28, 1978; 31
U.S.C. 686; and 40 U.S.C. 318 (a) through (d).
Routine uses of records maintained in the system, including categories
of users and the 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
General Services Administration (GSA) becomes aware of an indication
of a violation or potential violation of civil or criminal law or
regulation.
b. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
c. To disclose information to another Federal agency or to a court
when the Government is party to a judicial proceeding before the
court.
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, the classifying of a job,
the letting of a contract, or the issuance of a license, grant, or
other benefit by the requesting agency, to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
e. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file folders, microfiche in cabinets, and
computer records in conjunction with the system of records GSA/PPFM-
4 and attached equipment.
Retrievability: Paper records are retrieved manually by name from files
that are indexed alphabetically and filed numerically by location
and incident. Microfiche and computer records are filed
alphabetically or by social security number.
Safeguards: Records are stored in locked, alarmed room and/or three way
combination dial safes with access limited to authorized employees.
Passwork system protects access to computer records. Information is
released only to officials on a need-to-know basis.
Retention and disposal: Disposition of records is in accordance with the
HB, GSA Records Maintenance and Disposition System (OAD P 1820.2).
Records are destroyed by burning, pulping, or shredding.
System manager(s) and address: The official responsible for the
personnel security files pertaining to SES and Schedule C employees
is the Director of the Office of Ethics (AK), 18th and F Streets NW,
Washington, DC 20405. The official responsible for all other files
in the system is the Director of Internal Security (AII), 18th and F
Streets NW, Washington, DC 20405.
Notification procedure: Inquiries by individuals as to whether the
system contains a record pertaining to themselves should be
addressed to the applicable system manager.
Record access procedures: Requests from individuals for access to
records should be addressed to the applicable system manager and
should include full name (maiden name where appropriate), address,
and date and place of birth. Only general inquiries may be made by
telephone.
Contesting record procedures: GSA rules for access to records and for
contesting the contents and appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: Individuals, employees, informants, law
enforcement agencies, other Government agencies, employees
references, co-workers, neighbors, educational institutions, and
intelligence sources.
Systems exempted from certain provisions of the act: In accordance with
5 U.S.C. 552a(k), the personnel security case files in this system
of records are exempt from subsections (c)(3); (d); (e)(1);
(e)(4)(G), (H), and (I); and (f) of the act.
HRO-38
System name: Citizens' Commission on Public Service and
Compensation (CCPSC) Candidate and Alternate Member Files.
System location:
This system of records is located in the Committee Management
Secretariat, General Services Administration, Suite 816, 1730 K St.
NW, Washington, DC 20006.
Purpose(s):
This system is established to enable GSA to screen candidates and
select the five GSA-designated members and ten alternates therefrom,
according to law and GSA regulation to serve on the CCPSC. If one or
several of the GSA-designated members chosen cannot continue as
members of the CCPSC for any reason, further review of the records
will be conducted only as necessary to replace these former members
from predesignated alternates and only during the one-year period of
their term.
Categories of individuals covered by the system:
Individuals covered by the system are those randomly selected by GSA
to be potential members of the CCPSC.
Categories of records in the system:
Records include the following information on each individual in the
system: (1) Information from state precinct voter registration lists,
which may include name, address, Social Security Number, and date of
birth; (2) information collected from individuals via questionnaires,
which may include the above information, plus home and work telephone
numbers, whether or not said individual is an officer or employee of
the Federal Government, or is a relative or dependent relative of any
officer or employee of the Federal Government, whether or not said
individual is registered as a lobbyist or required to register as a
lobbyist, or is a relative or a dependent relative of any registered
lobbyist or any individual required to register as a lobbyist, and
whether or not said individual is currently under indictment for a
felony offense, or has ever been convicted of a felony offense; (3)
information required to validate the information from the
questionnaires as to registered lobbyist status; (4) information
extracted from various sources and maintained on databases; and (5)
correspondence with, or relating to individual potential candidates or
alternates.
Authority for maintenance of the system:
The collection of this information is authorized by section 701(b) of
the Ethics Reform Act of 1989 (2 U.S.C. 352), which provides that the
individuals appointed as members of the Citizens' Commission on Public
Service and Compensation by the Administrator of General Services must
be selected from voter registration lists and must meet stated
qualification requirements; and by 5 CFR part 731 pertaining to
suitability determinations for persons appointed to a Federal
Government position. The collection of Social Security Numbers (SSN)
is authorized by Executive Order 9397.
Routine uses of records maintained in the system, including categories
of users and the purposes of such use:
a. To disclose information to the Office of Personnel Management under
the agency's responsibility for conducting those evaluations and
suitability checks necessary to qualify candidates for membership on
the CCPSC.
b. To disclose information to another Federal agency or a court when
the Government is a party to a proceeding before that court.
c. To disclose information to a Member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made in behalf of a constituent.
d. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the General
Services Administration becomes aware of a violation or potential
violation of civil or criminal law or regulation.
e. To disclose information to the Clerk of the U.S. House of
Representatives and to the Secretary of the Senate, to verify
compliance with restrictions on committee service by registered
lobbyists.
f. To disclose to the CCPSC information regarding selected members for
personnel management purposes and to determine continued eligibility
to serve on the committee.
g. To disclose to the press and to the public information regarding
selected members and alternates.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders and cabinets; electronic media copies of
records are stored on CD-ROM disks and in electronic databases.
Retrievability:
Filed at system location by name and geographic region.
Safeguards:
Paper records and CD-ROM disks are stored in lockable containers or
secured rooms; the electronic database is password protected.
Retention and disposal:
Disposal of records is described in the HB, GSA Records Maintenance
and Disposition System (OAD P 1820.2).
System manager(s) and address:
Director, Committee Management Secretariat, General Services
Administration, 1730 K St., NW, Washington, DC 20006.
Notification procedure:
Inquiries from individuals should be addressed to the system manager.
Record access procedure:
Requests from individuals should be addressed to the system manager.
Individuals must furnish their full name, Social Security Number,
address, and telephone number. For identification requirements, refer
to the agency regulations outlined in 41 CFR part 105-64 of the Code
of Federal Regulations.
Contesting record procedures:
General Services Administration rules for contesting the contents and
appealing initial decisions are issued in 41 CFR part 105-64.
Record source categories:
Individuals, in voluntarily-completed questionnaires; state precinct
voter registration files; the Office of Personnel Management; and
lists of registered lobbyists maintained by the Clerk of the House of
Representatives and the Secretary of the Senate.
GSA/PPFM-1 (23-00-0032)
System name: Disbursement and Accounts Payable Files.
System location: The system is located in the General Services
Administration Central Office service and staff offices and other
GSA offices at the addresses listed in the appendix following notice
GSA/PPFM-6.
Categories of individuals covered by the system: Current and former
employees.
Categories of records in the system: The system provides for reporting
each account's status. Accordingly, records may include but are not
limited to name, address, telephone number, vendor identification
number, and social security number.
Authority for maintenance of the system: 31 U.S.C. 65 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To the extent necessary the
records are available outside GSA to monitor and document adverse
action proceedings, and advise on credit inquiries. The routine use
statements A, D, and E, described in the appendix following the GSA
notices, also apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file folders and card files.
Retrievability: Filed alphabetically by name or identifying number.
Safeguards: Stored in guarded buildings and/or in areas controlled by
authorized personnel.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2)
System manager(s) and address: Chief, Financial Systems Branch,
Communications and ADP Accounting Division, General Services
Administration, 18th & F Sts. NW, Washington, DC 20405. Mailing
address: General Services Administrations (BCNP), Washington, DC
20405.
Notification procedure: Individuals may obtain information about whether
they are part of this system of records from the finance office at
the appropriate address listed in the appendix following the notice
GSA/PPFM-6 or the Chief, Financial Systems Branch, at the above
address.
Record access procedures: Request to access records should be directed
to the finance officer at the appropriate address listed in the
appendix following notice GSA/PPFM-6. Inquiries should provide full
name, social security number, vendor number, address, and telephone
number and appropriate dates and transactions giving rise to the
record. For identification requirements, refer to the agency
regulations as outlined in 41 CFR part 105-64.
Contesting record procedures: GSA rules for access to records and for
contesting the contents and appealing the initial determinations are
promulgated in 41 CFR part 105-64 published in the Federal Register.
Record source categories: The individuals themselves, employees, other
agencies, management officials, and non-Federal sources such as
private firms.
GSA/PPFM-3 (23-00-0034)
System name: Travel System.
System location: This system is located in the General Services
Administration (GSA) Central Office service and staff offices and
other GSA offices at the addresses listed in the appendix following
notice GSA/PPFM-6.
Categories of individuals covered by the system: Individuals include
employees and former employees of GSA and other independent offices
and commissions, such as Presidential commissions, serviced by GSA
including those persons other than full time employees authorized to
travel on Government business.
Categories of records in the system: This system provides control over
expenditure of funds for travel and related expenses. Therefore,
provisions are made to authorize travel, provide and account for
advances, and to pay for travel costs. In this connection, the
system contains records which may include, but are not limited to,
name, social security number, residence address, dependents names
and ages, duty stations, and itinerary.
Authority for maintenance of the system: 5 USC 5701-5709.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, D, E, F, and G, described in the appendix following the GSA
notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file folders and card files and magnetic tape
files.
Retrievability: Filed alphabetically.
Safeguards: Stored in guarded buildings and/or in areas controlled by
authorized personnel.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Chief, Payroll, Travel, and Property
Liaison Branch, General Services Administration, 18th & F Sts. NW,
Washington, DC 20405. Mailing address: General Services
Administration (BCAP), Washington, DC 20405.
Notification procedure: Current employees may obtain information about
whether they are a part of this system of records from their
supervisor or finance office at the appropriate address listed in
the appendix or from the Chief, Payroll, Travel, and Property
Accounting Liaison Branch, at the above address, whichever is
applicable. Former employees may obtain information from the finance
office at the appropriate address listed in the appendix following
notice GSA/PPFM-6.
Record access procedures: Requests to access records from current
employees should be directed to the employee's supervisor, the
appropriate regional finance offices, or to the Chief, Payroll,
Travel, and Property Accounting Liaison Branch, at the address
listed in the appendix following GSA/PPFM-6. Former employees should
direct requests to access records to the appropriate regional
finance officer or the the Chief, Payroll, Travel, and Property
Accounting Liaison Branch, at the address listed in the appendix
following notice GSA/PPFM-6. For written request, former employees
should provide full name, social security number, address, and
telephone number, and approximate dates and places of employment.
For identification requirements, refer to the agency regulations as
outlined in 41 CFR part 105-64.
Contesting record procedures: GSA rules for access to records and for
contesting the contents and appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: The individuals themselves, other employees,
supervisors, other agencies, management officials, and non-Federal
sources such as private firms.
GSA/PPFM-5 (23-00-0036)
System name: Payroll, Time and Attendance Reporting System.
System location: The system is located in the General Services
Administration Central Office service and staff offices and other
offices wherever there are timekeepers and at the addresses listed
in the appendix following notice GSA/PPFM-6.
Categories of individuals covered by the system: Current and former
employees.
Categories of records in the system: The system provides for reporting
each employee's status as either on the job time or as paid or
unpaid time including absences without authorized leave.
Accordingly, records include but are not limited to name, home
address, telephone number, work location, social security number,
hours of duty and attendance information for processing of the data
to the Manpower and Payroll Statistics System.
Authority for maintenance of the system: 5 U.S.C., Part III, is the
authority for the overall system. Specific authority for use of
Social Security Number is contained in Executive Order 9397.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To the extent necessary, the
records are available outside GSA to monitor and document grievance
proceedings, EEO complaints, and adverse actions; and to conduct
counseling sessions. The routine use statements A, B, C, D, E, F,
and G, described in the appendix following the GSA notices, also
apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in filed folders and card files.
Retrievability: Filed alphabetically by name.
Safeguards: Stored in guarded buildings and/or in areas controlled by
authorized personnel.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Chief, Payroll, Travel, and Property
Accounting Liaison Branch, General Services Administration, 18th and
F Streets NW, Washington, DC 20405. Mailing address: General
Services Administration (BCAP), Washington, DC 20405.
Notification procedure: Current employees may obtain information about
whether they are part of this system of records from their
supervisor or from the Chief, Payroll, Travel, and Property
Accounting Liaison Branch, Office of Finance, at the General
Services Administration, 18th & F Sts. NW, Washington, DC 20405,
whichever is applicable. Former employees may obtain information at
the address listed above.
Record access procedures: Requests from current or former employees to
access records should be directed to the employees' supervisor or to
the Chief, Payroll, Travel, and Property Accounting Liaison Branch,
Office of Finance, at the address noted above, whichever is
applicable. For written request, former employee should provide full
name, social security number, address, and telephone number, and
approximate dates and places of employment. For identification
requirements, refer to the agency regulations as outlined in 41 CFR
part 105-64.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and appealing initial determinations are
promulgated in 41 CFR part 105-64 published in the Federal Register.
Record source categories: The individuals themselves, other employees,
supervisors, other agencies, management officials, and non-Federal
sources such as private firms.
GSA/PPFM-6 (23-00-0100)
System name: Employee Credit Reports GSA/OAD.
System location: The system is located in the General Services
Administration, Office of Finance, Financial Management Division,
Credit and Finance Branch, 18th & F Sts. NW, Washington, DC 20405.
Categories of individuals covered by the system: Present and former
employees who have refused to abide by the terms of their training
agreement and/or other employment related contracts, and thereby
have incurred a liability to the Government. If appropriate, similar
information will be gathered on spouses.
Categories of records in the system: The categories of records are as
follows: Name and address; age; number of dependents; name of
employer; nature of business; position held/length held; full time
or part-time employment; prospects for continued permanent
employment; net worth and what it consist of; annual earned income;
additional income; reputation; credit record; and financial record
and personal history. Records are used in GSA to investigate
employees who have defaulted on employment related contracts.
Authority for maintenance of the system: 31 U.S.C. 951-953.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referred to GAO. The routine
use statement A described in the appendix following the GSA notices,
also applies to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: The records for both GSA and the contractor will be stored on
paper.
Retrievability: The records within the system will be kept in
alphabetical order by name.
Safeguards: All correspondence between GSA and the contractor will be
secured in a locked cabinet in the Credit and Finance Branch. Only
those people designated authority will handle this data. The
contractor will retain his or her records in a secured office.
Retention and disposal: Disposal is in accordance with HB, GSA Records
Maintenance and Disposition System (OAD P 1820.2).
System manager(s) and address: Chief, Credit and Finance Branch,
Financial Management Division, Office of Finance, 18th & F Sts. NW,
Washington, DC 20405. Mailing address: General Services
Administration (BCFC), Washington, DC 20405.
Notification procedure: Information may be obtained from the official
listed above.
Record access procedures: Procedures for contesting records are
contained in 41 CFR part 105-64.
Contesting record procedures: Procedures for access to records are
contained in 41 CFR part 105-64.
Record source categories: Credit companies, individuals, employers/
supervisors, former employers, banks, and GSA contracted credit
investigators.
GSA/PPFM-7
System name: Credit Data on Individual Debtors.
System location:
Records are located at the following General Services Administration,
Office of Finance, Central Office and regional office addresses:
GS Building, 18th and F Streets, NW, Washington, DC 20405.
John W. McCormack Post Office and Courthouse, Boston, MA 02109.
Jacob K. Javits Federal Building, 26 Federal Plaza, New York, NY
10007.
Wannamaker Building, 100 Market Square East, Philadelphia, PA 19107.
401 West Peachtree Street, Atlanta, GA 30365-2550
John C. Kluczynski Federal Building, 230 South Dearborn Street,
Chicago, IL 60604.
General Services Administration, 1500 East Bannister Road, Kansas
City, MO 64131.
Fritz G. Lanham Federal Building, 819 Taylor Street, Fort Worth, TX
76102.
Denver Federal Center Complex, Building 41, Denver, CO 80225.
General Services Administration, 525 Market Street, San Francisco, CA
94105.
GSA Center, Auburn, WA 98002
GSA Regional Office Building, Seventh and D Streets, SW, Washington,
DC 20407.
Categories of individuals covered by the system:
Individuals include employees and former employees and other
individuals who are indebted to the General Services Administration.
Categories of records in the system:
Types of personal data in the system may take the form of commercial
reports, agency investigative reports showing the debtor's assets and
liabilities and his or her income and expenses, the individual
debtor's assets and liabilities and income and expenses, and other
information such as social security number and home address.
Authority for maintenance of the system:
Federal Claims Collection Act of 1966, 80 Stat. 309, 31 U.S.C. 952;
Debt Collection Act of 1982, Pub. L. 97-365; and Title 4 Code of
Federal Regulations, chapter II, part 105; Cash Management Improvement
Act Amendments of 1992, Pub. L. 102-589 and Title 26 Code of Federal
Regulations, Sec. 301.6402-6 et. seq.
Purpose(s):
To assemble in one system information on individuals who are indebted
to the General Services Administration for the purpose of determining
if there is a reasonable prospect of effecting enforced collections
from the debtors.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. Records may be disclosed to the Department of Justice for
litigation when debtors fail to make payment through normal collection
routines. Credit data becomes an integral part of claim files
forwarded to the General Accounting Office and/or the Department of
Justice as prescribed in the Joint Federal Claims Collections Standard
(4 CFR ch II).
b. Records may be disclosed to a congressional office in response to
an inquiry from the congressional office made at the request of the
individual to whom the records pertain.
c. Records may be disclosed to other Federal agencies where an
applicant for employment or a current employee of the agency is
delinquent in repaying his/her Federal financial obligation, for the
purpose of enlisting the agency's cooperation in facilitating
repayment.
d. In the event that a record(s) maintained indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by regulation, rule, or order issued pursuant thereto, the
relevant record(s) may be referred to the appropriate agency, such as
the General Accounting Office, the Office of Management and Budget,
the Department of Justice, or state agencies charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, or rule,
regulation, or order issued pursuant thereto.
e. A record from this system of records may be disclosed to a Federal
agency in response to its request, in connection with the hiring or
retention of an employee, the letting of a contract, or the issuance
of a license, grant, or other benefit by the requesting agency, to the
extent that the information is relevant and necessary to the
requesting agency's decision on the matter.
f. Records may be disclosed to a debt collection agency with which GSA
has contracted for collection services, to recover indebtedness owed
to the United States.
g. Information contained in the system of records may be disclosed to
the Internal Revenue Service to obtain mailing addresses for the
purpose of locating the debtor to collect or compromise a Federal
claim against the taxpayer.
h. Information contained in the system of records may also be
disclosed to the Internal Revenue Service for the purpose of
offsetting a Federal claim against a debtor's income tax refund.
i. Pursuant to applicable matching agreements, records may be
disclosed to the Defense Manpower Data Center (DMDC) and the U.S.
Postal Service to conduct computer matching programs, for the purpose
of identifying and locating individuals who are receiving Federal
salaries or benefit payments and are delinquent in their repayment of
debts owed to the U.S. Government under certain programs administered
by the General Services Administration, in order to collect the debts
under the provisions of the Debt Collection Act of 1982 (Pub.L. 92-
365) by voluntary payment or by administrative or salary offset
procedures.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): 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:
Records are maintained in paper form in file folders stored in metal
filing cabinets and in electronic form in computers.
Retrievability:
Credit data is maintained by debtor name and claim number, cross
referenced to social security number (when available) to verify name
and address.
Safeguards:
When not in use by personnel responsible for the collection of claims,
records are stored in lockable filing cabinets. Personal computer
files are protected by the use of passwords.
Retention and disposal:
The records are a part of the GAO site auditing collection files and
are cut off at the end of the fiscal year, held 1 year, and then
retired under Record Group 217 (GAO). Records created prior to July 2,
1975, will be retained by GAO for 10 years and 3 months after the
period of the account. Records created on or after July 2, 1975, will
be retained by GAO for 6 years and 3 months after the period of the
account.
System manager(s) and address:
Chief, Receivables and Collection Management Branch, Financial Control
Division, Office of Chief Financial Officer, 18th and F Streets, NW,
Washington, DC 20405.
Notification procedure:
Inquiries by individuals regarding claims pertaining to themselves
should be addressed to the system management.
Record access procedures:
Requests from individuals for access to records should be addressed to
the system manager and should include name and address.
Contesting records procedures:
GSA rules for contesting the contents of the records and for appealing
initial determinations are promulgated in 41 CFR part 105.64.
Record source categories:
Information in this system is obtained from commercial credit reports,
agency investigative reports, individual debtors' own financial
statements, and from other GSA systems of records.
GSA/PPFM-8
System name: Personnel Information Resources System (PIRS).
System location:
This system of records is located in the General Services
Administration Central Office service and staff offices; commissions,
and small agencies serviced by GSA; and other GSA offices at the
following addresses:
GS Building, 18th and F Streets NW, Washington, DC 20405.
Crystal Mall Building 4, 1941 Jefferson Davis Highway, Arlington, VA
20406.
GSA Regional Office Building, Seventh and D Streets, SW, Washington,
DC 20407.
Jacob K. Javits Federal Building, 26 Federal Plaza, New York, NY
10278.
Regional Office Building, Ninth and Market Streets, Philadelphia, PA
19107.
Richard B. Russell Federal Building, 75 Spring Street, SW, Atlanta,
GA 30303.
