[Privacy Act Issuances (1997)]
[From the U.S. Government Publishing Office, www.gpo.gov]
CHEMICAL SAFETY AND HAZARD INVESTIGATION BOARD
Notice of Systems of Records, Preliminary Statement
Government-wide Systems of Records
In addition to the internal systems of records described below,
the CSB also maintains certain records covered by government-wide
systems of records. Government-wide systems of records are
established by Federal agencies, such as the Office of Personnel
Management (OPM) and the Equal Employment Opportunity Commission
(EEOC), that are responsible for government-wide functions. These
systems are described in notices published by the establishing
agency. While the establishing agency creates and administers the
system, the actual records are physically maintained at agencies
throughout the government, such as the CSB. Requests for CSB records
covered by a government-wide system of records should be directed to
the CSB. In accordance with the directive of Office of Management and
Budget (OMB) Circular No. A-130, the CSB is not creating or
publishing internal systems of records that wholly or partly
duplicate existing government-wide systems of records.
The CSB currently maintains, or may in the future maintain,
records covered by the following government-wide systems of records:
EEOC/GOVT-1 (Equal Employment Opportunity in the Federal Government
Complaint and Appeal Records); GSA/GOVT-4 (Contracted Travel Services
Program); MSPB/GOVT-1 (Appeals and Case Records); OGE/GOVT-1
(Executive Branch Public Financial Disclosure Reports and Other
Ethics Program Records); OGE/GOVT-2 (Confidential Statements of
Employment and Financial Interests); OPM/GOVT-1 (General Personnel
Records); OPM/GOVT-2 (Employee Performance File System Records); OPM/
GOVT-3 (Records of Adverse Actions, Performance Based Reductions in
Grade and Removal Actions, and Termination of Probationers); OPM/
GOVT-5 (Recruiting, Examining, and Placement Records); OPM/GOVT-9
(File on Position Classification Appeals, Job Grading Appeals, and
Retained Grade or Pay Appeals); OPM/GOVT-10 (Employee Medical File
System Records).
Statement of General Routine Uses
The following general routine uses are incorporated by this
reference into each system of records set forth herein, unless such
incorporation is specifically limited in the system description.
1. In the event that a record in a system indicates any violation
or potential violation of the law, whether civil, criminal, or
regulatory in nature, and whether arising by statute, or by
regulation, rule, or order issued pursuant thereto, the relevant
record may be referred by authorized CSB personnel 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,
rule, regulation, or order issued pursuant thereto. Such referral
shall also include and be deemed to authorize any and all appropriate
and necessary uses of such record in a court of law or before an
administrative board or hearing.
2. A record covered by a system may be disclosed by authorized
CSB personnel as a routine use to designated officers and employees
of other agencies and departments of the Federal government having an
interest in the individual for employment purposes, including the
hiring or retention of any employee, the issuance of a security
clearance, 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 involved.
3. Disclosure of information by authorized CSB personnel to the
Department of Justice, or in a proceeding before a court,
adjudicative body, or other administrative body before which the CSB
is authorized to appear, when:
a. The CSB, or any component thereof; or
b. Any employee of the CSB in his or her official capacity; or
c. Any employee of the CSB in his or her individual capacity
where the Department of Justice or the CSB has agreed to represent
the employee; or
d. The United States, when the CSB determines that litigation is
likely to affect the CSB or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice or the CSB is deemed by the CSB
to be relevant and necessary to the litigation provided, however,
that in each case it has been determined that the disclosure is
compatible with the purpose for which the records were collected.
4. Any record in any system of records may be disclosed by
authorized CSB personnel as a routine use to the National Archives
and Records Administration in the course of records management
inspections conducted under authority of 44 U.S.C. 2904 and 2906.
5. Information from any system of records may be released by
authorized CSB personnel to auditors in the conduct of an audit of
CSB operations or accounts, but only to the extent it is relevant and
necessary to the conduct of the audit.
6. Information from any system of records may be released by
authorized CSB personnel to the Federal Emergency Management Agency,
Office of Inspector General (OIG), to the extent necessary to comply
with the OIG's authorized oversight functions.
CSB-1
System name:
Non-competitive Appointment Records.
Security classification:
Unclassified.
System location:
Records in this system are located at the CSB offices, 2175 K
Street, NW, Suite 400, Washington, DC 20037-1809. Some records may
also be located at the Department of the Treasury, Bureau of the
Public Debt, Administrative Resource Center, Parkersburg, West
Virginia 26106.