John C. Kluczynski Federal Building, 230 South Dearborn Street,
Chicago, IL 60604.
General Services Administration, 1500 East Bannister Road, Kansas
City, MO 64131.
General Services Administration, 819 Taylor Street, Fort Worth, TX
76102.
General Services Administration, 525 Market Street, San Francisco,
CA 95105.
Categories of individuals covered by the system: Individuals covered by
the system are current and former employees of the General Services
Administration and of commissions, committees, and small agencies
serviced by GSA including applicants for employment and persons in
intern, youth employment, and work study programs.
Categories of records in the system: The files in the system consist of
employee development and training records, personnel security
records, EEO records, and personnel records. Each file uses data
elements of the core system but also has unique data elements of its
own. Records include information collected by operating officials as
well as personnel, security, safety, civil rights, and finance
officials in administering their program areas in matters for or
about employees. In addition, the system has data necessary to
update the Central Personnel Data File at the Office of Personnel
Management and process personnel actions. The system has a large
number of records which may include the following categories of
records:
a. Employee identification and status data such as name, social
security number, date of birth, sex, work schedule, type of
appointment, education, veteran's preference, military service, and
race/national origin.
b. Employee date data such as service computation date for leave, date
probationary period began, and date of performance rating.
c. Position and pay data such as pay plan, occupational series, grade,
step, salary, and organization location.
d. Award and suggestion data such as type and amount of award,
suggestion number, estimated benefits, amount, and performance rating.
e. Employment data such as merit pool identifier, position
description, special employment program, and target occupational
series and grade.
f. Personnel security data such as security clearance level and basis
with dates.
g. Employee development and training data such as type of training;
course title, date training completed; and hours, cost and evaluation
of training.
h. Equal employment opportunity data such on EEO complaints,
processing such as complaint, complaint basis, decision finding,
corrective action, EEO counselor's name, data entered collateral duty,
and number of individuals counseled.
i. Tables of data for editing, reporting, and processing personnel and
pay actions. These include Nature of Action Codes, Civil Service
Authority Codes, Standard Remarks, Signature Table, Position Title
Table, Organization Table, and Salary Table.
Authority for maintenance of the system: 5 U.S.C., Part III, is the
authority for the system. Specific authority for use of Social
Security numbers is in Executive Order 9397, 26 CFR 31.6011(b)2, and
26 CFR 31.6109-1. Authority for the personnel security clearance and
statistical records is in Executive Order 10450, April 27, 1953, as
amended; Executive Order 12365, April 2, 1982, and 31 U.S.C. 1535.
Authority for the EEO records is in the Equal Employment Opportunity
Act of 1972, 42 U.S.C. 2000e-16; the Civil Service Reform Act of
1978; 5 U.S.C. 7201; and 29 CFR part 1613, subpart C.
Purpose(s):
To assemble in one system information on a comprehensive computerized
information system supporting the day to day operating requirements
associated with personnel oriented program areas from hiring, paying,
and training employees top calculating estimated retirement annuities.
The system, which is patently designed to meet personnel information
and statistics needs to all types and sizes of Government
organizations, achieves many benefits from each data element
introduced into the system. To accomplish the above, the system does
provide a number of outputs. For the Office of Personnel, the system
produces automated personnel actions as well as oprganization rosters,
retention registers, retirement calculations, reports of the Federal
civilian employment, employee master record printouts, length of
service and award list, and listing grade increases. It also produces
reports that aid in monitoring personnel action to decide if policies
and/or practices have an impact on minorities, women, and disabled
persons; analyzing the status of minorities, women, and disabled
persons in GSA's work force; and establishing affirmative action goals
as timetables. For the Office of Internal Security, the system
produces reports for issuing security and ADP clearance for the Office
of Civil Rights, the system produces reports that aid in evaluating
civil rights programs; processing and monitoring discrimination
complaints; and reporting to the Congress, Equal Employment
Opportunity Commission, Office of Management and Budget, and Office of
Personnel Management, among others. For the Office of Training, the
system produces reports to include status of training; organizational,
nationwide, and monthly summaries of training, organizational,
regional, and quarterly summaries of training hours by type; training
by source; and cumulative employee training records. For the Office of
Federal Protection and Safety the system produces a report used in
compiling statistics on personal injuries within GSA. The system also
provides data to various agency staff and administrative offices to
use for management purposes.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To disclose information to the Office of Personnel Management for
the Central Personnel Data File (CPDF).
b. To disclose information to other sources outside GSA to monitor and
document grievance proceedings, EEO complaints, and adverse actions;
to other agencies and persons for employees seeking employment
elsewhere; to conduct counseling sessions; and to prepare biographical
employees sketches for release to other agencies and persons.
c. To disclose the executive health maintenance list to management
officials and Health Unit Officials. This listing is of all employees
over 40 years old who are qualified for the Executive Health
Maintenance Program.
d. To disclose information in the personnel security file to the
Office of Internal Security. The routine uses listed in the GSA system
of records GSA/HRO-37, Security Files, also apply to this information.
e. To disclose information in the employee development and training
file to the Office of Training. In addition this file is used to
measure actual progress against planned training, prepare and aid in
evaluations for merit promotions.
f. To disclose information in the equal employment opportunity file to
the Office of Civil Rights. The routine uses listed in the Equal
Employment Opportunity Commission system of records EEOC/GOVT-1 also
apply to this information. In addition this file is used to provide
support to the Director of Civil Rights, Central Office EEO staff
members, Central Office division directors, and Regional EEO officers
in performing their duties.
g. To disclose information in the personnel file to the Office of
Personnel.
h. To disclose information to the Office of Federal Protection and
Safety for compiling statistical information on personal injuries of
GSA employees.
i. To disclose information to various agency staff and administrative
offices who may restructure the data for their management purposes.
j. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the General
Services Administration becomes aware of a violation or potential
violation of civil or criminal law or regulation.
k. To disclose information to a Federal, State, or local agency
keeping civil, criminal, enforcement, or other information to get
information relevant in making a decision on hiring or retaining an
employee; issuing a security clearance; letting a contract; or issuing
a license, grant, or other benefit.
l. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is relevant and necessary
for a decision.
m. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative; or other official engaged in
investigating, or settling a grievance, complaint, or appeal filed by
an employee.
n. To disclose information to a Member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made in behalf of a constituent.
o. To disclose information to the Office of Management and Budget in
connection with reviewing private relief legislation at any state of
the coordination and clearance process.
p. To disclose information to an expert, a consultant, or contractor
of GSA in performing a Federal duty.
q. To disclose information to a physician to conduct a medical
examination or evaluation of a GSA employee.
r. To disclose information to the Office of Personnel Management under
the agency's responsibility for evaluating Federal personnel
management. When official personnel records in the custody of GSA are
covered in the system of records published by the Office of Personnel
Management as Government-wide records, they are considered part of
that system. Other official personnel records covered by notices
published by GSA are separate systems of records and may be
transferred to the Office of Personnel Management under official
personnel programs and activities as a routine use.
s. To disclose information according to the routine uses listed in the
Office of Personnel Management system of record OPM/GOVT-1.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file folders, card files, and cabinets;
microfilm records in reels and cabinets; microfiche in cabinets;
magnetic tapes and cards in cabinets and storage libraries; and
computer records within a computer and attached equipment.
Retrievability: Filed alphabetically at each location by name and social
security number, or both methods for each person.
Safeguards: Records stored in lockable metal containers or in secured
rooms. Computerized records protected by password system.
Information release only to authorized officials on a need-to-know
basis.
Retention and disposal: Disposal of records is described in the HB, GSA
Records Maintenance and Disposition System (OAD P 1820.2).
System manager(s) and address: PIRS Project Director, Employment Policy
Division, Office of Personnel, General Services Administration
(EPP), Washington, DC 20405.
Notification procedure:
Inquiries by individuals should be addressed to:
a. Director of Personnel, General Services Administration (CP), 18th
and F Streets, NW, Washington, DC 20405; or the Regional Personnel
Officer at the addresses listed above for personnel records.
b. Director, Office of Internal Security, General Services
Administration (ATOIP), 18th and F Streets NW, Washington, DC 20405
for personnel security records.
c. Director, Office of Civil Rights, General Services Administration
(ETC), 18th and F Streets NW, Washington, DC 20405 for EEO records.
d. Director, Office of Training, General Services Administration
(ETD), 18th and F Streets, NW, Washington, DC 20405 for employee
development and training records.
e. Director, Fire and Safety Division, General Services Administration
(PSA), 18th and F Streets, NW, Washington, DC 20405 for personal
injury records.
f. Office which employee worked for management records.
Record access procedures: Requests from individuals should be addressed
to the officials listed in the notification procedures portion of
this notice. For written requests, individuals should provide full
name, social security number, address, telephone number, and
approximate dates and place of employment. For identification
requirements, refer to the agency regulations as outlined in 41 CFR
part 105-64.
Contesting record procedures: GSA rules for contesting the contents and
appealing initial decisions are issued in 41 CFR part 105-64, of the
Federal Register.
Record source categories: Individuals themselves, other employees,
supervisors, other agencies management officials, non-Federal
sources such as private firms, and data from the systems of records
GSA/HRO-37, OPM/GOVT-1, and EEOC/GOVT-1.
Systems exempted from certain provisions of the act: Under 5 U.S.C.
552a(k), the personnel security files in this system of records are
exempt from subsections (c)(3); (d); (e)(1), (e)(4)(G), (H), and
(I); and (f) of the act.
GSA/PPFM-9
System name: Payroll Information Processing System.
System location:
This system of records is located in the General Services
Administration Finance Division in Kansas City, MO, commissions,
committees, and small agencies serviced by GSA, and administrative
offices throughout GSA.
Categories of individuals covered by the system:
Individuals covered by the system are current and former employees of
GSA and of commissions, committees, and small agencies serviced by GSA
including applicants for employment and persons in intern, youth
employment, and work study programs.
Categories of records in the system:
The files in this system are payroll records. They consists of
information accumulated by operating officials as well as personnel
and finance officials in administering their program areas in matters
for or about employees. Also, the system has data necessary to process
personnel actions, perform detailed accounting distributions,
automatically provide for such tasks as mailing checks and bonds, and
prepare and mail tax returns and reports. The system has a large
number of records which may include:
a. Employee identification and status data such as name, Social
Security number, date of birth, sex, work schedule, and type of
appointment.
b. Employee date data such as service computation data for leave.
c. Position and pay data such as pay plan, occupational series, grade,
step, salary, organization location, and accounting distribution.
d. Award and suggestion amount data.
e. Employment data such as position description.
f. Payroll data such as time; attendance; leave; Federal, State, and
local tax; allotments; savings bonds; and other pay allowances and
deductions.
g. Tables of data for editing, reporting, and processing personnel and
pay action which include Nature of Action Codes, Organization Table,
and Salary Table.
Authority for maintenance of the system:
5 U.S.C. Part III is the authority for the system. Specific authority
for use of Social Security numbers is in Executive Order 9397, 26 CFR
31.6011(b)(2), and 26 CFR 31.6109-1.
Purpose(s):
To assemble in one system information supporting the day to day
operating needs associated with payroll oriented program areas. This
system is a comprehensive computerized information system which is
patently designed to meet payroll statistic needs of all types and
sizes of Government organizations and achieve multiple benefits from
each data element introduced into the system. To accomplish the above,
the system provides a number of outputs. For the payroll office,
outputs include a comprehensive payroll; detailed accounting
distribution of costs; leave data summary reports; an employee's
statement of earnings, deductions, and leave every payday; State,
city, and local unemployment compensation reports; Federal, State, and
local tax reports; W-2 wage and tax statements; and reports of
withholding and contributions. For the Office of Personnel, outputs
include data for reports of Federal civilian employment. The system
also outputs data to various agency staff and administrative offices
to use for management purposes.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigation, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the agencies
become aware of a violation or potential violation of civil or
criminal law or regulation.
b. To disclose information to a Member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made at the request of that individual.
c. To disclose information to an expert, a consultant, or contractor
of the agency in performing a Federal duty.
d. To disclose information to a Federal, State, or local agency
keeping civil, criminal, enforcement, or other information to get
information relevant in making a decision on hiring or retaining an
employee; issuing a security clearance; letting, a contract; or
issuing a license, grant or other benefit.
e. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is relevant and necessary
for a decision.
f. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative or other official engaged in
investigating, or settling a grievance, complaint, or appeal filed by
an employee.
g. To disclose information to the Office of Mangement and Budget in
connection with reviewing private relief legislation at any state of
the coordination and clearance process.
h. To disclose a copy of the 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 is
provided by a withholding agreement between the State, city, or other
local jurisdiction and the Department of the Treasury under 5 U.S.C.
5516, 5517, and 5520.
i. To disclose copies of executed city tax withholding certificates to
a requesting city official from the Comptroller, General Services
Administration (B), Washington, DC 20405.
j. To disclose information to the Office of Personnel for reports of
Federal civilian employment.
k. To disclose information to various agency administrative offices
who may restructure the data for their management purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folder, card files and cabinets; microfilm
records in reels and cabinets; microfiche in cabinets; magnetic tapes
and cards in cabinets and storage libraries; and computer records
within a computer and attached equipment.
Retrievability:
Filed by name and/or social security number at each location.
Safeguards:
Records stored in lockable containers or secured rooms. Computerized
records protected by password system.
Retention and disposal:
Disposal of records is described in the HB, GSA Records Maintenance
and Disposition System (OAD P 1820.2).
System manager(s) and address:
Chief, System Staff, Office of Regional Comptroller, General Services
Administration (6BCS), 1500 East Bannister Road, Kansas City, MO
64131.
Notification procedure:
Inquiries from individuals should be addressed to the system manager.
Record access procedures:
Requests from individuals should be addressed to the system manager.
Individuals must furnish their full name, Social Security number,
address, telephone number; and approximate dates and place of
employment. For indentification requirements, refer to the agency
regulations outlined in 41 CFR part 105-64.
Contesting record procedures:
GSA rules for contesting the contents and appealing initial decisions
are issued in 41 CFR part 105-64 of the Code of Federal Regulation.
Record source categories:
Individuals, other employees, supervisors, other agencies management
officials, non-Federal sources like private firms, and data from the
systems of records GSA/HRO-37, OPM/GOVT-1, and EEOC/GOVT-1.
Appendix- GSA/PPFM Addresses of Locations
Central Office, Office of Plans, Programs, and Financial Management,
Office of Finance, GS Building, Room 3127, 18th and F Streets NW,
Washington, DC 20405.
Automated Data and Telecommunications Service, Financial Management
Division, GS Building, Room 1204, 18th & F Sts. NW, Washington, DC
20405.
Federal Supply Service, Office of Executive Director, Crystal Mall,
Building 4, 1941 Jefferson Davis Highway, Room 1111, Arlington, VA
20406.
National Archives and Records Administration, Office of Executive
Director, Archives Building, 7th & Pennsylvania Ave., NW, Room 108,
Washington, DC 20408.
Public Buildings Service, Office of Executive Director, GS Building,
Room 6340, 18th & F Sts. NW, Washington, DC 20405.
Regional Offices
National Capital Region (NCR), Finance Division, General Services
Administration, 7th and D Sts. SW, Washington, DC 20407.
Region 1
Finance Division, General Services Administration, John W. McCormack,
Post Office and Courthouse, Boston, MA 02109.
Region 2
Finance Division, General Services Administration, 26 Federal Plaza,
New York, NY 10007.
Region 3
Finance Division, General Services Administration, 9th and Market
Streets, Room 1350, Philadelphia, PA 19107.
Baltimore Area Office, Federal Building, Room 110B, Baltimore, MD
21201.
Region 4
Finance Division, General Services Administration, 75 Spring St. SW,
Atlanta, GA 30303.
Region 5
Finance Division, General Services Administration, 230 South Dearborn
Street, Chicago, IL 60604.
Region 6
Finance Division, General Services Administration, 1500 E. Bannister
Road, Kansas City, MO 64131.
St. Louis Area Office, 9700 Page Boulevard, Overland, MO 63132.
Region 7
Finance Division, General Services Administration, 819 Taylor Street,
Fort Worth, TX 76102.
Region 8
Finance Division, General Services Administration, Denver Federal
Center, Bldg. 41, Denver, CO 80225.
Region 9
Finance Division, General Services Administration, 525 Market Street,
San Francisco, CA 94105.
Stockton Area Office, Building 414, Rough and Ready Island, Stockton,
CA 95204.
Region 10
Finance Division, General Services Administration, GSA Center, Auburn
WA 98002.
GSA/ADM-24 (23-00-0024)
System name: Investigation Case Files.
Security classification: Some of the material contained in the system
has been classified in the interests of the national security
pursuant to Executive Order 11652.
System location: The system is located in the Office of Inspector
General, 18th and F Streets, NW, Washington, DC 20405. The data base
for this system is on computers at the Parklawn Computer Center
operated by the Food and Drug Administration in Rockville, Maryland.
Categories of individuals covered by the system: Individuals covered by
the system are employees, applicants for employment, and former
employees of GSA and commissions, committees, and small agencies
serviced by GSA. Also included are historical researchers, employees
of contractors performing custodial or guard services in buildings
under GSA jurisdiction, individuals who were the source of an
individual complaint or an allegation that a crime had taken place,
witnesses having information or evidence on any side of an
investigation, and identification of possible and actual suspects in
the criminal, administrative, or civil actions.
Categories of records in the system: Investigative files contain
information such as name, date and place of birth, experience, and
investigatory material. These records are used as a basis for
issuance of subpoenas; security clearances; suitability
determinations; and civil, criminal, and administrative actions.
Authority for maintenance of the system: 5 U.S.C. App. Section 2 et
seq.; Executive Order 10405, April 27, 1953; Executive Order 11478,
August 8, 1969; Executive Order 11652, March 8, 1972; Executive
Order 11246, September 24, 1965; and 40 U.S.C. 276a through a-7,
276c, 318 (a) through (d), and 327 through 331.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Records are used by GSA
officials and representatives of other Government agencies on a
need-to-know basis in the performance of their official duties under
the authorities set forth above and also for the following routine
uses:
1. Law enforcement: Records maintained by the Office of Inspector
General may be disseminated in any of the following manners:
a. A record of any case in which there is an indication of a violation
of law, whether civil, criminal, or regulatory in nature, may be
disseminated to the appropriate Federal, State, local, or foreign
agency charged with the responsibility for investigating or
prosecuting such violation or charged with enforcing or implementing
such law;
b. A record may be disseminated to a Federal, State, local, or foreign
agency or to an individual organization in the course of investigating
a potential or actual violation of any law, whether civil, criminal,
or regulatory in nature, or during the course of a trial or hearing or
the preparation for a trial or hearing for such violation, if there is
reason to believe that such agency, individual, or organization
possesses information relating to the investigation, trial, or hearing
and the dissemination is reasonably necessary to elicit such
information or to obtain the cooperation of a witness or an informant;
c. A record relating to a case or matter may be disseminated in an
appropriate Federal, State, local, or foreign court or grand jury
proceeding in accordance with established constitutional, substantive,
or procedural law or practice;
d. A record relating to a case or matter may be disseminated to an
actual or potential party or his or her attorney for the purpose of
negotiation or discussion on such matters as settlement of the case or
matter, plea bargaining, or informal discovery proceedings;
e. A record relating to a case or matter that has been referred by an
agency for investigation, prosecution, or enforcement or that involves
a case or matter within the jurisdiction of any agency may be
disseminated to such agency to notify the agency of the status of the
case or matter or of any decision or determination that has been made
or to make such other inquiries and reports as are necessary during
the processing of the case or matters;
f. A record relating to a case or matter may be disseminated to a
foreign country pursuant to an international treaty or convention
entered into and ratified by the United States or to an executive
agreement;
g. A record may be disseminated to a Federal, State, local, foreign,
or international law enforcement agency to assist in the general crime
prevention and detection efforts of the recipient agency or to provide
investigative leads to such agency;
h. A record may be disseminated 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 reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit by the requesting
agency, to the extent that the information relates to the requesting
agency's decision on the matter; or
i. A record may be disseminated to the public, news media, trade
associations, or organized groups when the purpose of the
dissemination is educational or informational, such as descriptions of
crime trends or distinctive or unique modus operandi, provided that
the record does not contain any information identifiable to a specific
individual other than such modus operandi.
2. Grievance, complaint, appeal: A record from this system or records
may be disclosed to an authorized appeal or grievance examiner, formal
complaints examiner, equal employment opportunity investigator,
arbitrator, or other duly authorized official engaged in investigation
or settlement of a grievance, complaint, or appeal filed by an
employee. A record from this system of records may be disclosed to the
United States Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
3. Congressional inquiries: A record from this system of records may
be disclosed as a routine use to a Member of Congress or to a
congressional staff member in response to an inquiry of the
congressional office made at the request of the individual about whom
the record is maintained.
4. Private relief legislation: The information contained in this
system of records may be disclosed to the Office of Management and
Budget in connection with the review of private relief legislation as
set forth in OMB Circular No. A-19 at any stage or the legislative
coordination and clearance process as set forth in the circular.
5. GSA agents: A record from this system of records may be disclosed
as a routine use (a) to an expert, a consultant, or a contractor, of
GSA to the extent necessary to further the performance of a Federal
duty and (b) to a physician to conduct a fitness-for-duty examination
of a GSA officer or employee.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in files and file folders and magnetically
encoded records on electronic media; e.g., disk drives and tapes.
Retrievability: Paper records are retrieved manually by name from files
that are indexed alphabetically and filed numerically by location
and incident. Magnetically encoded records are retrieved from
computer files organized by investigation case file number.
Safeguards: Paper records are stored in locked alarmed vault type rooms
and/or three-way combination dial safes with access limited to
authorized personnel. Computer based records are protected by
system, file, and date element level passwords and by user right-of-
access codes with all access restricted to authorized personnel.
Information is released only to authorized officials on a need-to-
know basis.
System manager(s) and address: The official responsible for the system
is the Executive Director, Office of Inspector General, 18th and F
Sts. NW, Washington, DC 20405. Mailing address: General Services
Administration (JM), Washington, DC 20405.
Notification procedure: Inquiries by individuals as to whether the
system contains a record pertaining to themselves should be
addressed to the system manager or the Director of Information (XI),
18th and F Sts. NW, Washington, DC 20405.
Record access procedures: Requests from individuals for access to
records should be addressed to the Executive Director, Office of
Inspector General, and should include full name (maiden name where
appropriate), address, and date and place of birth. Only general
inquiries may be made by phone.
Contesting record procedures: GSA rules for access to records and for
contesting the contents and appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: Individuals, employees, informants, law
enforcement agencies, other government agencies, employers,
references, co-workers, neighbors, educational institutions, and
intelligence sources.
Systems exempted from certain provisions of the act: In accordance with
5 U.S.C. 552a(j), this system of records is exempt from all
provisions of the Privacy Act of 1974 with the exception of
subsections (b); (c)(1) and (2); (e)(4)(A) through (F); (e)(6), (7),
(9), (10), and (11); and (i) of the act, to the extent that
information in the system pertains to the enforcement of criminal
laws, including police efforts to prevent, control, or reduce crime
or to apprehend criminals; to the activities of prosecutors, courts,
and correctional, probation, pardon, or parole authorities; and to
(1) information compiled for the purpose of identifying individual
criminal offenders and alleged offenders and consisting only of
identifying data and notations of arrests, the nature and
disposition of criminal charges, sentencing, confinement, release,
and parole and probation status; (2) information compiled for the
purpose of a criminal investigation, including reports of informants
and investigators, that is associated with an identifiable
individual; or (3) reports of enforcement of the criminal laws, from
arrest or indictment through release from supervision. This system
is exempted to maintain the efficacy and integrity of the Office of
Inspector General's law enforcement function.
In accordance with 5 U.S.C. 552a(k), this system of records is exempt
from subsections (c)(3); (d); (e)(1); (e)(4) (G), (H), and (I); and
(f) of the Privacy Act of 1974. The system is exempt:
a. To the extent that the system consists of investigatory material
compiled for law enforcement purposes; however, if any individual is
denied any right, privilege, or benefit to which the individual would
otherwise be eligible as a result of the maintenance of such material,
such material shall be provided to such individual, except to the
extent that the disclosure of such material would reveal the identify
of a source who furnished information to the Government under an
express promise that the identity of the source would be held in
confidence, or, prior to the effective date of the act, under an
implied promise that the identity of the source would be held in
confidence; and
b. To the extent the system consists of investigatory material
compiled solely for the purpose of determining suitability,
eligibility, or qualifications for Federal civilian employment,
military service, Federal contracts, or access to classified
information, but only to the extent that the disclosure of such
material would reveal the identity of a source who furnished
information to the Government under an express promise that the
identity of the source would be held in confidence, or, prior to the
effective date of the act, under an implied promise that the identity
of the source would be held in confidence.
This system has been exempted to maintain the efficacy and integrity
of lawful investigations conducted pursuant to the Office of Inspector
General's law enforcement responsibilities and responsibilities in the
areas of Federal employment, Government contracts, and access to
security classified information.
GSA/OEA-1 1-23-00-0103
System name:
Records of Defunct Agencies.
System location:
The system of records is located in the GSA regional office building,
7th & D Streets, SW., Washington, DC 20407, and at the GSA National
Payroll Center, Kansas City, MO 64131.
Categories of individuals covered by the system:
Employees of defunct agencies, including but no limited to,
presidential commissions, committees, small agencies, and boards,
whose records the GSA services under a reimbursable agreement.
Categories of records in the system:
Payroll and financial records, including but not limited to, time and
attendance cards, payment vouchers, employee health benefit records,
requests for deductions, tax forms, including W-2 forms, overtime
requests, leave data, retirement records, and vendor register and
payment tapes.
Authority for maintaining the system:
The Money and Finance Act, 31 U.S.C. 1535, 1536, and 3324, and the
Federal Property and Administrative Services Act of 1949, 63 Stat.
377.
Routine uses of the records in the system, including categories of users
and the purposes of such uses:
The GSA uses the records for concluding the administrative operations
of the defunct agency. Routine uses include providing a copy of an
employee's Department of the Treasury Form W-2, and Wage and Tax
Statement, to the State, city, or other local jurisdiction that has
authority to tax the employee's pay. The agency also provides a record
under a withholding agreement between a State, city, or other
jurisdiction and the Department of the Treasury under 5 U.S.C. 5516,
5517, and 5520, or in response to the written request of an authorized
official of the taxing jurisdiction to the Regional Administrator,
General Services Administration (6A), 1500 East Bannister Road, Kansas
City, MO 64131. The request must include a copy of the statute or
ordinance showing the authority of the jurisdiction to tax the
employee based on place of residence, place of employment, or both.
Under a withholding agreement between a city and the Department of the
Treasury (5 U.S.C. 5520), the GSA furnishes copies of executed city
tax withholding certificates to the city in response to a written
request from the proper city official to the GSA official named in the
paragraph above.
Records are also released to the General Accounting Office for audits
and to the Internal Revenue Service for use in investigations.
Additional routine uses are:
A. To disclose a record to the appropriate Federal, State, or local
agency responsible for investigating, prosecuting, enforcing, or
implementing a statute, rule, or regulation, or order, where the GSA
becomes aware of an indication of a violation, or potential violation
of a civil or criminal law or regulation.
b. To disclose a record to a Federal, State, or local agency
maintaining civil, criminal, or related enforcement information or
information, such as licenses, when needed to make a decision on
hiring or retaining an employee, issuing a security clearance, letting
a contract, or issuing a license, grant, or other benefit.
c. To disclose a record to an authorized appeal or grievance examiner,
formal complaints examiner, equal employment opportunity investigator,
arbitrator, or other authorized official engaged in investigating or
settling a grievance, complaint, or appeal filed by an employee.
d. To disclose a record to a congressional office in response to an
inquiry of that office made at the request of the subject of the
record.
e. To disclose a record to the Office of Management and Budget for
reviewing private relief legislation at any stage of the legislative
clearance process.
f. To disclose a record to (1) an expert, consultant, or contractor of
the GSA as needed to further the performance of a Federal duty and (2)
a physician to conduct a fitness-for-duty examination of a GSA officer
or employee.
g. To disclose a record to the OPM concerning pay, benefits,
retirement deductions, and other information needed under that
agency's responsibility to evaluate Federal personnel management.
To the extent that official personnel records in the GSA's custody are
covered within systems of records published by the OPM as
Governmentwide records, the records are considered part of the
Governmentwide system. Other personnel records covered by notices
published by the GSA and considered to be separate systems of records
may be transferred to the OPM under personnel programs as a routine
use.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records are in file folders and card files. Microfilm records
are on reels and in cabinets. Magnetic tapes and cards are in cabinets
and storage libraries. Electronic records are stored in computers and
attached equipment.
Retrievability:
Payroll records are retrievable by social security number and other
records by name.
Safeguards:
When not in use by an authorized person, the records are stored in
locked metal containers or in secured rooms.
Retention and disposal:
The Division Director of the Agency Liaison Division disposes of the
records as scheduled in the handbook, GSA Records Maintenance and
Disposition System (OAD P 1820.2).
System manager(s) and address:
The system manager is the Director, Agency Liaison Division (WB-E),
General Services Administration, 7th & D Streets, SW., Washington, DC
20407.
Notification procedure:
Requests to review or receive a copy of a record should be sent to the
system manager named above.
Record access procedures:
See 41 CFR part 105-64, published in the Federal Register, for the
procedures. Address your written request to review or copy records to
the system manager, with the words ``Privacy Act Request'' written on
the the letter and on the envelope.
Contesting record procedures:
See 41 CFR part 105-64.
Record source categories:
When it shuts down, the agency that the GSA services publishes a
notice in the Federal Register transferring administrative
responsibility for the records to the GSA.
GSA/OGC 2 (23-00-0040)
System name: Attorney Placement, GSA/OGC. This notice covers six
unique systems of records of related subject matter.
System location: Each system is located in one of the following six
offices; the supervisor in each of these six offices is the official
who sets policies and procedures for the records in his or her own
office; the General Counsel, L, and the Office of the Regional
Counsels, Regions 1, 2, 5, 6, and 7. See appendix following notice
OGC 6 for addresses.
Categories of individuals covered by the system: Each of the six systems
covers attorneys and law students applying for employment.
Categories of records in the system: Each of the six systems covers
qualifications of applicants for legal positions; the General
Counsel, L, and the Regional Counsels for Regions 1, 2, 5, 6, and 7
and other authorized OGC employees use the records in their
respective offices to fill vacancies and new positions with
qualified applicants.
Authority for maintenance of the system: Each of the six systems is
authorized by 5 U.S.C. 3101 and the Federal Property and
Administrative Service Act of 1949 as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, D, E, and G, described in the appendix following the GSA
notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: Manual by name.
Safeguards: File folders are kept in guarded buildings and released only
to authorized persons.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
18202.2).
System manager(s) and address: The system managers for the six systems
are respectively: General Counsel, L; and Regional Counsels, Region
1, 2, 5, 6, and 7 for records within their offices. See appendix
following notice OGC 6 for addresses.
Notification procedure: GSA notification procedures are contained in 41
CFR part 105-64.
Record access procedures: GSA procedures for record access are contained
in 41 CFR part 105-64.
Contesting record procedures: GSA rules for contesting records are
contained in 41 CFR part 105-64.
Record source categories: Information in each of the six systems comes
from one of the following sources: Applicants, placement offices,
and interviewers.
GSA/OGC 4 (23-00-0042)
System name: General Law Files, GSA/OGC. This notice covers 22
unique systems of records involving related subject matter.
System location: The General Law Files of OGC are divided into 22 unique
systems of related subject matter. Each system is located in one of
the following 22 offices; the supervisor in each of these 22 offices
is the official who sets policies and procedures for the records in
his own office: L, LL, LB, LC, LE, LF, LM, LP, LR, LT, LX, and
office of the Regional Counsels, Regions 1-10 and the National
Capital Region, for records in their respective offices. See
appendix following notice OGC 6 for addresses.
For information on the location of specific law files contact L at the
address listed in the appendix.
Categories of individuals covered by the system: Each of the 22 systems
covers one or more of the following categories of individuals:
GSA employees, past and present; other agency employees, members of
the public (including individuals, corporations, and firms); witnesses
in regulatory proceedings; persons who have made Freedom of
Information and Privacy Act requests and persons about whom such
requests have been made; persons pursuing tort claims or involved in
litigation with GSA; and grievances under collective bargaining
agreement appellants.
Categories of records in the system: Each of the 22 systems covers one
or more of the following categories of records: Among other data,
name of individual; position description; grade; salary; SSN; work
history; complaint; history of the case; applicable law; working
papers of attorney; testimony of witnesses; background investigation
materials; records subject to complaint, request, or litigation;
correspondence; damage reports; contracts; accident reports; GSA
Form 1593; SF 91; SF 91A; SF 92; pleadings; affidavits; credit
ratings; medical diagnoses and prognoses; doctor's bills; estimates
of repair costs; invoices; litigation reports; and financial data.
Records are used to give general legal advice, as requested,
throughout GSA, and to prepare attorneys for hearings and trials, to
reference past actions, and to maintain internal statistics.
Authority for maintenance of the system: Each of the 22 systems is
authorized by one or more of the following statutes or Executive
Orders:
Federal Property and Administrative Services Act of 1949, 63 Stat. 377
as amended; Freedom of Information Act, 5 U.S.C. 552 as amended; the
Privacy Act of 1974, 5 U.S.C. 552a; 5 U.S.C., Part II (Civil Service
Commission); 5 U.S.C., Chap. 33 (examination, selection and
placement); Equal Employment Opportunity Act of 1972, 86 Stat. 103, 5
U.S.C. 5108, 5314-5316 and 42 U.S.C. 20003, et seq.; 5 U.S.C. 7151-
7154 (antidiscrimination in employment); 5 U.S.C. 7301 (regulation of
conduct); 5 U.S.C. 7501, note (adverse actions); 5 U.S.C., Chapter 77
(appeals); title 11 U.S.C. (bankruptcy); Federal Tort Claims Act, 28
U.S.C. 1291, 1346(b)(c), 1402(b), 1504, 2110, 2401(b), 2402, 2411(b),
2412(c), 2671-2680; 1 Stat. 515, 676, 31 U.S.C. 191 (debts owed by or
due to U.S.); Federal Claims Collection Act of 1972, 80 Stat. 308-309;
31 U.S.C. 951-953, 78 Stat. 767, 768, 79 Stat. 789, 82 Stat. 998, 84
Stat. 412, 86 Stat. 491, 31 U.S.C. 240-243 (settlement of claims);
E.O. 6166 Reorganization of Executive Agencies; E.O. 10577, Amending
the Civil Service Rules and Authorizing a new Appointment System for
the Competitive Service; E.O. 11491, Labor-Management Relations in the
Federal Service; E.O. 11787, Revoking Executive Order 10987, Relating
to Agency Systems for Appeals from Adverse Actions.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information may be released
to the Department of Justice in review, settlement, defense, and
prosecution of claims, complaints, and law suits involving
contracts, torts, debts, bankruptcy, personnel adverse action, EEO,
unit determination, unfair labor practices, and Freedom of
Information and Privacy Act requests. The routine use statements A,
B, C, D, E, and G, described in the appendix following the GSA
notices, also apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: Manual, by name.
Safeguards: Records are stored in secured buildings; available to
authorized persons only.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The system managers for the 22 systems
are respectively:
General Counsel, L; Deputy General Counsel for Law, LL; Assistant
General Counsels, LB, LC, LE, LF, LM, LP, LR, LT, LX and regional
Counsels for Regions 1-10 and the National Capital Region. See
appendix following notice OGC 6 for addresses.
Notification procedure: GSA notification procedures are contained in 41
CFR part 105-64.
Record access procedures: GSA procedures for record access are contained
in 41 CFR part 105-64.
Contesting record procedures: GSA rules for record access are contained
in 41 CFR part 105-64.
Record source categories: Information in each of the 22 systems comes
from one or more of the following sources: Federal employees and
private parties involved in tort, contracts, personnel actions,
unfair labor practices, and debts concerning the Federal Government;
general law texts and sources; Dun and Bradstreet and other sources
of financial information; law enforcement officers; witnesses; and
others.
GSA/OGC 6 (23-00-0044)
System name: Potential Employees Referrals.
System location: LC. See appendix following notice GSA/OGC 6 for
address.
Categories of individuals covered by the system: Applicants for
employment at GSA.
Categories of records in the system: Resumes, applications,
recommendations, and replies, previous work history, reference
checks, and notes. Used inside the agency in connection with
litigation and hearings.
Authority for maintenance of the system: Civil Service Rule 5, 5 CFR
5.1-5.4.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, D, E, and G, described in the appendix following the GSA
notices, apply to this system of records. Also may be transferred to
OPM, outside counsel, and respondents in connection with ongoing
litigation and hearings.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: Manually, by name.
Safeguards: Stored in locked room in guarded building, accessible to
authorized persons only.
Retention and disposal: At the termination of all litigation and
hearings relevant to the records, records will be integrated into
individual Official Personnel Folders, to the extent possible. The
remaining records will be disposed of in accordance with normal
procedures.
System manager(s) and address: Assistant General Counsel, LC. See
appendix following notice GSA/OGC 6 for address.
Notification procedure: GSA notification procedures are contained in 41
CFR part 105-64.
Record access procedures: GSA procedures for record access are contained
in 41 CFR part 105-64.
Contesting record procedures: GSA rules for contesting records are
contained in 41 CFR part 105-64.
Record source categories: GSA Personnel Office, the individual, persons
who provided reference, former employees, and GSA employees involved
in personnel work.
Appendix- GSA/OGC Address of Locations
Office of General Counsel, Central Office Divisions located at the
General Services Building, 18th and F Sts. NW, Washington, DC 20405.
Business hours are 8-4:30 EST.
L--General Counsel, (202) 566-1200.
LL--Deputy General Counsel for Law, (202) 566-0050.
LA--Administrative Officer, (202) 566-0681.
LB--Assistant General Counsel, Public Buildings Division, (202) 566-
0500.
LC--Assistant General Counsel Claims and Litigation Division (202)
566-1594.
LE--Assistant General Counsel Preparedness and Policy Division (202)
566-0528.
LM--Assistant General Counsel Labor Law Division (202) 566-1146.
LR--Assistant General Counsel Administration and Records Division
(202) 566-1460.
LT--Assistant General Counsel Regulatory Law Division (202) 566-0750.
LX--Assistant General Counsel Automated Data and Telecommunications
Division (202) 566-1156.
Office of General Counsel, Central Office Division (Transportation
Audit), located at 425 I Street NW, Washington, DC 20406. Business
hours are 7:45-4;15 EST.
LF--Assistant General Counsel Transportation Audit Division (202) 275-
6101
Office of General Counsel, Central Office Division (Procurement),
located at Crystal Mall, Building 4, Room 819, Washington, DC 20406.
Business hours are 7:45-4:15 EST.
LP--Assistant General Counsel, Procurement Division, (202) 557-8417.
Office of General Counsel, Regional Offices located at National
Capital Region--GSA Regional Counsel, 7th and D Streets SW,
Washington, DC 20407, (202) 472-1809, 8:15-4:45 EST.
Region 1--GSA Regional Counsel, J. W. McCormack Post Office and
Courthouse, Boston, MA 02109, (617) 223-2621, 8:20-4:50 EST.
Region 2--GSA Regional Counsel, 26 Federal Plaza, New York, NY 10007.
Region 3--GSA Regional Counsel, 9th and Market Sts., Rm. 5214,
Philadelphia, PA 19107, Area Code 215-597-1319, 8-4:30 EST.
Region 4--GSA Regional Counsel, 75 Spring St. SW, Atlanta, GA 30303,
(404) 221-5105, 8-4:30 EST.
Region 5--GSA Regional Counsel, 230 S. Dearborn Street, Chicago, IL
60604, (312) 353-5392, 8:30-5:00 CST.
Region 6--GSA Regional Counsel, 1500 E. Bannister Road, Kansas City,
MO 64131, (816) 926-7212, 8-4:30 CST.
Region 7--GSA Regional Counsel, 819 Taylor Street, Fort Worth, TX
76102, (817) 334-2325, 7:45-4:15 CST.
Region 8--GSA Regional Counsel, Building 41, Denver Federal Center,
Denver, CO 80225, (303) 234-3813, 7:30-4:00 MST.
Region 9--GSA Regional Counsel, 525 Market Street, San Francisco, CA
94105, (415) 556-3963, 7:45-4:15 PST.
Region 10--GSA Regional Counsel, GSA Center, Auburn, WA 98002, (206)
833-5225, 7:30-4:00 PST.
GSA/REGADM 3 (23-00-0070)
System name: Biographical Sketches.
System location: This system is located in the offices of the Regional
Administrators at the addresses listed below:
GSA National Capitol Region, Office of the Regional Administrator
(WA), 7th and D Streets SW, Washington, DC 20407.
GSA Region 4, Office of the Regional Administrator (4A), 75 Spring St.
SW, Atlanta, GA 30303.
GSA Region 6, Office of the Regional Administrator (6A), 1500 East
Bannister Road, Kansas City, MO 64131.
Region 7, Fort Worth Business Service Center (7X), 819 Taylor Street,
Fort Worth, TX 76102.
GSA Region 8, Office of the Regional Administrator (8A), Building 41,
Denver Federal Center, Denver, CO 80225.
GSA Region 9, Office of the Regional Administrator (9A), 525 Market
Street, San Francisco, CA 94105.
GSA Region 10, Office of the Regional Administrator (10A), GSA Center,
Auburn, WA 98002.
Categories of individuals covered by the system: Individuals include GSA
and other Federal government officials.
Categories of records in the system: Records consist of biographical
sketches of GSA and other Federal government officials. Records are
used by the Regional Administrator and his or her staff for the
purpose of preparing introductions for GSA and other Federal
government officials for speeches, and public relations.
Authority for maintenance of the system: Title 5, U.S.C. Section 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, D, and E, described in the appendix following the GSA
notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by name.
Safeguards: Access limited to official use only on a need-to-know basis.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The officials responsible for the system
of records are the Regional Administrators at the addresses listed
above.
Notification procedure: Information may be obtained from the Regional
Administrators at the addresses listed above.
Record access procedures: Requests to access records may be directed to
the Regional Administrators at the addresses listed above, in
accordance with the GSA rules as promulgated in 41 CFR part 105-64,
published in the Federal Register.