Categories of individuals covered by the system:
Successful and unsuccessful applicants for employment with the
CSB in positions that were actually filled by non-competitive
appointment.
Categories of records in the system:
Identifying information, such as name(s), social security number,
sex, date of birth, home address, mailing address, and home telephone
number; applications for employment with the CSB in positions that
were actually filled by non-competitive appointment (records relating
to competitive appointments are covered by the government-wide system
of records OPM/GOVT-5) and related records, such as application
letters, resumes, Optional Application for Federal Employment (OF-
612), and correspondence between applicants and the CSB; and related
records.
Authority for maintenance of the system:
5 U.S.C. 3101; 5 CFR part 293.
Purpose(s):
Records in this system are used to screen the qualifications of
and make selections from applicants for employment in positions
filled by non-competitive appointment.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Evaluation by CSB managers of applicants' qualifications and
selection of applicants for positions.
2. Provision by authorized CSB personnel of summary information
on personnel for budgetary purposes.
3. Disclosure of information by authorized CSB personnel to the
Merit Systems Protection Board or the Office of the Special Counsel
in connection with appeals, and such other functions as may be
authorized by law.
4. Administrative Resource Center, Bureau of the Public Debt: May
receive information from this system as needed to maintain official
personnel records for and provide personnel management services to
the CSB.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained in file folders and on lists and
forms.
Retrievability:
These records are retrieved by name and/or social security
number.
Safeguards:
Records are located in locked file cabinets with access limited
to those personnel whose official duties require access.
Retention and disposal:
Records in this system are maintained in accordance with the
National Archives and Records Administration General Records
Schedule.
System manager(s) and address:
The records in this system are managed by the Directors of the
individual offices which solicited the applications and filled the
position. All office directors may be reached at the U.S. Chemical
Safety and Hazard Investigation Board, 2175 K Street, NW., Suite 400,
Washington, DC 20037.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Director of the
office to which they applied for a position:
Individuals must furnish the following information for their
records to be located and identified:
a. Full name.
b. Date of birth.
c. Social security number.
d. Signature.
Record access procedures:
Individuals wishing to request access to their records should
contact the CSB, as specified in the Notification Procedure, above.
For their records to be located and identified, individuals must
furnish all of the information specified in the Notification
Procedure, and also comply with the CSB Privacy Act regulations
codified at 40 CFR part 1602, on verification of identity and access
to records.
Contesting records procedures:
Individuals wishing to request amendment of their records in this
system should contact the appropriate system manager, as described
above. For their records to be located and identified, individuals
must furnish all of the information specified in the Notification
Procedure, and also comply with the CSB Privacy Act regulations
codified at 40 CFR part 1602, on verification of identity and
amendment of records.
Record source categories:
Information in this system of records is provided by:
a. The individual on whom the record is maintained.
b. Educational institutions.
c. Agency officials and other individuals or entities.
CSB-2
System name:
Payroll and Pay Administration Records.
Security classification:
Unclassified.
System location:
Records in this system are located at the CSB offices, 2175 K
Street, NW., Suite 400, Washington, DC 20037-1809. Records may also
be located at the Department of the Treasury, Bureau of the Public
Debt, Administrative Resource Center, Parkersburg, West Virginia
26106; or at the United States Department of Agriculture, National
Finance Center, New Orleans, Louisiana 70161.
Categories of individuals covered by the system:
Current and former CSB employees.
Categories of records in the system:
Identifying information, such as name(s), social security number,
sex, date of birth, home address, mailing address, and home telephone
number; individual employee pay records; time and attendance source
records, such as individual employee time sheets; time and attendance
input records, used to input data into a payroll system; employee tax
records, such as IRS form W-4 and state equivalents; direct deposit
records, such as Direct Deposit Sign-Up Form (SF-1199A); records
related to the authorization and use of leave, such as Application
for Leave (SF-71); records related to payroll actions, financial
transactions, and deductions; overtime and premium pay authorization
records; and related records.
Authority for maintenance of the system:
31 U.S.C. 3512.
Purpose(s):
The payroll and pay administration records provide the basic
source of factual data about CSB employees' entitlement to pay and
related administrative matters. Records in this system have various
uses, including processing employee payroll; authorizing overtime,
premium pay, and leave; determining status, eligibility, and
employees' rights and benefits under pertinent laws and regulations
governing Federal employees' pay; satisfying the tax reporting
obligations of the CSB and its employees; and providing other
information needed for pay administration.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Use by authorized CSB personnel for verification of pay status
and other basic information regarding employee pay for the general
purposes set forth above.