Contesting record procedures: GSA rules for access to systems of
records, contesting the contents of a system of records and
appealing initial determinations are promulgated in 41 CFR part 105-
64, published in the Federal Register.
Record source categories: Public information, the individuals
themselves, or news releases.
GSA/REGADM 4 (23-00-0071)
System name: Official Correspondence Files.
System location: The system is located in the offices to the Regional
Administrators listed below:
GSA Region 4, Office of Regional Administrator (4A), 75 Spring St. SW,
Atlanta, GA 30303.
GSA Region 6, Office of the Regional Administrator (6A), 1500 East
Bannister Road, Kansas City, MO 64131.
GSA Region 7, Office of the Regional Administrator (7A), 819 Taylor
Street, Fort Worth, TX 76102.
GSA Region 8, Office of the Regional Administrator (8A), Building 41,
Denver Federal Center, Denver, CO 80225.
GSA Region 9, Office of the Regional Administrator (9A), 525 Market
Street, San Francisco, CA 94105.
GSA Region 10, Office of the Regional Administrator (10A), GSA Center,
Auburn, WA 98002.
Categories of individuals covered by the system: Individuals include
those corresponding with the Regional Administrators regarding
savings bond campaigns, employees receiving letters of appreciation
and commendation, members of Congress, mayors and their staffs, and
other individuals.
Categories of records in the system: Records consist of incoming
correspondence, background material, and outgoing correspondence to
individuals described in the system. The system is used as a record
of correspondence received by the offices of the Regional
Administrators and as a reference in preparing and replying to
immediate and future correspondence.
Authority for maintenance of the system: Title 5, U.S.C. Section 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, E, and G, described in the appendix following the GSA
notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by name of the individual or firm.
Safeguards: Access limited to Regional Administrator and staff for
official use only on a need-to-know basis.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The officials responsible for the system
of records are the Regional Administrators at the addresses listed
above.
Notification procedure: Information may be obtained from the Regional
Administrators at the addresses listed above.
Record access procedures: Requests to access records may be directed to
the Regional Administrators at the addresses listed above, in
accordance with the GSA rules as promulgated in 41 CFR part 105-64,
published in the Federal Register.
Contesting record procedures: GSA rules for access to systems of
records, contesting the contents of a system of records, and
appealing initial determinations are promulgated in 41 CFR part 105-
64, published in the Federal Register.
Record source categories: The actual correspondence and agency records.
GSA/REGADM-6 (23-00-0102)
System name: Ridesharing System.
System location: The system is located in the following regional
offices:
GSA National Capital Region: Public Buildings Service (WP), GSA
Regional Office Building, 7th and D Sts. SW, Washington, DC 20407.
GSA Region 1: Transportation and Public Utilities Service, Motor
Equipment Division (1TM), John W. McCormack Post Office and
Courthouse, Boston, MA 02109.
GSA Region 2: Transportation and Public Utilities Service,
Transportation and Travel Management Division (2TT), 26 Federal Plaza,
New York, NY 10007.
GSA Region 3: Federal Supply Service, Office of Personal Property,
Motor Equipment Division (3FM), Ninth and Market Streets,
Philadelphia, PA 19107.
GSA Region 4: Transportation and Public Utilities Service, Motor
Equipment Division (4TM), Richard B. Russell Federal Building, 75
Spring St. SW, Atlanta, GA 30303.
GSA Region 5: Transportation and Public Utilities Service, Motor
Equipment Division (5TM), Federal Building, 230 S. Dearborn Street,
Chicago, IL 60604.
GSA Region 6: Administrative Services Division (6BR), GSA Regional
Office Building, 1500 East Bannister Road, Kansas City, MO 64131.
GSA Region 7: Transportation and Public Utilities Service, Motor
Equipment Division (7TM), 819 Taylor Street, Fort Worth, TX 76102.
GSA Region 8: Administrative Services Division (8BR), GSA Regional
Office Building, Building 41, Denver Federal Center, Denver, CO 80225.
GSA Region 9: Transportation and Public Utilities Service,
Transportation and Travel Management Division (9TT), 525 Market
Street, San Francisco, CA 94105.
GSA Region 10: Transportation and Public Utilities Service (10T), GSA
Center, Auburn, Washington 98002.
Categories of individuals covered by the system: Employees who
voluntarily participate in the program.
Categories of records in the system: As used in this system notice, the
term ``ridesharing'' includes carpool and vanpool. The system
contains ridesharing applications which may include the applicants
name, home address, and business address and telephone number;
individual lists which may include names and business information;
and master lists which may incude all of the information solicited.
Authority for maintenance of the system: Federal Property and
Administrative Services Act of 1949, as amended and Air Pollution
Prevention and Control Act, 42 U.S.C., Chap. 15B.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: a. Ridesharing (except for
vanpools). GSA receives ridesharing applications from GSA employees
or from another Federal agency for non-GSA employees. GSA, with one
exception, transfers the applications without processing to the
local Council of Government (COG) activity. COG processes the
applications through their computer. The exception, Region 6,
completes both the initial processing and the computer processing
in-house. Computerized individual lists and master lists are
prepared showing compatible ridesharing applicants. The individual
lists are sent from COG, through GSA, to employer agencies for
distribution to the participating employees or mailed by COG
directly to the applicant. Master lists are retained by GSA and/or
COG.
b. Vanpool. The GSA regional offices provide the main coordinators for
the vanpooling program. Vanpool applications are collected by a
coordinator for each agency located on or near the GSA regional
activity. Each coordinator sends the applications to GSA. GSA manually
processes these applications and returns a list of compatible
vanpoolers to the agency coordinator, who keeps a master listing for
their agency and sends the listing on to the applicant. GSA maintains
a master listing of all agencies' applicants.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Ridesharing applications are on paper forms. Individual and
master ridesharing lists are in the form of computer printouts and/
or typed pages.
Retrievability: Individual printouts and applications are filed by name
or zip code. Master lists are organized alphabetically by name and
by location of home address or by zip code.
Safeguards: Applications and master lists are filed in lockable files.
Retention and disposal: Except for vanpool applications, ridesharing
applications are transferred upon receipt to COG, where applicable,
and destroyed upon transcription to machine storage. Master lists
are destroyed upon receipt of updated lists. Individual vanpool
applications are retained until applicant has joined a vanpool or
until applicant indicates no further interest in vanpooling. At this
time, the application is destroyed. Master lists are constantly
being purged.
System manager(s) and address: The following officials are responsible
for the applicable regional system:
GSA National Capital Region: Assistant Regional Administrator, Public
Buildings Service (WP), GSA Regional Office Building, 7th and D Sts.
SW, Washington, DC 20407.
GSA Region 1: Energy Transportation Coordinator, Motor Equipment
Division, Transportation and Public Utilities Service (1TM), John W.
McCormack Post Office and Courthouse, Boston, MA 02109.
GSA Region 2: Director, Transportation and Travel Management Division,
Transportation and Public Utilities Service (2TT), 26 Federal Plaza,
New York, NY 10007.
GSA Region 3: Director, Motor Equipment Division, Office of Personal
Property (3FM), Ninth and Market Streets, Philadelphia, PA 19107.
GSA Region 4: Chief, Management Services Branch, Motor Equipment
Division, Transportation and Public Utilities Service (4TMM), Richard
B. Russell Federal Building, 75 Spring Street, SW, Atlanta, GA 30303.
GSA Region 5: Chief, Management Services Branch, Motor Equipment
Division, Transportation and Public Utilities Service (5TMM), Federal
Building, 230 S. Dearborn Street, Chicago, IL 60604.
GSA Region 6: Chief, Office Services Branch, Administrative Services
Division, Office of Administration (6BRO), GSA Regional Office
Building, 1500 East Bannister Road, Kansas City, MO 64131.
GSA Region 7: Director, Motor Equipment Division, Transportation and
Public Utilities Service (7TM), 819 Taylor Street, Fort Worth, TX
76102.
GSA Region 8: Chief, Office Services Branch, Administrative Services
Division, Office of Administration (8BRO), GSA Regional Office
Building, Building 41, Denver Federal Center, Denver, CO 80225.
GSA Region 9: Energy Transportation Coordinator, Transportation and
Travel Management Division, Transportation and Public Utilities
Service (9TT), 525 Market Street, San Francisco, CA 94105.
GSA Region 10: Assistant Regional Administrator, Transportation and
Public Utilities Service (10T), GSA Center, Auburn, Washington 98002.
Notification procedure: Inquiries by individuals as to whether the
system contains a record pertaining to themselves should be
addressed to the system manager.
Record access procedures: Requests from individuals for access to
records should be addressed to the system manager and should include
full name and address.
Contesting record procedures: GSA rules for contesting the contents of
the records and for appealing initial determinations are promulgated
in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Federal employees who desire to avail
themselves of the benefits of the ridesharing program.
GSA/PBS-3
System name: Incident Reporting, Investigation, Contingency
Planning/Analysis, and Security Case Files.
System location: This system of records is located in the General
Services Administration in the Office of Physical Security and Law
Enforcement and the regional offices of the Federal Protective
Service Divisions at the listed addresses following this notice.
Categories of individuals covered by the system: a. Persons who were
the source of (1) initial complaint and (2) an allegation that a
crime took place.
b. Witnesses having information or evidence about any aspect of an
investigation;
c. Persons who are, or who may become, suspects in an investigation of
criminal activity;
d. Subjects of investigations on noncriminal matters;
e. Employees of GSA contractors performing contract services in
buildings and areas under GSA jurisdiction;
f. Individuals involved with the provision to children under the age
of 18 of child care services in facilities operated by the Federal
Government;
g. Current and former applicants for the position of Federal
Protective Officer;
h. Individuals associated with terrorists or terrorist groups and
activities and names of regional and nationwide terrorist
organizations; and
i. Sources of information and evidence vital to the outcome of
administrative procedures and civil and criminal cases.
Note: The identity of these individuals and the subject matter they
contribute are confidential.
Categories of records in the system: Records include:
a. Preliminary and other reports of criminal investigations from the
opening of a case until it is closed. These records are instituted and
maintained at varying points in the process. The processes of criminal
justice and civil or administrative remedies require their partial or
total disclosure.
b. Security files. These records contain information such as name,
date and place of birth, address, Social Security Number, education,
occupation, experience, and investigatory material.
c. Contingency Planning/Analysis files. These records contain
information such as name and other identifying information and
investigatory material on an individual associated with terrorists or
terrorist groups and activities.
They also contain information about regional and nationwide terrorist
organizations and their effects on security of GSA-owned or -
controlled facilities.
d. Intelligence briefs; tactical, operational and strategic
information reports; regional and nationwide contingency analyses;
contingency action plans; and patterns and trends of potential or
actual terrorist groups, or other activities that could disrupt the
orderly operation of GSA-owned or -controlled facilities.
Authority for maintenance of the system: Executive Order 10450, April
27, 1953, as amended; Executive Order 12065, June 28, 1978; 31
U.S.C. 1535; and 40 U.S.C. 318(a) through 318d; 42 U.S.C. 13041.
Purpose(s): To assemble in one system information on (1) preliminary and
other criminal investigation reports that are used to enforce
criminal law and rules and regulations for punitive action; to
prevent, control, or reduce crime and apprehend criminals; and for
correction, probation and pardon, and parole and parole activities;
(2) security files that are used as a basis for suitability
decisions for GSA contract personnel and for individuals involved
with the provision to children under the age of 18 of child care
services in facilities operated by the Federal government or for the
Federal government by contractors; and (3) contingency action plans
that provide patterns and trends of potential or actual terrorist
group activities or other activities that could disrupt orderly
operation of GSA-owned or -controlled facilities.
Routine uses of records maintained in the system, including categories
of users and the purposes of such use:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the agencies
become aware of a violation or potential violation of civil or
criminal law or regulation.
b. To disclose information to a Member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made at the request of that individual.
c. To disclose information to a Federal, State, or local agency
keeping civil, criminal, enforcement, or other information to get
information relevant in making a decision on hiring or retaining an
employee; issuing a security clearance; letting a contract; or issuing
a license, grant, or other benefit.
d. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is relevant and necessary
for a decision.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative or other official engaged in
investigating or settling a grievance, complaint, or appeal filed by
an employee.
f. To disclose information to the Office of Personnel Management under
the agency's responsibility for evaluating Federal personnel
management.
g. To disclose information to various bureaus and divisions of
Department of Justice that have primary jurisdiction over subject
matters and locations which the Office of Physical Security and Law
Enforcement shares.
h. To disclose information to subdivisions of the Department of
Justice that have responsibility for prosecuting criminal cases and
pursuing civil cases arising from authorized activities of the Office
of Physical Security and Law Enforcement.
i. To disclose information to law enforcement agencies which have
lawfully participated in an investigation jointly conducted with the
Office of Physical Security and Law Enforcement.
j. To disclose information to the Department of Justice when the
agency, and agency employee, or the United States is party to or has
interest in litigation, and using the records is relevant and
necessary and compatible with the purpose of collecting the
information.
k. To disclose information to a court or adjudicative body when the
agency, any agency employee, or United States is party to or has
interest in litigation, and using the records is relevant and
necessary and compatible with the purpose of collecting the
information.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file folders, card files and cabinets;
magnetic tapes and cards in cabinets and storage libraries; and
computer records within a computer and attached equipment.
Retrievability: Filed by name, file number, case number, incident and
location, and type of incident.
Safeguards: Records stored in lockable containers with built-in 3
position dial type combination safe locks and in secured rooms.
Magnetic tapes which store unclassified records protected by
password system.
Retention and disposal: Disposal of records is described in the HB, GSA
Records Maintenance and Disposition System (OAD P 1820.2).
System manager and address: Assistant Commissioner, Office of Physical
Security and Law Enforcement (PS), Public Building Service, General
Services Administration, 18th and F Streets, NW, Washington, DC
20405.
Notification procedure: Inquiries from individuals should be addressed
to the system manager.
Record access procedures: Requests from individuals should be addressed
to the system manager. Individuals must furnish their full name,
Social Security number, address, and telephone number. For
identification requirements, refer to the agency regulations
outlined in 41 CFR part 105-64 of the Code of Federal Regulations.
Contesting record procedures: General Services Administration rules for
contesting the contents and appealing initial decisions are issued
in 41 CFR part 105-64.
Record source categories: Investigations, informants, witnesses,
official records, investigative leads, statements, depositions,
business records, or any other information source available to the
Office of Physical Security and Law Enforcement.
Systems exempted from certain provisions of the act: Under 5 U.S.C.
552a(j), the criminal investigation case files and contingency
planning/analysis files in this system of records are exempt from
all provisions of the Privacy Act of 1974 with the exception of
subsection (b); (c) (1) and (2); (e)(4) (A) through (F); (e) (6),
(7), (9), (10), (11), and (i) of the act. Under 5 U.S.C. 552a(k),
the general investigation and security files in this system of
records are exempt from subsections (c)(3); (d); (e)(i); (e)(4) (G),
(H), and (I); and (f) of the Privacy Act of 1974.
Appendix- GSA/PBS Addresses of Location
Regional Offices
Region 1, 840 John W. McCormack Post Office and Courthouse, Boston, MA
02109.
Region 2, 26 Federal Plaza, Room 2836, New York, NY 10007.
Region 3, Regional Office Building, 9th and Market Streets,
Philadelphia, PA 19107.
Region 4, 75 Spring Street SW, Atlanta, GA 30303.
Region 5, John C. Kluczynski Federal Building, 230 South Dearborn
Street, Chicago, IL 60604.
Region 6, Federal Building, 1500 East Bannister Road, Kansas City,
Missouri 64131.
Region 7, 819 Taylor Street, Fort Worth, TX 76102.
Region 8, Building 41, Denver Federal Center, Denver, CO 80225.
Region 9, 525 Market Street, San Francisco, CA 94105.
Region 10, GSA Center, Auburn, Washington 98002.
National Capital Region, 7th and D Streets, SW, Washington, DC 20407.
Region 1
Area Office and Address
J. W. McCormack, Post Office and Courthouse, Rm. 501, Boston, MA
02109.
Field Offices and Addresses
John Fitzgerald Kennedy, Federal Building Field Office, Rm. E131,
Government Center, Boston, MA 02203.
John W. McCormack, Post Office & Courthouse Field Office, Rm. 903,
Post Office Square, Boston, MA 02109.
John F. Kennedy Library, South Shore Field Office--5th Floor, Columbia
Point, Dorchester, MA 02125.
Area Office and Address
Manchester, 728 Norris Cotton Federal Building, 275 Chestnut Street,
Manchester, NH 03103.
Field Office and Addresses
Andover, PO Box 521, Andover, MA 01810.
Augusta, Rm. 101E, Federal Building & Post Office, 40 Western Avenue,
Augusta, ME 04330.
Burlington, Rm. 607, Federal Building, Burlington, VT 05401.
Manchester, Rm. 722, Norris Cotton Federal Building, 725 Chestnut
Street, Manchester, NH 03103.
Area Offices and Addresses
Providence, Rm. 240, Federal Building, Post Office, Exchange Terrace,
Providence, RI 02903.
Field Offices and Addresses
Hartford, Rm. 403, Federal Building, 450 Main Street, Hartford, Ct
06103.
New Haven, 150 Court Street, Rm. 107, New Haven, CT 06510.
Providence, Rm. 239, Federal Building, Post Office, Exchange Terrace,
Providence, RI 02903.
Worchester, Rm. 400, Federal Building, Courthouse, 595 Main Street,
Worchester, MA 01608.
Region 2
Area Office and Address,
Albany, Rm. 929, Federal Building, Clinton Ave. & N. Pearl St.,
Albany, NY 12207.
Field Offices & Addresses
Albany, Rm. 213, Post Office & Courthouse, Albany, NY 12201.
Plattsburg, Federal Building, Plattsburg, NY 12901.
Scotia, Bldg. 12, GSA Scotia Depot, Scotia, NY 12302.
Area Office and Address
Brooklyn, Building 245, Mezzine, Raritan Depot, Edison, NJ 08817.
Field Offices and Addresses
Airport, Rm. 101, Federal Building, JFK International Airport,
Jamaica, NY 11430.
Belle Mead, GSA Belle Mead Depot, Belle Mead, NY 08502.
Brookhaven, Bldg. 1, IRS Center, 1040 Waverly Avenue, Holtsville, NY
11742.
Brooklyn, Rm. 327D, Federal Building and Courthouse, 225 Cadman Plaza
East, Brooklyn, NY 11201
Field Offices and Addresses
Newark, Rm. 135, Federal Building, 970 Broad Street, Newark, NJ 07102.
Trenton, Rm. 207, Post Office and Courthouse, Trenton, NJ 08608.
Area Office and Address
Buffalo, Rm. 618, Federal Building, 111 W. Huron Street, Buffalo, NY
14202.
Field Offices and Addresses
Buffalo, Rm. 30, Federal Building, 111 W. Huron Street, Buffalo, NY
13901.
Binghamton, Rm. 200, Administration Building, GSA Depot, Hoyt Avenue,
Binghamton, NY 13901.
Rochester, Rm. 309, Federal Building and Courthouse, 100 State Street,
Rochester, NY 14614.
Area Office and Address
Manhatten, Rm. 2421, 26 Federal Plaza, New York City, NY 10007.
Field Offices and Addresses
Battery, Rm 881, 6 World Trade Center, New York City, NY 10048.
Federal Plaza, Rm. 309, Federal Building, 26 Federal Plaza, New York
City, NY 10007
Greater Manhattan, 5th Floor, 252-7th Avenue, New York City, NY 10001
Courthouse
U.S. Courthouse, 40 Foley Square, Rm. 104, New York City, NY 10007.
Area Office and Address
Puerto Rico, GSA, PO Box 3672, San Juan, PR 00904.
Field Office and Address
San Juan, GSA, PO Box 3672, San Juan, PR 00904.
NCR
Area Offices and Address
South, Rm. 1G-024, Forrestal Building, 1000 Independence Ave., SW.,
Washington, DC 20407
Field Offices and Addresses
Anacostia, Building 205 NYA, 2nd and M Streets, SE, Washington, DC
20407.
Central Support, 10 P Street, SW, Washington, DC 20407.
Forrestal, Rm. 1G-024, Forrestal Building, 1000 Independence Avenue,
SW, Washington, DC 20407.
Agriculture, Rm. 1509 South Agriculture Bldg., 14th and Independence
Avenue, SW, Washington, DC 20407.
HEW, Rm. 1264, HEW North Building, 330 Independence Avenue, SW,
Washington, DC 20407.
Southwest, Rm. L-100, 1900 Half St. SW, Washington, DC 20407.
Mall, Rm. 1102, GSA Regional Office Building, 7th and D Streets, SW,
Washington, DC 20407.
Suitland, Rm. 1037, Federal Building 3, Suitland, MD 20033.
Area Office and Address
White House, Rm. 44, EOB, 17th and Pennsylvania Ave., NW, Washington,
DC 21056.
West, Rm. 355, 2000 K St., NW, Washington, DC 20037.
Field Offices and Addresses
ERDA, Rm. G-075, ERDA Building, Germantown, MD 20407.
Commerce, Rm. 1036, Commerce Building, 14th and Constitution Ave., NW,
Washington, DC 20231.
Lafayette, Suite 700, 1612 K Street, NW, Washington, DC 20407.