2. Use by authorized CSB personnel for preparation of time and
attendance reports and other documentation required to process the
biweekly payroll.
3. Provision by authorized CSB personnel of summary information
on personnel for budgetary purposes.
4. Disclosure of information by authorized CSB personnel to the
Merit Systems Protection Board or the Office of the Special Counsel
in connection with appeals, and such other functions as may be
authorized by law.
5. Administrative Resource Center, Bureau of the Public Debt: May
receive information from this system as needed to process payroll and
provide other pay administration services to the CSB.
6. Department of Defense: May receive information from this
system as needed to adjust military retirement.
7. Department of Labor: May receive information from this system
as needed to process workers' compensation claims.
8. Financial institutions: May receive information from this
system as needed to credit accounts for deposits and/or allotments
made through payroll deductions.
9. General Accounting Office: May receive information from this
system as needed to verify accuracy and legality of disbursements.
10. Internal Revenue Service: May receive information from this
system as needed to process Federal income tax.
11. National Finance Center, USDA: May receive information from
this system as needed to process payroll and provide other pay
administration services to the CSB.
12. Office of Personnel Management: May receive information from
this system as needed to maintain records of transfer, retirement,
and benefits; and collect anonymous statistical reports.
13. Social Security Administration: May receive information from
this system as needed to maintain Social Security records and
benefits.
14. State and local government: May receive information from this
system as needed to process state and local income tax.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained in file folders and on lists and
forms.
Retrievability:
These records are retrieved by name and/or social security
number.
Safeguards:
Records are located in locked file cabinets with access limited
to those personnel whose official duties require access.
Retention and disposal:
CSB payroll and pay administration files are maintained for the
period of the employee's service and thereafter in accordance with
the National Archives and Records Administration General Records
Schedule 2.
System manager(s) and address:
Director of Management Operations, U.S. Chemical Safety and
Hazard Investigation Board, 2175 K Street, NW., Suite 400,
Washington, DC 20037.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the system manager
listed above.
Individuals must furnish the following information for their
records to be located and identified:
a. Full name.
b. Date of birth.
c. Social security number.
d. Signature.
Record access procedures:
Individuals wishing to request access to their records should
contact the CSB, as specified in the Notification Procedure, above.
For their records to be located and identified, individuals must
furnish all of the information specified in the Notification
Procedure, and also comply with the CSB Privacy Act regulations
codified at 40 CFR part 1602, on verification of identity and access
to records.
Contesting record procedures:
Individuals wishing to request amendment of their records related
to their pay should contact the system manager listed above. For
their records to be located and identified, individuals must furnish
all of the information specified in the Notification Procedure, and
also comply with the CSB Privacy Act regulations codified at 40 CFR
part 1602, on verification of identity and amendment of records.
Record source categories:
Information in this system of records is provided by:
a. The individual on whom the record is maintained.
b. Agency officials and other individuals or entities.
CSB-3
System name:
Staff Resume Book.
Security classification:
Unclassified.
System location:
Records in this system are located at the CSB offices, 2175 K
Street, NW, Suite 400, Washington, DC 20037-1809.
Categories of individuals covered by the system:
Members of the CSB's Investigations and Safety Programs staff.
Categories of records in the system:
Identifying information, such as name(s), social security number,
sex, date of birth, home address, mailing address, and home telephone
number; resumes; and other records summarizing employees' educational
background and work experience.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
These records provide a source of factual data about
investigative employees' mission-related work and educational
experience.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
1. Use by authorized CSB personnel for verification of basic
information regarding employees.
2. Authorized CSB personnel may distribute information from this
system of records to bona fide representatives of the media,
congressional staffs, state and local governments, or other
individuals with a legitimate need to understand the qualifications
of the CSB's technical staff.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained in file folders and/or in three-ring
binders.
Retrievability:
These records are retrieved by name.
Safeguards:
Records are located in locked file cabinets or in locked offices
with access limited to those personnel whose official duties require
access.
Retention and disposal:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration General
Records Schedules.
System manager(s) and address:
Director of Investigations and Safety Programs, U.S. Chemical
Safety and Hazard Investigation Board, 2175 K Street, NW, Suite 400,
Washington, DC 20037.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the system manager
listed above.
Individuals must furnish the following information for their
records to be located and identified:
a. Full name.
b. Date of birth.
c. Social security number.
d. Signature.
Record access procedures:
Individuals wishing to request access to their records should
contact the CSB, as specified in the Notification Procedure, above.