Interior, Rm. 1332, Federal Building 9 1900 E Street, NW, Washington,
DC 20415.
Rock Creek, Rm. 101, Gelman Building, 2120 L Street, NW, Washington,
DC 20407.
State, Rm. 1481, State Building, 320 21st Street NW, Washington, DC
20520.
Veterans, Rm. 120, Veterans Building, 810 Vermont Ave. NW, Washington,
DC 20005.
Area Office and Address
Arlington, Rm. 1A-1063, Pentagon Building, Arlington, VA 20301.
Field Offices and Addresses
Alexandria, Rm 428, Hoffman 1, 2461 Eisenhower Avenue, Alexandria, VA.
Columbia Pike, Rm. 1032, Federal Building 2, Columbia Pike, Arlington,
VA 22202.
Jefferson Davis, Rm. 946, Crystal Plaza 6, 2221 Jefferson Davis
Highway, Arlington, VA 22202.
McLean, Rm. 1E-12, CIA Building, McLean, VA 20505.
Pentagon, Rm. 1A-325, Pentagon Building, Arlington, VA 20301.
Rosslyn, Rm. 126, Architect Building, 1400 Wilson Boulevard,
Arlington, VA 22209.
Area Office and Address
Heating Operation and Transmission Area, Rm. 600 ROB, 7th and D
Streets SW, Washington, DC 20407.
Field Offices and Addresses
District, 409 Old Jefferson Davis Highway, Arlington, VA 20301.
MD-VA, SE Pentagon, Clark Street, Arlington, VA 20301.
Technical, Rm. 600, ROB, 7th and D Streets, SW, Washington, DC 20407.
Area Office and Address
North, Rm. 1346, New Post Office Bldg., 12th and Pennsylvania Ave. NW,
Washington, DC 20407.
Field Offices and Addresses
GAO, Rm 1057, GAO Building, 441 G Street NW, Washington, DC 20407.
Hyattsville, Rm. 1010, 6525 Belcrest Road, Hyattsville, MD 20782.
Justice, Rm. 1B858, J. E. Hoover Bldg. NW, 935 Pennsylvania Ave.,
Washington, DC 20407.
Labor, Rm. S-1207, 3rd and Constitution Ave. NW, Washington, DC 20407.
Patrick Henry, Rm. 3326, 601 D Street NW, Washington, DC 20407.
Revenue, Rm. 1314, IRS Bldg. NW, Washington, DC 20407.
Region 3
Area Office and Address
Philadelphia, Rm. 9428, Federal Building, 600 Arch Street,
Philadelphia, PA 19106.
Field Offices and Addresses
E. Philadelphia, Rm. 1211, Federal Building, 600 Arch Street,
Philadelphia, PA 19106.
W. Philadelphia, 5000 Wissahickon Ave., Philadelphia, PA 19102.
Harrisburg, Rm. 863, Courthouse and Federal Building, 228 Walnut
Street, Harrisburg, PA 17108.
Pittsburgh, Room 2136, Federal Building, 1000 Liberty Avenue,
Pittsburgh, PA 15222.
Wilkes-Barre, Rm. 504, Wyoming Valley, Vets Building, 19 N. Main
Street, Wilkes-Barre, PA 18701.
Richmond, Federal Building, 400 North 8th Street, Richmond, VA 23240.
James River, Federal Building 2, 11th and Main Sts., Richmond, VA
23205.
Kanawha, Room 309, U.S. Post Office, 501 9th Street, Huntington, WV
25709.
Norfolk, Rm. 120, Bank of Virginia Building, 870 N. Military Highway,
Norfolk, VA 23502.
Parkersburg, Rm. 3321, Federal Building, Juliana and 5th Streets,
Parkersburg, WV 26101.
Charlottesville, Rm. 102, Federal Building, 220 7th Street NE,
Charlottesville, VA 22901.
Roanoke, Rm. 106, Federal Building, 210 Franklin Rd. SW., Elkins, WV
26241.
Area Office and Address
Baltimore, Rm. 1111, Garmat 3, Federal Building and Courthouse, 101 W.
Lombard St., Baltimore, MD 21201.
Field Offices and Addresses
Chesapeake, Rm. 315, Federal Building, 31 Hopkins Plaza, Baltimore, MD
21202.
Fort Meade, Rm. 9809, NSA Building, Fort Meade, MD 20755.
West Maryland, Rm. 1-J23, 6401 Security Blvd., Baltimore, MD 21235.
Woodlawn, 1 Rutherford Plaza, 7133 Rutherford Road, Baltimore, MD
21207.
Metro-West Field, 300 N. Greene Street, Baltimore, MD 21202.
Region 4
Field Office and Address
Atlanta, Federal Building, 272 Ivy Street NE, Atlanta, GA 30308.
Field Offices and Addresses
Birmingham, Rm. 428, Federal Building, 1800 5th Avenue N., Birmingham,
AL 35203.
Huntsville, Rm. 1E, 1600 Ballistic Missile Center, PO Box 1367, West
Station, Huntsville, AL 35807.
Jackson, Rm. 20, Post Office and Courthouse, 245 E. Capital Street, PO
Box 1250, Jackson, MS 39205.
Mobile, Rm. 407, Federal Building and Courthouse, Mobile, AL 36602.
Montgomery, Rm. 400, Post Office and Courthouse, Corner Church and Lee
Street, Montgomery, AL 36104.
Tupelo, Rm. 320, Federal Building and Post Office, 500 W. Main, PO Box
711, Tupelo, MS 38801.
Field Offices and Addresses
Ashville, Rm. 87, Federal Building, Battery Park Avenue, Ashville, NC
28801.
Charleston, Rm. 621, Federal Building, 334 Meeting Street, Charleston,
SC 29403.
Columbia, Strom Thurmond Federal Building, 1835 Assembly Street, Rm.
813, Columbia, SC 29201.
Raleigh, Rm. 520, Federal Building Post Office and Courthouse, 310 New
Bern Avenue, Raleigh, NC 27601.
Field Offices and Addresses
Jacksonville, Rm. 448, Federal Building, 400 W. Bay Street, PO Box
35005, Jacksonville, FL 32202.
Miami, Rm. 1517, Federal Building, 51 SW 1st Avenue, Miami, FL 33130.
Savannah, Rm. 232, Post Office and Courthouse, Bull and State Streets,
Savannah, GA 31402.
Tampa, Rm. 733, Federal Building, 500 Zack Street, Tampa, FL 33602.
Thomasville, Rm. 208, Federal Building, PO Box 1355, Broad and Monroe
Streets, Thomasville, GA 31792.
Field Offices and Addresses
Covington, Rm. 138, IRS Center, 4th and Russell Streets, Covington, KY
41011.
Louisville, Rm. 273, Federal Building, 600 Federal Place, Louisville,
KY 40202.
Memphis, Rm. 382, Clifford Davis, Federal Building, 167 N. Main
Street, Memphis, TN 38103.
Nashville, Rm. 117, Federal Building and Courthouse, 801 Broadway,
Nashville, TN 37203.
Oak Ridge, Rm. 1206, Federal Building, Administration Road, PO Box
3474, Oak Ridge, TN 37830.
Region 5
Field Offices and Addresses
LOOP, Rm. 286, Everett McKinley, Dirksen Building, 219 S. Dearborn,
Chicago, IL 60604.
Midwest, Rm. 2440, Everett McKinley Dirksen Building, 219 S. Dearborn,
Chicago, IL 60604.
Central, Rm. 292, Federal Building, 536 S. Clark Street, Chicago, IL
60605.
Indianapolis, Rm. 349, Federal Building and Courthouse, 46 E. Ohio
Street, Indianapolis, IN 46204.
Jeffersonville, Rm. 160, Federal Center, 1201 S. 10th Street,
Jeffersonville, IN 47130.
Akron, Federal Building and Courthouse, 2 S. Main St., Akron, OH
44308.
Cincinnati, Rm. 440, Post Office and Courthouse, 5th Main and Walnut
Streets, Cincinnati, OH 45202.
Cleveland, Rm. 227, Anthony J. Celebrezze Federal Building, 1240 E.
9th St., Cleveland, OH 44199.
Columbus, Rm. 445, Federal Building and Courthouse, 85 Marconi
Boulevard, Columbus, OH 43215.
Detroit, Rm. 1196, Patrick C. McNamara, Federal Building, 477
Michigan, Detroit, MI 48226.
Grand Rapids, Rm. 180, Gerald R. Ford Federal Building and Courthouse,
110 Michigan Street NW, Grand Rapids, MI 49502.
Battle Creek, Rm. 214, Federal Center, 74 N. Washington, Battle Creek,
MI 49017.
Twin Cities, Rm. 226, Federal Building, Ft. Snelling, Twin Cities, St.
Paul, MN 55111.
Milwaukee, Rm. 102, Federal Building and Courthouse, 517 E. Wisconsin
Avenue, Milwaukee, WI 53202.
Springfield, Rm. 1138, Federal Building and Courthouse, 600 E. Monroe
Street, Springfield, IL 62701.
Region 6
Area Office and Address
Missouri/Kansas (except metropolitan Kansas City and St. Louis),
Federal Building, U.S. Courthouse, 444 SE Quincy, Rm. 297, Topeka, KS
66683.
Field Office and Addresses
Columbia, Rm. 117, Federal Building, 608 E. Cherry Street, Columbia,
MO 65201.
Rolla, 1400 Independence Road, Mail Stop 113, Rolla, MO 64801.
Topeka, Federal Building, U.S. Courthouse, 444 SE Quincy, Rm. 297,
Topeka, Kansas 66683.
Wichita, U.S. Post Office and Courthouse, 401 N. Market St., Rm. 106,
Wichita, KS 64106.
Area Office and Address
Room 635, U.S. Court and Customhouse, 1114 Market Street, St. Louis,
MO 63102.
Field Offices and Addresses
Mart, Room 113, Federal Building, 405 S. 12th Street, St. Louis, MO
63102.
Downtown, Room 162B, Federal Building, 1520 Market Street, St. Louis,
MO 63102.
MPRC, Room 2015, 9700 Page Boulevard, St. Louis, MO 63132.
Federal Center, Room 110, Building 107, Federal Center, 4300
Goodfellow Boulevard, St. Louis, MO 63120.
Area Office and Address
Rm. 1006, Federal Building and Courthouse, 215 N. 17th Street, Omaha,
NE 68102.
Area Office and Address
Kansas City, Missouri, Federal Building, 1500 E. Bannister Road,
Kansas City, MO 64131.
Field Offices and Address
Kansas City North, Room 109, Federal Building, 601 E. 12th Street,
Kansas City, MO 64106.
Kansas City South, Room B-1, Federal Building, 1500 E. Bannister Road,
Kansas City, MO 64131.
Region 7
Area Office and Address
Austin, Rm. 109, Courthouse, 200 W. 8th Street, Austin, TX 78701.
Field Offices and Addresses
Austin, Rm. G100, Federal Building and Post Office, 300 E. 8th Street,
Austin, TX 78701.
Field Offices & Addresses
Cedar Rapids, Rm. 126, Federal Building and Courthouse, 101 First
Street SE., Cedar Rapids, IA 52401.
Fort Dodge, Rm. B-2, Federal Building, Post Office and Courthouse, 205
S. 8th Street, Fort Dodge, IA 50501.
Des Moines, Rm. 118, Federal Building, 210 Walnut Street, Des Moines,
IA 50309.
Omaha, Rm. 1118, Federal Building, Post Office and Courthouse, 215 N.
17th Street, Omaha, NE 68102.
North Platte, Rm. 104, Federal Building, Post Office and Courthouse,
300 E. 3rd Street, North Platte, NE 69101.
Lincoln, Rm. 181, Federal Building and Courthouse, 100 Centennial Mall
North, Lincoln, NE 69101.
El Paso, Rm. 105, Courthouse, 500 E. San Antonio Street, El Paso, TX
79901.
Laredo, Rm. 103, Post Office and Courthouse, Matamores and Juarez
Streets, Laredo, TX 78040.
San Antonio, Rm. A101, Federal Building, 727 East Durango, San
Antonio, TX 78206.
Area Office & Address
Little Rock, Rm. 1329, Federal Building, 700 W. Capitol Street, Little
Rock, AR 72201.
Field Offices and Addresses
Little Rock, Rm. 1120, Federal Building, 700 W. Capitol Street,
Little, Rock, AR 72201.
Russellville, West Main and South Fargo Streets, PO box 723,
Russellville, AR 72801.
Area Office and Address
New Orleans, Hale Boggs Federal Building, U.S. Courthouse, 500 Camp
Street, New Orleans, LA 70130.
Field Offices and Addresses
Lafayette, Rm. 401, Federal Building, Post Office and Courthouse,
Jefferson & Main Streets, Lafayette, LA 70501.
New Orleans, Rm. 1044, Hale Boggs Federal Building, U.S. Courthouse,
500 Camp Street, New Orleans, LA 70130.
Ruston, Rm. 108, Federal Building, Mississippi & Vienna Streets,
Ruston, LA 72170.
Area Office and Address
Dallas, Rm. 101, Federal Building and Courthouse, 1114 Commerce
Street, Dallas, TX 75242.
Field Offices and Addresses
Albuquerque, Rm. 1018, Federal Building, 517 Gold Avenue, SW,
Albuquerque, NM 87103.
Dallas, Rm. 1B51, Earle Cabell Federal Building and U.S. Courthouse,
1100 Commerce Street, Dallas, TX 75242.
Fort Worth, Rm. 14A18, Fritz G. Lanham, Federal Building, 819 Taylor,
Fort Worth, TX 76102.
Lubbock, Rm. 118, Federal Building and Courthouse, 1205 Texas Street,
Lubbock, TX 79401.
Sante Fe, Rm. 1221, Federal Building, S. Federal and Grant, Sante Fe,
NM 87501.
Area Office and Address
Houston, Rm. 3102, 515 Rusk Avenue, Houston, TX 77002.
Field Offices and Addresses
Beaumont, Rm. 256, Post Office and Courthouse, Broadway and Willow
Streets, Beaumont, TX 77701.
Houston, Rm. 5009, Federal Building and Courthouse, 515 Rusk Avenue,
Houston, TX 77002.
Area Office and Address
Oklahoma City, Rm. 5001, Federal Building, U.S. Courthouse, 200 NW 4th
Street, Oklahoma, OK 73101.
Field Offices and Addresses
Muskogee, Rm. 012, Federal Building, U.S. Courthouse, 5th & W Okmulgee
Streets, Muskogee, OK 74401.
Oklahoma City, Rm. B031, Post Office, Courthouse, and Federal
Building, 201 NW 3rd Street, Oklahoma, OK 73101.
Tulsa, Rm. 106, Federal Building, 224 S. Boulder, Tulsa, OK 74103.
Region 8
Field Offices and Addresses
Denver Federal Center, Entrance E, Building 41, Denver, CO 80225.
Denver, Rm. 120, Federal Building and Courthouse, 1961 Stout Street,
Denver, CO 80294.
Colorado Springs, Chidlaw Building, Peterson AFB, CO 80914.
Billings, Federal Building & Courthouse, PO Box 1477, Billings, MT
59103.
Helena, Federal Building, U.S. Courthouse, Drawer 10094, 301 South
Park, Helena, MT 59601.
Missoula, Federal Building, Post Office & Courthouse, Rm. 1003, PO Box
8205, Missoula, MT 59807.
Bismarck, Federal Building, Post Office & Courthouse, Rm 228, 220 East
Rosser, PO Box 2237, Bismarck, ND 58501.
Fargo, Federal Building and Post Office, Rm. 204, 657 2nd Avenue, N,
Fargo, ND 58102.
Aberdeen, Federal Building, 115 4th Avenue, SE, Aberdeen SD 57401.
Pierre, Rm. 203, Federal Building, Post Office and Courthouse, 225 S.
Pierre Street, Pierre, SD 57501.
Salt Lake City, Rm 2201, Federal Building, 125 S. State Street, Salt
Lake City, UT 84138.
Ogden, c/o IRS Service Center, PO Box 9941, Ogden, VT 84409.
Casper, Rm. 1010, Federal Building and Post Office, 100 East B Street,
Casper, WY 82601.
Cheyenne, Joseph O'Mahoney Federal Center, 2120 Capitol Avenue, Rm.
2016, Cheyenne, WY 82001.
Region 9
Field Offices and Addresses
Sansome Street, U.S. Customs House, Attic No. 2, 555 Battery Street,
San Francisco, CA 94111.
Golden Gate, Rm. 13019 Federal Building, 450 Golden Gate, San
Francisco, CA 94102.
East Bay, Rm. 416, Federal Building, 1515 Clay Street, Oakland, CA
94612.
Sacramento, Rm. 8538, Federal Building and Courthouse, 650 Capitol
Mall, Sacramento, CA 95814.
San Jose, 175 W. Taylor, Building No.3, San Jose, CA 95110.
Fresno, Rm. 4205, Federal Building and Courthouse, 1130 `O' Street,
Fresno, CA 93721.
Santa Ana, Federal Building, 34 Civic Center Plaza, Delle, CA 92701.
North Spring Street, Rm. G-11, Courthouse, 312 N. Spring Street, Los
Angeles, CA 90012.
West Los Angeles, Rm. 1021, Federal Building, 11000 Wilshire
Boulevard, Los Angeles, CA 90024.
North Los Angeles, Federal Building, 300 N. Los Angeles Street, Los
Angeles, CA 90012.
San Diego, Federal Building and Courthouse, 880 Fron Street, Rm. 1-5-
3, San Diego, CA 92188.
Phoenix, Rm. 3041, Federal Building, 230 N. First Avenue, Phoenix, AZ
85025.
Tucson, 301 W. Congress, Tucson, AZ 85701.
Honolulu, Prince Kuhio Kalanianaoce Federal Building, Rm. 6119, 300
Ala Moana Blvd., Honolulu, HI 96850.
Reno, Rm. 1030 Booth Street, Reno, NV 89509.
Las Vegas, Rm. I-620, Federal Building and Courthouse, 300 Las Vegas
Blvd. South, Las Vegas, NV 89101.
Region 10
Field Offices and Addresses
Seattle, Rm. 556, Federal Building, 915 2nd Avenue, Seattle, WA 98174.
Bellingham, Rm. 315, Federal Building, 104 West Magnolia, Bellingham,
WA 98225.
Spokane, Rm. 120, Courthouse, W 920 Riverside Avenue, Spokane, WA
99201.
Richland, Rm. G62, Federal Building, Post Office and Courthouse, P.O.
Box 400, Richland, WA 99352.
Auburn, Bldg. 815, GSA Center, Auburn, WA 98002.
Portland, Rm. 385, Federal Building,1220 SW Third Ave., Portland, OR
97204.
Eugene, Federal Building and Courthouse, Rm. 220, 211 East Seventh
Ave., Eugene, OR 97401.
Boise, Rm. 164, Federal Building and Courthouse, Box 021, Boise, ID
83724.
Field Offices and Addresses
Anchorage, Federal Building and Courthouse, Rm. C-522, 701 C. Street,
Box 5, Anchorage, AK 99513.
GSA/ADTS 1 (23-00-0076)
System name: Classified Control Files, GSA/ADTS.
System location: Central Office and regional offices of ADTS at the
addresses listed in the appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: Employees of GSA, other
Government agencies, and commercial corporations.
Categories of records in the system: Records are maintained in this
nonautomated system for the purpose of ensuring control over access
to classified information and facilities. Contains records such as:
Security clearance level, identification credentials, registers,
access authorizations, official courier/messenger designations,
security officer appointments, files custodian lists, security
briefings, and acknowledgements.
Authority for maintenance of the system: Executive Order 10450, April
27, 1953.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Maintaining and exchanging
current information regarding authority of personnel to gain access
to classified material or facilities. Documenting responsibilities
of designated personnel to administer the overall security program.
Used to verify clearance for access to classified material or
facilities, to allow performance of maintenance and repair of
classified communications equipment, to verify authority to release,
transport and receive classified material, both inter- and intra-
agency. The routine use statements A, B, C, D, E, and G, described
in the appendix following the GSA notices, also apply to this system
of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper files kept in safes or storage cabinets.
Retrievability: Filed alphabetically at each location by name of
individual.
Safeguards: Buildings employ security guards. Storage containers are
either locked or located in a limited access area.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Chief, Secure and Emergency
Communications Branch, Office of Systems Engineering and Operations,
GSA, ADTS, 18th & F Streets NW, Washington, DC.; mailing address:
General Services Administration (CTDS), Washington, DC 20405, and
the Assistant Regional Administrators, ADTS, at the addresses listed
in the appendix following the GSA/ADTS notices.
Notification procedure: Inquiries should be directed to the system
managers listed above.
Record access procedures: Same as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations
are promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: The individuals themselves, requests for
clearance and/or access, and other security forms.
GSA/ADTS 2 (23-00-0077)
System name: Congressional Files, GSA/ADTS.
System location: ADTS Central Office and in the regional offices of ADTS
at the addresses listed in the appendix following the GSA/ADTS
notices.
Categories of individuals covered by the system: Members of Congress and
their staffs, State governors and their staffs.
Categories of records in the system: Records are maintained in this
nonautomated system for the purpose of ensuring that proper action
is being taken on Congressional and State requests for ADP and
telecommunications service. Contains records used for ordering,
billing, and budget purposes. Contains telephone service requests,
ADP service requests, billing for FTS and extended service, general
inquiries, records of meetings, service complaints, and remedial
actions.
Authority for maintenance of the system: Title 31, U.S.C. Section 680a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, D, E, and G, described in the appendix following the GSA
notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper files, storage cabinets, and file folders.
Retrievability: Filed alphabetically at each location by name of
individual.
Safeguards: Buildings employ security guards. Access is restricted to
authorized personnel. Records are released only to authorized
officials.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Congressional Liaison (CLSS), GSA, ADTS,
7th and D Streets SW., Washington, DC 20407 and the Assistant
Regional Administrators, ADTS, at the addresses listed in the
appendix following the GSA/ADTS notices.
Notification procedure: Inquiries should be directed to the system
managers listed above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations
are promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: The individuals themselves (correspondence,
telephone calls, etc.), the staffs of the individuals concerned, and
other ADTS employees involved.
GSA/ADTS 4 (23-00-0079)
System name: Emergency Notification Files GSA/ADTS.
System location: Central Office and regional offices of ADTS at the
addresses listed in the appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: GSA/ADTS Central Office
and regional employees.
Categories of records in the system: Records are maintained in this
nonautomated system for the purpose of notifying and identifying
employees or their designees under emergency conditions. Contains
records such as: Employees, name, address, position title, office
phone number, and home phone number.
Authority for maintenance of the system: Title 5 U.S.C. Section 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Maintaining a current
listing of Federal officials to be contacted during national
disasters, contingency and emergency situations, and providing this
information as necessary, in disasters or public or personal
emergencies, to concerned agencies, telephone companies,
telecommunications common carriers, civil defense and other
activities and individuals involved in the emergency or relief
effort. Contacting officials in support of Federal Emergency Plan D
and NCS Plan for Communications Support in major disasters and
emergencies. Notifying personnel in cases of operational or personal
emergencies. The routine statements A, B, C, D, E, and G, described
in the appendix following the GSA notices, also apply to this system
of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper files kept in safes or lockable storage cabinets.
Retrievability: Filed alphabetically at each location by name of
individual.
Safeguards: Buildings employ security guards. Storage containers are
either locked or located in a limited access area.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Chief, Secure and Emergency
Communications Branch, Office of Systems Engineering and Operations,
GS Building, 18th & F Streets NW, Washington, DC; mailing address:
General Services Administration (CTDS), Washington, DC 20405 and
Assistant Regional Administrators, ADTS, at the addresses listed in
the appendix following the GSA/ADTS notices.
Notification procedure: Inquiries should be directed to the system
managers identified above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations
are promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: The individuals themselves, their supervisors,
emergency listings, disaster plans, and personnel files.
GSA/ADTS 5 (23-00-0080)
System name: Financial Management Files, GSA/ADTS.
System location: Financial Management Division and offices of the
Central Office and regional offices of ADTS at the addresses listed
in the appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: GSA/ADTS Central Office
and regional employees.
Categories of records in the system: Records are maintained in both
paper and automated form for the purpose of financial management.
Contains information on financial projections for short and long
range planning, preparation of annual financial plans, monthly and
quarterly analysis of operation funds, and verifying accounting
reports. Contains records such as: Travel logs, transportation
requests, claims, vouchers, within grade notices and pay changes,
operator cost data, credit cards, requisitions, overtime requests,
operating plans, time and attendance files, payroll, commercial call
certifications, employment staffing, retirement eligibility, and
manpower and payroll statistics.
Authority for maintenance of the system: Title 31 U.S.C. Sections 66a,
66b.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, D, E, F, and G, described in the appendix following the GSA
notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper files kept in storage containers. Magnetic tapes are
filed in a tape library.
Retrievability: Filed alphabetically at each location by name of
individual.
Safeguards: Buildings employ security guards. Records containing
personal information are maintained in metal lockable filing
cabinets or metal lockable desk drawers, with limited access. Tapes
and other records are stored in a limited access area.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Director, Financial Management Division,
GS Building, 18th & F Streets NW, Washington, DC; mailing address:
General Services Administration (CXM), Washington, DC 20405;
Director, Budgetary Control Division (CXB), ADTS, GS Building, 18th
and F Sts. NW, Washington, DC 20405, and the Assistant Regional
Administrator, ADTS, at the addresses listed in the appendix
following the GSA/ADTS notices.
Notification procedure: Inquiries should be directed to the system
managers identified above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations
are promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: Individuals submitting the various types of
claims, vouchers, and requests and manpower and payroll statistics.
GSA/ADTS 7 (23-00-0082)
System name: Workload Measurement Files, GSA/ADTS.
System location: Regional and Central Offices, ADTS, at the addresses
listed in the appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: Current employees of
GSA/ADTS.
Categories of records in the system: Records are maintained in both
paper and magnetic tape in this system for the purpose of measuring
the productivity of ADTS technical and operational personnel in the
Central Office and regions. Contains records such as: Tape, test,
re-run logs, applied data processing time, productive performance,
project status, personnel time summary, switchboard operator
evaluation, RAMUS reports, systems and programming project status,
tape error detection, FTS incoming and outgoing service message,
switchboard operations reports, computer console, balance and job
control sheets, historical and workload files.
Authority for maintenance of the system: Title 5 U.S.C. Section 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, D, E, F, and G, described in the appendix following the GSA
notices apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper files are kept in file cabinets and desk drawers.
Automated records are maintained in a tape library.
Retrievability: Records are filed alphabetically by individuals' name,
number, initials or operating location.
Safeguards: Buildings employ security guards and storage containers for
paper records are either locked or in a limited access area.
Automated records are maintained in a controlled tape library.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Director, Management Services Staff
(CMA), GSA, ADTS, 18th and F Streets, NW, Washington, DC 20405 and
the Assistant Regional Administrators, ADTS at the addresses listed
in the appendix following the GSA/ADTS notices.
Notification procedure: Inquires should be directed to the system
managers identified above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations
are promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: The supervisor's review of message and tape
logs, trouble reports, re-run sheets, the employee themselves, and
other employees.
GSA/ADTS 8 (23-00-0096)
System name: Special Purpose Telephone Contact Listings GSA/
ADTS.
System location: GSA/ADTS Regional Offices and GSA operated switchboards
within the 11 GSA regions and the FTS Central Information Service
and Emergency Poison Control listings at GSA, ADTS, National Capital
Region, at the addresses listed in the appendix following the GSA/
ADTS notices.
Categories of individuals covered by the system: Federal agency
personnel as designated by the Federal agencies.
Categories of records in the system: Includes listings such as key
personnel and Essential Residence Telephone Listing for the purpose
of identifying essential residential telephone service to designated
key officials in time of emergency; FTS Central Information Service
for the purpose of contacting key officials for necessary day-to-day
operations and in emergency situations; Emergency Poison Control
Listings for the purpose of providing emergency medical assistance;
and other listings of key officials for the purpose of day-to-day
operations and emergencies. These listings may include name,
position title, office address, office telephone number, home
address, and/or home telephone number.
Authority for maintenance of the system: The Federal Property and
Administrative Services Act of 1949, 63 Stat. 377, as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine uses of these
records shall include: (1) The transfer of GSA of the above
described information from the Federal agency responsible for
collecting the information for inclusion in the GSA-maintained
nationwide central information service and in regional listings of
Federal personnel designated as key personnel or points of contacts;
(Personnel information; i.e., home address or telephone number, will
not be disclosed to a caller. The GSA switchboard operator will
either `patch' the call through to the subject, or will notify the
subject that a call has been made to him or her for call-back
purposes.); (2) the transfer of designated essential residence
information (and deletions from such list) in the regions to the
appropriate telephone companies to provide emergency line load
control pursuant to 41 CFR 105-35.6; and (3) the routine use
statements A, B, C, D, E, and G, described in the appendix following
the GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper, tapes, and/or cards.
Retrievability: Indexed by name and/or agency.
Safeguards: Limited access areas and records are accessible only to
authorized personnel of GSA.
Retention and disposal: Maintained until rescinded by authorized agency.
System manager(s) and address: The officials responsible for the
telephone contact listings are (1) Central Information Service and
Emergency Poison Control: Assistant Regional Administrators, ADTS,
National Capital Region; (2) Regional listings: Assistant Regional
Administrators, ADTS, in the appropriate regions. The addresses are
listed in the appendix following the GSA/ADTS notices.
Notification procedure: Information may be obtained from the system
managers listed above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations
are promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: Information provided by Federal agencies and
subject individuals.
Appendix- GSA/ADTS Address of Locations
ADTS/GSA Central Office, 18th and F Streets, NW, Washington, DC 20405,
Telephone: 202-566-1000.
National Capital Region, Assistant Regional Administrator, ADTS, 7th
and D Streets, SW, Washington, DC 20407, Telephone: 202-472-1200.
Region 1
Assistant Regional Administrator, ADTS, John W. McCormack, PO and
Courthouse, Post Office Square, Boston, MA 02109, Telephone: 617-233-
5055.
Region 2
Assistant Regional Administrator, ADTS, 26 Federal Plaza, New York, NY
10007, Telephone: 216-264-1711.
Region 3
Assistant Regional Administrator, ADTS, 9th and Market Streets,
Philadelphia, PA 19107, Telephone: 215-597-4901.
Region 4
Assistant Regional Administrator, ADTS, Richard B. Russell Federal
Building, 75 Spring Street, SW, Atlanta, GA 30303, Telephone: 404-242-
5104.
Region 5
Assistant Regional Administrator, ADTS, 230 South Dearborn Street,
Chicago, IL 60604, Telephone: 312-886-3807.
Region 6
Assistant Regional Administrator, ADTS, 1500 E. Bannister Road, Kansas
City, MO 64131, Telephone: 816-926-7309.
Region 7
Assistant Regional Administrator, ADTS, 819 Taylor Street, Fort Worth,
TX 76102, Telephone: 817-334-2871.
Region 8
Assistant Regional Administrator, ADTS, Building 41, Denver Federal
Cen., Denver, CO 80225, Telephone: 303-234-4337.
Region 9
Assistant Regional Administrator, ADTS, 525 Market Street, San
Francisco, CA 94105, Telephone: 414-556-3272.
Region 10
Assistant Regional Administrator, ADTS, GSA Center, Auburn, WA 98002,
Telephone: 206-833-6500 X421.
ADTS Central Office Field Activities
GSA/ADTS/CF, Skyline Two, Rm. 1100, 5203 Leesburg Pike, Falls Church,
VA. 22041.
GSA/ADTS/CIF, 1815 North Lynn St., Arlington, VA. 22209.
GSA/ADTS/CDDE, Rm. A-114, Bldg. 225, Gaitherburg, MD. 20762.
GSA/ADTS/CTDDM-R, PO Box 430, Romney, WV 26757.
GSA/ADTS/CTDDM-T, PO Box 17000, Austin, TX 78764.
GSA/ADTS/CTOC, 218A West Main St., Scott Air Force Base, Belleville,
IL 62220.
GSA/ADTS/CDPXW, Rm. 7A38, 819 Taylor St., Fort Worth, TX 76102.
GSA/FSS 9 (23-00-0091)
System name: Cataloging Action Master File--Work Measurement
System.
System location: General Services Administration, Tape Library, 7th & D
Streets SW, Washington, DC 20407.
Categories of individuals covered by the system: Supply catalogers
processing catalog action requests.
Categories of records in the system: The system consists of records kept
on each individual showing the status of transactions the individual
has in process and the number of actions completed, rejected, or
approved. The records are primarily used by officers and employees
of the agency to determine status of transactions and to summarize
work done by individuals.
Authority for maintenance of the system: Title 40 U.S.C., Section 487.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, and D, described in the appendix following the GSA notices,
apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Mag-tape and print-outs.
Retrievability: Alphabetic code assigned to individuals.
Safeguards: Buildings employ security guards and records are maintained
in areas accessible only to authorized personnel of FSS.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The official responsible for the system
of records is the Director, Programs and Systems Development
Division, Office of Item Management, Crystal Mall 4, Federal Supply
Service, Washington, DC 20405. Mailing address: General Services
Administration (FRID), Washington, DC 20406.
Notification procedure: Information may be obtained from the official
cited above.
Record access procedures: Requests from individuals to access records
should be addressed to the official cited above. In person, requests
may be made during normal business hours listed for each location in
the appendix following notice GSA/FSS 12.
For written requests, the individual should provide full name, address
and telephone number, period of employment, and position held to
assist the office in locating the record. For personal visits, the
individual should be able to provide some acceptable identification
such as driver's license or employee identification. Only general
inquiries may be made by telephone.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations
are promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: Data provided by individuals.
GSA/FSS 12 (23-00-0094)
System name: Accountability and Property Inventory Systems GSA/
FSS.
System location: Assistant Regional Administrator's offices; regional
offices of the Retail Services Division and Procurement Divisions;
and supply distribution facilities at the addresses listed in the
appendix following this notice. In addition, portions of the systems
of records are maintained at retail stores in the regions. Addresses
of these locations can be obtained from the applicable regional
director.
Categories of individuals covered by the system: Depot personnel, store
managers, and contracting officers.
Categories of records in the system: Custody of wax seals, records of
keys issued, accountability of Government property and supplies,
bonding of collection officers, contracting officer designations and
discrepancy reports. (The records are primarily used by officers and
employees of the agency who have a need for the record in the
performance of their duties.)
Authority for maintenance of the system: Title 40 U.S.C. Section 483;
Title 5 U.S.C. generally; Title 21 U.S.C. generally.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, and G, described in the appendix following the GSA notices,
apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper Forms.
Retrievability: Filed alphabetically by individual name.
Safeguards: Buildings employ security guards and records are maintained
in areas accessible only to authorized personnel of FSS.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: The official responsible for the system
of records is the Support Services Supervisor, Administrative
Services Division, Office of Management, Crystal Mall 4, Federal
Supply Service, Washington, DC 20406. Mailing address: General
Services Administration (FPC), Washington, DC 20406.
Notification procedure: Information may be obtained from the regional
director of the applicable activity shown in the location portion of
this notice in which the individual is or was employed with. If not
known, general inquiries should be made to the Support Services
Supervisor, Administrative Services Division, Office of Management,
Federal Supply Service, Washington, DC 20406.
Record access procedures: Requests from individuals to access records
should be addressed to the officials cited above. In person requests
may also be made during normal business hours listed for each
location in the appendix following this notice.
For written requests, the individual should provide full name, address
and telephone number, period of employment and position held to assist
the office in locating the record. For personal visits, the individual
should be able to provide some acceptable identification such as
driver's license and employee identification. Only general inquiries
may be made by telephone.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations
are promulgated in 41 CFR part 105-64, published in the Federal
Register.
Record source categories: Individual prepared forms, agency supervisors,
and personnel action forms.
Appendix--GSA/FSS Addresses of Locations
Regional Offices
National Capital Region
7th and D Streets SW, Washington, DC 20407.
Region 1
805 John W. McCormack Post Office and Courthouse, Post Office Square,
Boston, MA 02109.
Region 2
26 Federal Plaza, Room 2836, New York, NY 10007.
Region 3
9th and Market Sts, Philadelphia, GA 19107.
Region 4
75 Spring St. SW, Atlanta, GA 30303.
Region 5
John C. Kluezynski Federal Building, 230 South Dearborn Street,
Chicago, IL 60604.
Region 6
Federal Building, 1500 East Bannister Road, Kansas City, MO 64131.
Region 7
819 Taylor Street, Fort Worth, TX 76102.
Region 8
Building No. 41, Denver Federal Center, Denver, CO 80225.
Region 9
525 Market Street, San Francisco, CA 94105.
Region 10
GSA Center, Auburn, WA 98002.
GSA Supply Distribution Facilities
GSA Supply Distribution Facility, 295 Lincoln Street, Hingham, MA
02043.
GSA Supply Distribution Facility, Belle Mead, NJ 08502.
GSA Supply Distribution Facility, Military Ocean Terminal Bayonne, NJ
07002.
GSA Supply Distribution Facility, Building 246, Raritan Depot, Edison,
NJ 08817.
GSA Supply Distribution Facility, Springfield, VA 22150.
GSA Supply Distribution Facility, Federal Supply Service, 2800 Eastern
Boulevard, Middle River, MD 21220.
GSA Supply Distribution Facility, Hampton Roads Army Terminal, 7737
Hampton Boulevard, Norfolk, VA 23505.
GSA Supply Distribution Facility, 3312 Berkely Lake Rd, Duluth, GA
30136.
GSA Supply Distribution Facility, Garden City Terminal, Savannah State
Docks and Warehouses, PO Box 7076, Garden City, GA 31408.
GSA Supply Distribution Facility, 4100 W. 76th Street, Chicago, IL
60629.
GSA Supply Distribution Facility, Building 31, Shelby, OH 44875.
GSA Supply Distribution Facility, 1500 E. Bannister Road, Kansas City,
MO 64131.
GSA Supply Distribution Facility, Warehouse 3, Federal Center, Fort
Worth, TX 76115.
GSA Supply Distribution Facility, 500 Edwards Avenue, Harahan, LA.
GSA Supply Distribution Facility, Building 810, Denver Federal Center,
Denver, CO 80225.
GSA Supply Distribution Facility, 1600 12th Street NW., Albuquerque,
NM.
GSA Supply Distribution Facility, Building C6, Annex 3, Federal Depot,
Clearfield, UT 84016.
GSA Supply Distribution Facility, Building T3069, Hickam AFB,
Honolulu, HI 96824.
GSA Supply Distribution Facility, Building 414, Rough and Ready
Island, Stockton, CA 95203.
GSA Supply Distribution Facility, Auburn, WA 98002.
GSA/FPRS-2 (23-00-0110)
System name: Hazardous Materials Exposure History System.
System location: Records are maintained at the GSA/FPRS stockpile depots
at the addresses shown in the appendix following this notice.
Categories of individuals covered by the system: Personnel working or
visiting storage areas containing hazardous materials.
Categories of records in the system: Records consist of the daily dosage
of radiation received and hourly exposure to dangerous levels of
asbestos. The records are primarily used by officers and employees
of the agency who have a need for the records in the performance of
their duties.
Authority for maintenance of the system: Occupational Safety and Health
Act of 1970, as amended (84 Stat. 1590).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information on exposure
readings is provided to the regulatory agencies charged with the
responsibilities for regulating the handling of hazardous materials.
The routine use statements A, B, C, D, and E, described in the
appendix following the GSA notices, also apply to this system of
records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper forms.
Retrievability: Filed alphabetically by individual's name.
Safeguards: Buildings employ security guards and records are maintained
in areas accessible only to authorized personnel of FPRS.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Assistant Commissioner, Office of
Property Management (DM), Crystal Square Building 5, Arlington, VA.
Mailing address: General Services Administration (DM), Washington,
DC 20406.
Notification procedure: Individuals may obtain information about whether
they are part of this system of records from the director of the
applicable activity that the individual is or was employed with. If
not known, general inquiries should be made to the system manager.
Record access procedures: Requests from individuals to access records
should be addressed to the official cited above. In person requests
may also be made during normal business hours at each location
listed in the appendix following this notice. For written requests,
the individual should provide full name, address, telephone number,
period of employment, and the position held to assist the office in
locating the record. For personal visits, the individual should be
able to provide some acceptable identification such as driver's
license or employee identification card. Only general inquiries may
be made by telephone.
Contesting record procedures: GSA rules for contesting records and for
appealing initial determinations are contained in 41 CFR part 105-
64.
Record source categories: Information in this system of records is
obtained from film badges, dosimeters, other instrumentation, work
logs, and medical examinations.
Appendix--GSA/FPRS Location Addresses
Regional Offices
National Capital Regional (NCR), 7th and D Streets SW, Washington, DC
20407.
Region 1
John W. McCormack Post Office and Courthouse, Post Office Square,
Boston, Massachusetts 02109.
Region 2
26 Federal Plaza, New York, New York 10007.
Region 3
7th and D Streets SW, Washington, DC 20407.
Region 4
75 Spring Street SW, Atlanta, Georgia 30303.
Region 5
230 South Dearborn Street, Chicago, Illinois 60604.
Region 6
1500 E. Bannister Road, Kansas City, Missouri 64131.
Region 7
89 Taylor Street, Forth Worth, Texas 76102.
Region 8
Building 41, Denver Federal Center, Denver, Colorado 80225.
Region 9
525 Market Street, San Francisco, California 94105.
Region 10
GSA Center, Auburn, Washington 98002.
GSA/FPRS Stockpile Depots
GSA-FPRS Baton Rouge Depot, 2695 N. Sherwood Forest Drive, Baton
Rouge, LA 70810.
GSA-FPRS Federal Service Center (C/D), 4747 Eastern Avenue, Building
1, Bell, CA 90201.
GSA-FPRS Bethlehem Depot, Bethlehem, PA 18015.
GSA-FPRS Belle Mead Depot, Belle Mead, NJ 08502.
GSA-FPRS Binghamton Depot, Binghamton, NY 13901.
GSA-FPRS Casad Depot, New Haven, IN 46774.
GSA-FPRS Depot, The Federal Depot, Clearfield, UT 84016.
GSA-FPRS Curtis Bay Depot, Baltimore, MD 21226.
GSA-FPRS Dayton Depot, 2400 West Dorothy Lane, Dayton, OH 45439.
GSA-FPRS Erie Depot, PO Box 344, Port Clinton, OH 43452.
GSA-FPRS Fort Worth Depot, 819 Taylor Street, Fort Worth, TX 76102.
GSA-FPRS Gadsden Depot, PO Box 918, Hammond, IN 46325.
GSA-FPRS Marion Depot, PO Box 348, Marion, OH 43302.
GSA-FPRS Building 7050, PO Box 6, Mira Loma, CA 91752.
GSA-FPRS New Bedford Depot, King Street and Nash Road, New Bedford, MA
20745.
GSA-FPRS Point Pleasant Depot, 2601 Madison Avenue, Point Pleasant, WV
25550.
GSA-FPRS Scotia Depot, Scotia, NY 12302.
GSA-FPRS Sharonville Depot, PO Box 41131, Cincinnati, OH 45241.
GSA-FPRS Somerville Depot, Somerville, NJ 08876.
GSA-FPRS Depot, Rough and Ready Island, Building 606, Stockton, CA
95203.
GSA-FPRS Topeka Depot, Building 301, Topeka, KS 66601.
GSA-FPRS Warren Depot, Warren OH 44482.
GSA-FPRS Buffalo Depot (Address all mail to the Sharonville Depot).
GSA-FPRS Marietta Depot (Address all mail to Region 3).
GSA-FPRS Terre Haute Depot (Address all mail to the Sharonville
Depot).
GSA-FPRS Voorheesville Depot (Address all mail to the Scotia Depot).
GSA/TPUS-2 (23-00-0107)
System name: Accountability and Property Inventory System.
System location: Records are maintained at the Assistant Regional
Administrator offices and motor equipment divisions at the addresses
listed in the appendix following this notice. In addition, portion
of the records are maintained at motor pools located throughout the
regions, the addresses of which can be obtained from the applicable
regional director.
Categories of individuals covered by the system: Motor pool personnel.
Categories of records in the system: Records of keys issued,
accountability of Government property and supplies, bonding of
collection officers, contractor officer designations, and
discrepancy reports. The records are primarily used by officers and
employees of the agency who have a need for the records in the
performance of their duties.
Authority for maintenance of the system: Title 40 U.S.C. Section 483;
Title 5 U.S.C. generally; and Title 31 U.S.C. generally.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The routine use statements
A, B, C, D, E, and G, described in the appendix following the GSA
notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper forms.
Retrievability: Individual's name.
Safeguards: Buildings employ security guards and records are maintained
in areas accessible only to authorized personnel of TPUS.
Retention and disposal: Disposition of records shall be in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Executive Director (TS), Transportation
and Public Utilities Service, 425 I Street, NW, Chester A. Arthur
Building, Washington, DC 20406. Mailing address: General Services
Administration (TS), Washington, DC 20406.
Notification procedure: Individuals may obtain information about whether
they are part of this system of records from the regional director
of the applicable activity shown in the location portion of this
notice in which the individual is or was employed. If not known,
general inquiries should be made to the Office of the Executive
Director (TS), Transportation and Public Utilities Service, 425 I
Street, NW, Chester A. Arthur Building, Washington, DC 20406.
Record access procedures: Requests from individual to access records
should be addressed to the officials cited above. In person requests
may also be made during normal business hours at each location
listed in the appendix following this notice. For written requests,
the individual should provide full name, address, and telephone
number; approximate dates and places of employment; and any other
information which the individual believes would facilitate locating
the record. For personal visits, the individual should be able to
provide some acceptable identification such as a driver's license or
employment identification card. Only general inquiries may be made
by telephone.
Contesting record procedures: GSA rules for contesting records and for
appealing initial determinations are contained in 41 CFR part 105-
64, published in the Federal Register.
Record source categories: Information in this system of records is
obtained from the individuals, agency supervisors, and personnel
action forms.
Appendix--GSA/TPUS Addresses of Locations
Region 1
John W. McCormack Post Office and Courthouse Office Square, Boston, MA
02109.
Region 2
26 Federal Plaza, New York, NY 10007.
Region 3
9th and Market Streets, Philadelphia, PA 19107.
Region 4
75 Spring Street, SW, Atlanta, GA 30303.
Region 5
230 South Dearborn Street, Chicago, IL 60604.
Region 6
1500 E. Bannister Road, Kansas City, MO 64131.
Region 7
817 Taylor Street, Fort Worth, TX 76102.
Region 8
Building 41, Denver Federal Center, Denver, CO 80225.
Region 9
525 Market Street, San Francisco, CA 94105.
Region 10
GSA Center, Auburn, WA 98002.
National Capital Region
7th and D Streets SW, Washington, DC 20407.
Appendix
The following routine use statements will apply to General Services
Administration notices where indicated:
A. Routine Use--Law Enforcement: In the event that a system of records
maintained by this agency to carry out its functions indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by regulation, rule or order issued
pursuant thereto, the relevant records in the system of records may be
referred, as a routine use, to the appropriate agency, whether
Federal, State, local, or foreign, charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, or rule, regulation or order issued
pursuant thereto.
B. Routine Use--Disclosure When Requesting Information: A record from
this system of records may be disclosed as a routine use to a Federal,
State, or local agency maintaining civil, criminal or other relevant
enforcement information or other pertinent information, such as
current licenses, if necessary, to obtain information relevant to an
agency decision concerning the hiring or retention of an employee, the
issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant, or other benefit.
C. Routine Use--Disclosure of Requested Information: A record from
this system of records may be disclosed 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 reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit by the requesting
agency, to the extent that the information is relevant and necessary
to the requesting agency's decision, on the matter.
D. Routine Uses--Grievance, Complaint, Appeal: A record from this
system of records may be disclosed to an authorized appeal or
grievance examiner, formal complaints examiner, equal employment
opportunity investigator, arbitrator, or other duly authorized
official engaged in investigation or settlement of a grievance,
complaint, or appeal filed by an employee. A record from this system
of records may be disclosed to the United States Office of Personnel
Management in accordance with the agency's responsibility for
evaluation of Federal personnel management. To the extent that
official personnel records in the custody of GSA are covered within
systems of records published by the Office of Personnel Management as
Government-wide records, those records will be considered as a part of
that Government-wide system. Other official personnel records covered
by notices published by GSA and considered to be separate systems of
records may be transferred to the Office of Personnel Management in
accordance with official personnel programs and activities as a
routine use.
E. Routine Use--Congressional Inquiries: A record from this system of
records may be disclosed as a routine use to a Member of Congress or
to a Congressional staff member in response to an inquiry of the
Congressional office made at the request of the individual about whom
the record is maintained.
F. Routine Use--Private Relief Legislation: The information contained
in this systems of records may be disclosed to the Office of
Management and Budget in connection with the review of private relief
legislation at any stage of the legislative coordination and clearance
process.
G. Routine Use--GSA Agents: A record from this system of records may
be disclosed as a routine use (1) to an expert, a consultant, or a
contractor of GSA to the extent necessary to further the performance
of a Federal duty and (2) to a physician to conduct a fitness-for-duty
examination of a GSA officer or employee.
GSA/OAP-1
System name: Parties Excluded from Federal Procurement and
Nonprocurement Programs.
System location:
This system of records is located in the Office of Acquisition Policy,
General Services Administration, 18th and F Streets NW, Washington,
DC.
Categories of individuals covered by the system:
Individuals covered by the system are:
a. Individuals excluded from the Federal procurement or nonprocurement
programs by any Federal executive agency, or individual sureties
excluded from bid and performance bond activity;
b. Individuals, firms, sureties, or other parties referred to the
Office of Acquisition Policy by General Services Administration
offices for consideration for debarment or suspension from Federal
procurement programs or from acting as individual sureties in
procurement programs.
Categories of records in the system:
Records include correspondence from Federal agencies identifying
excluded individuals, firms, or parties, and the cause for exclusion
from Federal or nonprocurement programs; and case files on
individuals, firms, or parties referred to the Office of Acquisition
Policy, General Services Administration, to consider for suspension,
debarment, or exclusion as a Federal contractor, subcontractor, or an
individual surety.
Authority for maintenance of the system:
Federal Property and Administrative Services Act of 1949, as amended,
41 U.S.C. 235b; Federal Acquisition Regulation (FAR) 9.4 and 28.2;
Office of Federal Procurement Policy letter 82-1, June 24, 1982; EO
12549, February 18, 1986; and EO 12689, August 16, 1989.
Purpose(s):
To assemble in one system information to insure that: (1) Federal
contracts and designated subcontracts are awarded to responsible
firms, individuals, and other parties; (2) responsible persons (as
defined in agency regulations implementing EO 12549) engage in covered
transactions involving Federal financial or nonfinancial assistance
programs and benefits; and (3) individual sureties for bid and
performance bonds in Federal procurement programs are responsible.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To disclose records contracting officers and other Federal, State,
and local employees involved in procuring goods and services with
Federal funds and/or administering Federal financial or nonfinancial
assistance programs or benefits.
b. To disclose records to a Federal, State, local, or foreign agency
responsible for investigating, prosecuting, enforcing, or carrying out
a statute, rule, regulation, or order, where the records indicate on
their face or in conjunction with other records a violation of civil
or criminal law and regulation.
c. To disclose records to another Federal agency, a State or local
agency that administers Federal financial or nonfinancial assistance
programs or benefits, and the records are relevant and necessary to an
eligibility determination.
d. To disclose records for the purpose of performing a Federal duty to
an expert, consultant, contractor, State or local agency, or financial
institution.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative; or other official engaged in
investigating or settling a grievance, complaint, or appeal filed by
an employee, when these records are relevant and necessary to a
determination of the issue.
f. To disclose records to a requesting Federal agency in connection
with hiring or retaining an employee; issuing a security clearance;
reporting an employee investigation; clarifying a job; letting a
contract; or issuing a license, grant, or other benefit by the
requesting agency where the information is relevant and necessary for
a decision on a Federal financial or nonfinancial assistance program
or benefit.
g. To disclose records to a member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made in behalf of a constituent, for information pertaining to that
constituent.
h. To disclose records to the Department of Justice when the agency,
any agency employee, or the United States is party to or has interest
in litigation, and using the records is relevant and necessary for
furtherance of the litigation.
i. To disclose information to a court or adjudicative body when the
agency, any agency employee, or the United States is party to or has
interest in litigation, and using the records is relevant and
necessary for the furtherance of the litigation.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records and machine listings in file folders; disc storage in
automated electronic system.
Retrievability:
General Services Administration case files are retrieved by case
number and name of individual or firm. Correspondence from Federal
agencies relating to entries on the ``Lists of Parties'' (Lists) is
retrieved by agency. Information from the Lists automated data base is
retrieved by name and address, Taxpayer Identification Number, Dun and
Bradstreet Number, and by action agency.
Safeguards:
Paper records stored in lockable filing cabinets or secured rooms.
Computerized records protected by I.D./password security system.
Retention and disposal:
Disposal of records is described in the HB, GSA Records Maintenance
and Disposition System (OAD P 1820.2).
System manager(s) and address:
Director, Office of GSA Acquisition Policy, General Services
Administration (VP), 18th and F Streets NW, Washington, DC 20405.
Notification procedure:
Inquiries from firms, individuals, or parties should be addressed to
the system manager.
Record access procedures:
Requests from firms and individuals should be addressed to the system
manager as noted above. For identification requirements see the agency
regulations outlined in 41 CFR part 105-64.
Contesting record procedures:
General Services Administration rules for contesting the contents and
appealing initial decisions are issued in 41 CFR part 105-64.
Record source categories:
Federal agencies and State and local law enforcement officials.
PRIVACY ACT RULES
GENERAL SERVICES ADMINISTRATION
GENERAL SERVICES ADMINISTRATION
41 CFR PART 105-64--REGULATIONS IMPLEMENTING THE PRIVACY ACT OF 1974
Sec.
105-64.000 Scope of part.
105-64.001 Purpose.
105-64.002 Definitions.
Subpart 105-64.1--General Policy
105-64.101 Maintenance of records.
105-64.101-1 Collection and use.
105-64.101-2 Standards of accuracy.
105-64.101-3 Rules of conduct.
105-64.101-4 Safeguarding systems of records.
105-64.101-5 Inconsistent directives of GSA superseded.
105-64.102 Records of other agencies.
105-64.103 Subpoenas and other legal demands.
Subpart 105-64.2--Disclosure of Records
105-64.201 Conditions of disclosure.
105-64.202 Procedures for disclosure.
105-64.203 Accounting of disclosure.
Subpart 105-64.3--Individual Access to Records
105-64.301 Access procedures.
105-64.301-1 Form of requests.
105-64.301-2 Special requirements for medical records.
105-64.301-3 Granting access.
105-64.301-4 Denials of access.
105-64.301-5 Appeal of denial of access within GSA.
105-64.301-6 Geographic composition; addresses and telephone numbers of
regional Administrative Services Division directors.
105-64.302 Fees.
105-64.302-1 Records available at a fee.
105-64.302-2 Additional copies.
105-64.302-3 Waiver of fee.
105-64.302-4 Prepayment of fees over $25.
105-64.302-5 Form of payment.
105-64.302-6 Reproduction fee schedule.
Subpart 105-64.4--Requests to Amend Records
105-64.401 Submission of requests to amend records.
105-64.402 Review of requests to amend records.
105-64.403 Approval of requests to amend.
105-64.404 Denial of request to amend.
105-64.405 Agreement to alternative amendments.
105-64.406 Appeal of denial of request to amend a record.
105-64.407 Statements of disagreement.
105-64.408 Judicial review.
Subpart 105-64.5--Reporting New Systems and Altering Existing Systems
105-64.501 Reporting requirement.
105-64.502 Federal Register notice of establishment of new system or
alteration of existing system.
105-64.503 Effective date of new systems of records or alteration of an
existing system of records.
Subpart 105-64.6--Exemptions
105-64.601 General exemptions.
105-64.602 Specific exemptions.
Subpart 105-64.7--Assistance and Referrals
105-64.701 Requests for assistance and referral.
Authority: Sec. 205(c), 63 Stat. 390 (40 U.S.C. 486(c)); 88 Stat. 1897
(5 U.S.C. 552a).
Source: 50 FR 43139, Oct. 24, 1985, unless otherwise noted.
Sec. 105-64.000 Scope of part.
The policies and procedures for collecting, using, and disseminating
records maintained by GSA are subject to 5 U.S.C. 552a, and defined in
Sec. 105-64.002. Policies and procedures governing availability of
records in general are in parts 105-60 and 61 of this chapter. This part
also covers exemptions from disclosing personal information; procedures
guiding persons who wish to obtain information, or to inspect or correct
the content of records; accounting for disclosure of information;
requirements for medical records; and fees.
Sec. 105-64.001 Purpose.
This part implements 5 U.S.C. 552a (Pub. L. 93-579), known as the
Privacy Act of 1974 (referred to as the Act). This part states
procedures for notifying an individual of a GSA system of records
containing a record pertaining to him or her, procedures for gaining
access to or contesting the content of records, and other procedures for
carrying out the Act.
Sec. 105-64.002 Definitions.
For the purpose of this part 105-64, the terms listed below are
defined as follows:
(a) Agency means agency as defined in 5 U.S.C. 552(e);
(b) Individual means a citizen of the United States or a legal alien
admitted for permanent residence;
(c) Maintain means keep, collect, use, and disseminate;
(d) A record means any item, collection, or grouping of information an
agency maintains about a person, including, but not limited to, his or
her educational background, financial transactions, medical history, and
employment or criminal history, and that contains his or her name or
other identifying number of symbols such as a fingerprint, voiceprint,
or photograph;
(e) A system of records means any group of records under the control
of the agency from which information is retrieved by a person's name or
by an identifying number, symbols, or other identifiers assigned to that
individual;
(f) A statistical record means an item of information maintained for
statistical research or reporting purposes that is not used in making
any determination about an identifiable person, except as provided by
Section 8 of Title 13 U.S.C.;
(g) Routine use means using a record for the purpose for which it was
intended;
(h) System manager means the GSA employee who maintains a system of
records and who collects, uses, and disseminates the information in it;
(i) The subject individual means the person named or discussed in a
record or the person to whom a record refers;
(j) Disclosure means transferring a record, a copy of a record, or the
information contained in a record to someone other than the subject
individual, or the reviewing of a record by someone other than the
subject individual;
(k) Access means a transfer of a record, a copy of a record, or the
information in a record to the subject individual, or the review of a
record by the subject individual; and
(l) Solicitation means a request by an officer or employee of GSA for
a person to provide information about himself or herself.
Subpart 105-64.1--General Policy
Sec. 105.64.101 Maintenance of records.
Sec. 105.64.101-1 Collection and use.
(a) General. The system manager (also called the manager) should
collect information used for determining an individual's rights,
benefits, or privileges under GSA programs directly from the subject
individual if practical. The system manager should ensure that
information collected is used only as intended by the Act and these
regulations.
(b) Soliciting information. Manager must ensure that when information
is solicited, the person is informed of the authority for collecting it;
whether providing it is mandatory or voluntary; the purpose for which it
will be used; routine uses of the information; and the effect on the
individual, if any, of not providing the information. Heads of Services
and Staff Offices and Regional Administrators must ensure that forms
used to solicit information comply with the Act and these regulations.
(c) Soliciting a social security number. Before requesting a person to
disclose his or her social security number, ensure either:
(1) The disclosure is required by Federal statute, or;
(2) Disclosure is required under a statute or regulation adopted
before January 1, 1975, to verify the person's identity, and that it was
part of a system of records in existence before January 1, 1975.
If soliciting a social security number is authorized under paragraph (c)
(1) or (2) of this section, inform the person beforehand whether the
disclosure is mandatory or voluntary, by what legal or other authority
the number is requested, and the use that is to be made of it.
(d) Soliciting information from third parties. Officers or employees
must inform third parties requested to provide information about another
person of the reason for collecting the information.
Sec. 105.64.101-2 Standards of accuracy.
Managers should ensure that the records used by the Agency to make
determinations about an individual are maintained with the accuracy,
relevance, timeliness, and completeness needed to ensure fairness to the
individual.
Sec. 105.64.101-3 Rules of conduct.
Those who design, develop, operate, or maintain a system of records,
or any record, must review 5 U.S.C. 552a and the regulations in this
part and follow 41 CFR part 105-735, Standards of Conduct, for
protecting personal information.
Sec. 105.64.101-4 Safeguarding systems of records.
Managers must ensure that administrative, technical, and physical
safeguards are established to ensure the security and confidentiality of
records and to protect against possible threats or hazards which could
be harmful, embarrassing, inconvenient, or unfair to any individual.
They must protect personnel information contained in manual and
automated systems of records by using the following safeguards:
(a) Storing official personnel folders and work folders in a lockable
filing cabinet when not in use. The system manager may use an
alternative storage system if it provides the same security as a locked
cabinet.
(b) Designating other sensitive records that need safeguards similar
to those described in paragraph (a) of this section.
(c) Permitting access to and use of automated or manual personnel
records only to persons whose official duties require it, or to a
subject individual or to his or her representative.
Sec. 105.64.101-5 Inconsistent directives of GSA superseded.
This part 105-64 applies or takes precedence when any GSA directive
disagrees with it.
Sec. 105.64.102 Records of other agencies.
If a GSA employee receives a request to review records that are the
primary responsibility of another agency, but are maintained by or in
the temporary possession of GSA, the employee should consult with the
other agency before releasing the records. Records in the custody of GSA
that are the responsibility of the Office of Personnel Management (OPM)
are governed by rules issued by OPM under the Privacy Act.
Sec. 105-64.103 Subpoenas and other legal demands.
Access to systems of records by subpoena or other legal process must
meet the provisions of subpart 105-60.6 of this chapter.
Subpart 105-64.2--Disclosure of records.
Sec. 105-64.201 Conditions of disclosure.
GSA employees may not disclose any record to a person or another
agency without the express written consent of the subject individual
unless the disclosure is:
(a) To GSA officials or employees who need the information to perform
their official duties;
(b) Required by the Freedom of Information Act;
(c) For a routine use identified in the Federal Register;
(d) For Bureau of the Census use under Title 13 of the United States
Code;
(e) To someone who has assured GSA in writing that the record is to be
used solely for statistical research or reporting, and if it does not
identify an individual;
(f) To the National Archives of the United States as a record that has
historical or other value warranting permanent retention;
(g) To another agency or instrumentality under the jurisdiction or
control of the United States for a civil or criminal law enforcement
activity, if the head of the agency or instrumentality or the designated
representative has made a written request to GSA specifying the part
needed and the law enforcement agency seeking it;
(h) To a person showing compelling circumstances affecting someone's
health and safety not necessarily the subject individual (Upon
disclosure, a notification must be sent to the subject individual's last
known address);
(i) To either House of Congress or to a committee or subcommittee
(joint or of either House), to the extent that the matter falls within
its jurisdiction;
(j) To the Comptroller General or an authorized representative while
performing the duties of the General Accounting Office;
(k) Under an order of a court of competent jurisdiction; or
(l) To a consumer reporting agency under section 3(d) of the Federal
Claims Collection Act of 1966 (31 U.S.C. 3711(f)(1)).
Sec. 105-64.202 Procedures for disclosure.
(a) On receiving a request to disclose a record, the manager should
verify the requester's right to obtain the information under Sec. 105-
64.201. Upon verification, the manager may make the records available.
(b) If the manager decides the record can't be disclosed, he or she
must inform the requester in writing and state that the denial can be
appealed to the GSA Privacy Act Officer, General Services Administration
(ATRAI), for a final decision.
Sec. 105-64.203 Accounting of disclosure.
(a) Except for disclosures made under Sec. 105-64.201 (a) and (b), an
accurate account of each disclosure is kept and retained for 5 years or
for the life of the record, whichever is longer. The date, reason, and
type of information disclosed, as well as the name and address of the
person or agency to whom you disclosed it are noted.
(b) The manager also keeps with the account of information disclosed:
(1) A statement justifying the disclosure;
(2) Any documentation related to disclosing a record for statistical
or law enforcement use; and
(3) The written consent of the person concerned.
(c) Except when records are disclosed to agencies or instrumentalities
for law enforcement under Sec. 105-64.201(g) or from exempt systems (see
Subpart 105-64.6), accounts of information disclosed must be opened to
the person concerned, upon request. Procedures to request such access
are given in the following subpart.
Subpart 105-64.3--Individual Access to Records
Sec. 105-64.301 Access procedures.
Sec. 105-64.301-1 Form of requests.
(a) A person who wants to see a record or any information concerning
him or her that is contained in a system or records maintained in the
GSA Central Office should send a written request to the GSA Privacy Act
Officer, General Services Administration (ATRAI), Washington, DC 20405.
For records maintained in GSA regional offices, send the request to the
Director, Administrative Services Division at the address shown in
Sec. 105-64.301-6.
(b) Requests must be made in writing and must be labeled Privacy Act
Request both on the letter and on the envelope. The letter should
contain the full name and identifying number of the system as published
in the Federal Register; the full name and address of the subject
individual; a brief description of the nature, time, place, and
circumstances of the person's association with GSA; and any other
information that would indicate whether the information is in the system
of records. The 10-workday time limit for the agency to reply under
Sec. 105-64.301-3, begins when a request is received in the office of
the official identified in this section.
(c) Managers may accept oral requests for access, if the requester is
properly identified.
Sec. 105-64.301-2 Special requirements for medical records.
(a) A manager who receives a request for access to official medical
records belonging to the Office of Personnel Management and described in
Chapter 339, Federal Personnel Manual (records about entrance
qualification, fitness for duty, or records filed in the official
personnel folder), should refer the matter to a Federal medical officer
for a decision under this section. If no medical officer is available,
the manager should send the request and the medical reports to the
Office of Personnel Management for a decision.
(b) If the Federal medical officer believes the medical records
requested by the subject individual discuss a condition that a physician
would hesitate to reveal to the person, the manager may release the
information only to a physician designated in writing by the subject
individual, his or her guardian, or conservator. If the records contain
information the physician would likely disclose to the person, the
information may be released to anyone the person authorizes in writing
to receive it.
Sec. 105-64.301-3 Granting access.
(a) Upon receiving a request for access to nonexempt records, the
manager must make them available to the subject individual or
acknowledge the request within 10 workdays after it is received, stating
when the records will be available.
(b) If the manager expects a delay of more than the 10 days allowed,
he or she should state the reason why in the acknowledgement.
(c) If a request for access does not contain enough information to
find the records, the manager should request additional information from
the individual and is allowed 10 more workdays after receiving it to
make the records available or acknowledge receiving the request.
(d) Records are available during normal business hours at the offices
where the records are maintained. Requesters should be prepared to
identify themselves by signature and to show other identification
verifying their signature.
(e) Managers may permit an individual to examine the original of a
nonexempt record and, if asked, provide the person with a copy of the
record. Fees are charged only for copies given to the person, not for
copies made for the agency's convenience.
(f) A requester may pick up a record in person or receive it by mail,
directed to an address provided in the request. The manager should not
give a record to a third party to deliver to the subject individual,
except medical records as outlined in Sec. 105-64.301-2 or as described
in paragraph (g) of this section.
(g) If a person wants to have someone else accompany him or her while
reviewing a record or when obtaining a copy of it, he or she must first
sign a statement authorizing the disclosure of the record. The system
manager shall maintain this statement with the record.
(h) The procedure to review the account of disclosures is the same as
the procedures for reviewing a record.
Sec. 105-64.301-4 Denials of access.
(a) A manager may deny access to a record only if the information is
being compiled in reasonable acticipation of a civil action or
proceeding as provided under 5 U.S.C. 552(d)(5) or if rules published in
the Federal Register state that it is in a system of records that may
not be disclosed. These systems are described in subpart 105-64.6 of
this part.
(b) If a manager receives a request for access to a record in an
exempt system of record, he or she should forward it to the Head of the
Service or Staff Office or Regional Administrator, attaching an
explanation and recommending the request be denied or granted.
(c) If the manager is the Head of a Service or Staff Office or a
Regional Administrator, he or she retains the responsibility for
granting or denying the request.
(d) The head of the Service or Staff Office or Regional Administrator,
in consultation with legal counsel and other officials concerned, should
decide whether the requested record is exempt from disclosure and,
(1) If the record is not exempt, notify the system manager to grant
the request under Sec. 105-64.301-3; or
(2) If the record is part of an exempt system he or she should:
(i) Notify the requester that the request is denied, explain why it is
denied, and inform the requester of his or her right to have GSA review
the decision; or
(ii) Notify the manager to make the record available under Sec. 105-
64.301-3, even though it is in an exempted system.
(e) A copy of any denial of a request should be sent to the GSA
Privacy Act Officer (ATRAI).
Sec. 105-64.301-5 Appeal of denial of access within GSA.
(a) A requester who is denied access, in whole or in part, to records
pertaining to him or her may file an administrative appeal. Appeals
should be addressed to the GSA Privacy Act Officer, General Services
Administration (ATRAI), Washington, DC 20405, regardless whether the
denial was made by a Central Office or a regional official.
(b) Each appeal to the Privacy Act Officer must be in writing. The
appeal should be marked Privacy Act-Access Appeal, on the face of the
letter and on the envelope.
(c) On receiving an appeal, the Privacy Act Officer consults with the
manager, the official who made the denial, legal counsel, and other
officials concerned. If the Privacy Act Officer, after consultation,
decides to grant the request, he or she notifies the manager in writing
to grant access to the record under Sec. 105-64.301-3, or grants access
himself or herself and notifies the requester of that action.
(d) If the Privacy Act Officer decides the appeal should be rejected,
he or she sends the request file and any appeal, with a recommendation,
to the Deputy Administrator for a final administrative decision.
(e) If the Deputy Administrator decides to grant a request, he or she
promptly instructs the system manager in writing to grant access to the
record under Sec. 105-64.301-3. The Deputy Administrator sends a copy of
the instructions to the Privacy Act Officer, who notifies the requester.
(f) If the Deputy Administrator rejects an appeal, he or she should
promptly notify the requester in writing. This action constitutes the
final administrative decision on the request and should state:
(1) The reason for rejecting the appeal; and
(2) That the requester has the right to have a court review the final
decision under Sec. 105-64.408.
(g) The final decision must be made within 30 workdays from the date
the appeal is received by the Privacy Act Officer. The Deputy
Administrator may extend the time limit by notifying the requester in
writing before the 30 days are up. The Deputy Administrator's letter
should explain why the time was extended.
Sec. 105-64.301-6 Geographic composition, addresses and telephone
numbers for regional Administrative Services Division directors.
Region 1
Boston (includes Connecticut, Maine, Massachusetts, New Hampshire, Rhode
Island, and Vermont) Telephone: 617-223-5212
Director, Administrative Services Division, General Services
Administration (1BR), John W. McCormack Post Office and Courthouse,
Boston, MA 02109
Region 2
New York (includes New Jersey, New York, the Commonwealth of Puerto
Rico, and the Virgin Islands) Telephone: 212-264-8262
Director, Administrative Services Division, General Services
Administration (2BR), 26 Federal Plaza, New York, NY 10278
Region 3
Philadelphia (includes Delaware, Maryland, Pennsylvania, Virginia, and
West Virginia with the exception of the National Capital Region)
Telephone: 215-597-7926
Director, Administrative Services Division, General Services
Administration (3BR), Ninth and Market Streets, Philadelphia, PA
19107
Region 4
Atlanta (includes Alabama, Florida, Georgia, Kentucky, Mississippi,
North Carolina, South Carolina, and Tennessee) Telephone: 404-221-
3240
Director, Administrative Services Division, General Services
Administration (4BR), 75 Spring Street, SW, Atlanta, GA 30303
Region 5
Chicago (includes Illinois, Indiana, Michigan, Ohio, Minnesota, and
Wisconsin) Telephone: 312-353-8421
Director, Administrative Services Division, General Services
Administration (5BR), 230 South Dearborn Street, Chicago, IL 60604
Region 6
Kansas City (includes Iowa, Kansas, Missouri, and Nebraska) Telephone:
816-374-7581
Director, Administrative Services Division, General Services
Administration (6BR), 1500 East Bannister Road, Kansas City, MO
64131
Region 7
Fort Worth (includes Arkansas, Louisiana, New Mexico, Texas, and
Oklahoma) Telephone: 817-334-2350
Director, Administrative Services Division, General Services
Administration (7BR), 819 Taylor Street, Fort Worth, TX 76102
Region 8
Denver (includes Colorado, North Dakota, South Dakota, Montana, Utah,
and Wyoming) Telephone: 303-776-2231
Director, Administrative Services Division, General Services
Administration (8BR), Building 41, Denver Federal Center, Denver, CO
80225
Region 9
San Francisco (includes Hawaii, California, Nevada, and Arizona)
Telephone: 415-556-9130
Director, Administrative Services Division, General Services
Administration (9BR), 525 Market Street, San Francisco, CA 95105
Region 10
Auburn (includes Alaska, Idaho, Oregon, and Washington) Telephone: 206-
931-7128
Director, Administrative Services Division, General Services
Administration (10BR), GSA Center, Auburn, WA 98002
National Capital Region
Washington, DC (includes the District of Columbia, the counties of
Montgomery and Prince Georges in Maryland; the city of Alexandria
and the counties of Arlington, Fairfax, Loudoun, and Prince William
in Virginia) Telephone: 202-472-1650
Director, Adminstrative Services Division, General Services
Administration (WBR), Seventh and D Streets, SW, Washington, DC
20407
Sec. 105-64.302 Fees.
Sec. 105-64.302-1 Records available at a fee.
The manager shall provide one copy of a record to a requester for the
fee stated in Sec. 105-64.302-6.
Sec. 105-64.302-2 Additional copies.
A reasonable number of additional copies shall be provided for a fee
if a requester cannot get copies made commercially.
Sec. 105-64.302-3 Waiver of fee.
The manager should make a copy of a record of up to 50 pages at no
charge to a requester who is a GSA employee. The manager may waive the
fee if the cost of collecting it is nearly as large as or greater than
the fee, or if furnishing the record without charge is customary or in
the public interest.
Sec. 105-64.302-4 Prepayment of fees over $25.
If a fee is likely to exceed $25, the manager notifies the person to
pay the fee before GSA can make the records available. GSA will remit
any overpayment or will send the requester a bill for any change over
the amount paid.
Sec. 105-64.302-5 Form of payment.
Copies must be paid for by check or money order made out to the
General Services Administration and addressed to the system manager.
Sec. 105-64.302-6 Reproduction fee schedule.
(a) The fee for copying a GSA record (by electrostatic copier) of 8 by
14 inches or less is 10 cents a page.
(b) The fee for copying a GSA record more than 8 by 14 inches or one
that does not permit copying by routine procedures is the same as that
charged commercially.
Subpart 105-64.4--Requests To Amend Records
Sec. 105-64.401 Submission of requests to amend records.
A person who wants to amend a record containing personal information
should send a written request to the GSA Privacy Act Officer. A GSA
employee who want to amend personnel records should send a written
request to the General Services Administration, Director of Personnel
(EP), Washington, DC 20405. It should show evidence of and justify the
need to amend the record. Both the letter and the envelope should be
marked ``Privacy Act-Request to Amend Record''.
Sec. 105-64.402 Review of requests to amend records.
(a) Managers must acknowledge a request to amend a record within 10
workdays after receiving it. If possible, the acknowledgment should
state whether the request will be granted or denied, under Sec. 105-
64.404.
(b) In reviewing a record in response to a request to amend, the
manager should weigh the accuracy, relevance, timeliness, and
completeness of the existing record compared to the proposed amendment
to decide whether the amendment is justified. On a request to delete
information, the manager should also review the request and the existing
record to decide whether the information is needed by the agency under a
statute or an Executive order.
Sec. 105-64.403 Approval of requests to amend.
If a manager decides that a record should be amended, he or she must
promptly correct it and send the person a corrected copy. If an
accounting of disclosure was created to document disclosure of a record,
anyone who previously received the record must be informed of the
substance of the correction and sent a copy of the corrected record. The
manager should advise the Privacy Act Officer that the request to amend
was approved.
Sec. 105-64.404 Denial of requests to amend.
(a) If a manager decides that amending a record is improper or that it
should be amended in a different way, he or she refers the request and
recommendation to the Head of the Service or Staff Office or Regional
Administrator through channels.
(b) If the Head of the Service or Staff Office or Regional
Administrator decides to amend the record as requested, he or she should
promptly return the request to the manager with instructions to make the
amendment under Sec. 105-64.403.
(c) If the Head of the Service or Staff Officer or Regional
Administrator decides not to amend the record as requested, he or she
should promptly advise the requester in writing of the decision. The
letter shall (1) state the reason for denying the request; (2) include
proposed alternate amendments, if appropriate; (3) state the requester's
right to appeal the denial; and (4) tell how to proceed with an appeal.
(d) The Privacy Act Officer must be sent a copy of the original denial
of a request to amend a record.
Sec. 105-64.405 Agreement to alternative amendments.
If the letter denying a request to amend a record proposes alternate
amendments and the requester agrees to them, he or she must notify the
official who signed the letter. The official should promptly instruct
the manager to amend the record under Sec. 105-64.403.
Sec. 105-64.406 Appeal of denial of request to amend a record.
(a) A requester who is denied a request to amend a record may appeal
the denial. The appeal should be sent to the General Services
Administration, Privacy Act Officer (ATRAI), Washington, DC 20405. If
the request involves a record in a GSA employee's official personnel
folder, as described in Chapter 293 of the Federal Personnel Manual, the
appeal should be addressed to the Director, Bureau of Manpower
Information Systems, Office of Personnel Management, Washington, DC
20415.
(b) The appeal to the Privacy Act Officer must be in writing and be
received within 30 calendar days after the requester receives the letter
stating the request was denied. It should be marked ``Privacy Act--
Appeal,'' both on the front of the letter and the envelope.
(c) On receiving an appeal, the Privacy Act Officer should consult
with the manager, the official who made the denial, legal counsel, and
other officials involved. If the Privacy Act Officer, after consulting
with these officials, decides that the record should be amended as
requested, he or she must promptly inform the manager to amend it under
Sec. 105-64.403 and shall notify the requester.
(d) If the Privacy Act Officer, after consulting with the officials
listed in the above paragraph, decides to reject an appeal, he or she
should send the file, with a recommendation, to the Deputy Administrator
for a final administrative decision.
(e) If the Deputy Administrator decides to change the record, he or
she should promptly instruct the manager in writing to amend it under
Sec. 105-64.403 and send a copy of the instruction to the Privacy Act
Officer, who shall notify the requester.
(f) If the Deputy Administrator rejects an appeal, he or she should
promptly notify the requester in writing. This is the final
administrative decision on the request and should include:
(1) Why the appeal is rejected;
(2) Alternate amendments that the requester may accept under Sec. 105-
64.405;
(3) Notice of the requester's right to file a Statement of
Disagreement that must be distributed under Sec. 105-64.407; and
(4) Notice of requester's right to seek court review of the final
administrative decision under Sec. 105-64.408.
(g) The final agency decision must be made within 30 workdays from the
date the Privacy Act Officer receives the appeal. In unusual
circumstances, the Deputy Administrator may extend this time limit by
notifying the requester in writing before the 30 days are up. The notice
should explain why the limit was extended.
Sec. 105-64.407 Statements of disagreement.
On receiving a final decision not to amend a record, the requester may
file a Statement of Disagreement with the manager. The statement should
explain why the requester believes the record to be inaccurate,
irrelevant, untimely, or incomplete. The manager must file the statement
with the records and include a copy of it in any disclosure of the
record. The manager must also provide a copy of the Statement of
Disagreement to any person or agency to whom the record has been
disclosed if the disclosure was made under the accounting requirement of
Sec. 105-64.202.
Sec. 105-64.408 Judicial review.
For up to 2 years after the final administrative decision under
Sec. 105-64.301-4 or Sec. 105-64.406, a requester may seek to have the
court overturn the decision. A civil action must be filed in the Federal
District Court where the requester lives or has his or her principal
place of business, where the agency records are maintained, or in the
District of Columbia.
Subpart 105-64.5--Reporting New Systems and Altering Existing Systems
Sec. 105-64.501 Reporting requirement.
(a) At least 90 calendar days before establishing a new system of
records, the manager must notify the Associate Administrator for Policy
and Management Systems. The notification must describe and justify each
system of records. If the Associate Administrator decides to establish
the system, he or she should submit a proposal, at least 60 days before
establishing the system, to the President of the Senate, the Speaker of
the House of Representatives and the Director of the Office of
Management and Budget for evaluating the effect on the privacy and other
rights of individuals.
(b) At least 90 calendar days before altering a system of records, the
responsible manager must notify the Associate Administrator for Policy
and Management Systems. The notification must describe and justify
altering the system of records. If the Associate Administrator decides
to alter the system, he or she should submit a proposal, at least 60
calendar days before altering the system, to the President of the
Senate, the Speaker of the House of Representatives, and the Director of
the Office of Management and Budget for evaluating the effect on the
privacy and other rights of individuals.
(c) Reports required by this regulation are exempt from reports
control.
Sec. 105-64.502 Federal Register notice of establishment of new
system or alteration of existing system.
The Associate Administrator for Policy and Management Systems must
publish in the Federal Register a notice of intent to establish or alter
a system of records:
(a) If he or she receives notice that the Senate, the House of
Representatives, and the Office of Management and Budget (OMB) do not
object to establishing or altering a system of records, or
(b) If 30 calendar days after submitting the proposal neither OMB nor
the Congress objects.
Sec. 105-64.503 Effective date of new systems of records or
alteration of an existing system of records.
When there is no objection to establishing or changing a system of
records, it becomes effective 30 calendar days after the notice is
published in the Federal Register.
Subpart 105-64.6--Exemptions
Sec. 105-64.601 General exemptions.
The following systems of records are exempt from the Privacy Act of
1974, except subsections (b); (c) (1) and (2); (e)(4) (A) through (F);
(e) (6), (7), (9), (10), and (11); and (i) of the Act:
(a) Incident Reporting System, GSA/PBS-3.
(b) Investigation Case Files, ADM-24.
The systems of records GSA/PBS-3 and GSA/ADM-24 are exempt to the extent
that information in them relates to enforcing the law, including police
efforts to prevent, control, or reduce crime or to apprehend criminals;
to the activities of prosecutors, courts, and correctional, probation,
pardon, or parole authorities; and to (1) information compiled to
identify criminal offenders and alleged offenders, consisting of records
of arrests, disposition of criminal charges, sentencing, confinement,
release, parole, and probation; (2) information compiled for a criminal
investigation, including reports of informants and investigators that
identify a person; or (3) reports that identify a person and were
prepared while enforcing criminal laws, from arrest or indictment
through release from parole. The law exempts these systems to maintain
the effectiveness and integrity of the Federal Protective Service and
the Office of Inspector General.
Sec. 105-64.602 Specific exemptions.
The following systems of records are exempt from subsections (c)(3);
(d); (e)(1); (e)(4) (G), (H), and (I); and (f) of the Privacy Act of
1974;
(a) Incident Reporting System, GSA/PBS-3.
(b) Investigation Case Files, GSA/ADM-24.
(c) Security Files, HSA/HRO-37.
The systems are exempt (1) if they contain investigatory material
compiled for law enforcement. However, if anyone is denied a right,
privilege, or benefit for which they would otherwise be eligible because
of the material, it should be provided to the person, except if it
discloses the identify of a Government source of information which there
is an express promise of confidentiality or before the effective date of
this section, under an implied promise of confidentiality and (2)
investigatory material compiled solely to decide suitability,
eligibility, or qualification for Federal employment, military service,
Federal contracts, or access to classified information, when disclosing
the material would reveal the identity of a confidential Government
informant, or prior to the effective date of this section, under an
implied promise that their identity is to be held in confidence. The
systems are exempted to maintain the effectiveness and integrity of
investigations conducted as part of the Federal Protective Service,
Office of Inspector General, and Office of Internal Security law
enforcement duties or their responsibilities in the areas of Federal
employment, Government contracts, and access to security classified
information.
Subpart 105-64.7--Assistance and Referrals
Sec. 105-64.701 Requests for assistance and referral.
Requests for assistance and referral to a system manager or other GSA
employee charged with implementing these regulations are made to the GSA
Privacy Officer (ATRAI), General Services Administration, Washington, DC
20405.