For their records to be located and identified, individuals must
furnish all of the information specified in the Notification
Procedure, and also comply with the CSB Privacy Act regulations
codified at 40 CFR part 1602, on verification of identity and access
to records.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the system manager listed above. For their records to be
located and identified, individuals must furnish all of the
information specified in the Notification Procedure, and also comply
with the CSB Privacy Act regulations codified at 40 CFR part 1602, on
verification of identity and amendment of records.
Record source categories:
Information in this system of records is provided by:
a. The individual on whom the record is maintained.
CSB-4
System name:
Employee Travel Records.
Security classification:
Unclassified.
System location:
Records in this system are located at the CSB offices, 2175 K
Street, NW, Suite 400, Washington, DC 20037-1809. Some records may
also be located at the Department of the Treasury, Bureau of the
Public Debt, Administrative Resource Center, Parkersburg, West
Virginia 26106.
Categories of individuals covered by the system:
Current and former CSB employees who have traveled pursuant to
authorized official CSB business.
Categories of records in the system:
Identifying information, such as name(s), social security number,
sex, date of birth, home address, mailing address, and home telephone
number; records related to destination, itinerary, mode, purpose, and
dates of travel; travel expense records, such as vouchers and
receipts; and related records.
Authority for maintenance of the system:
5 U.S.C. 5707; 31 U.S.C. 3512
Purpose(s):
The employee travel records provide the basic source of factual
data about CSB employees' official travel activities. Records in this
system have various uses, including the planning, authorization, and
tracking of employees' official travel; processing travel vouchers
and other travel-related payments; and related purposes.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
General routine use number 2 (listed in the Prefatory Statement
to this Notice) does not apply to the CSB-4 system.
1. Verification by authorized CSB personnel of travel status and
other basic information regarding employees for the general purposes
set forth above.
2. Preparation by authorized CSB personnel of documentation
required to process travel vouchers and authorizations.
3. Preparation and maintenance by authorized CSB personnel of
financial reports and records.
4. Provision by authorized CSB personnel of summary information
on travel expenses for budgetary purposes.
5. Disclosure of information by authorized CSB personnel to the
Merit Systems Protection Board or the Office of the Special Counsel
in connection with appeals, and such other functions as may be
authorized by law.
6. Administrative Resource Center, Bureau of the Public Debt: May
receive information from this system as necessary to provide travel
and administrative support services to the CSB.
7. General Accounting Office: May receive information from this
system as necessary to verify the accuracy and legality of
disbursements.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained in file folders and on lists and
forms.
Retrievability:
These records are retrieved by name and/or social security
number.
Safeguards:
Records are located in locked file cabinets with access limited
to those personnel whose official duties require access.
Retention and disposal:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration General
Records Schedules.
System manager(s) and address:
Director of Financial Operations, U.S. Chemical Safety and Hazard
Investigation Board, 2175 K Street, NW, Suite 400, Washington, DC
20037.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the system manager
listed above.
Individuals must furnish the following information for their
records to be located and identified:
a. Full name.
b. Date of birth.
c. Social security number.
d. Signature.
Record access procedures:
Individuals wishing to request access to their records should
contact the CSB, as specified in the Notification Procedure, above.
For their records to be located and identified, individuals must
furnish all of the information specified in the Notification
Procedure, and also comply with the CSB Privacy Act regulations
codified at 40 CFR part 1602, on verification of identity and access
to records.
Contesting record procedures:
Individuals wishing to request amendment of their records related
to their pay should contact the system manager listed above. For
their records to be located and identified, individuals must furnish
all of the information specified in the Notification Procedure, and
also comply with the CSB Privacy Act regulations codified at 40 CFR
part 1602, on verification of identity and amendment of records.
Record source categories:
Information in this system of records is provided by:
a. The individual on whom the record is maintained.
b. Agency officials and other individuals or entities.
CSB-5
System name:
General Administrative Records.
Security classification:
Unclassified.
System location:
Records in this system are located at the CSB offices, 2175 K
Street, NW, Suite 400, Washington, DC 20037-1809.
Categories of individuals covered by the system:
Current and former CSB employees.
Categories of records in the system:
Identifying information, such as name(s), social security number,
sex, date of birth, home address, mailing address, and home telephone
number; employee locator records; records related to credit cards and
telephone calling cards issued to individual employees, and the use
of such cards; employee relocation records; records related to
employee parking permits and subsidies, and employee public transit
subsidies; records related to the issuance of CSB credentials; and
related records.
Authority for maintenance of the system:
5 U.S.C. 301; 31 U.S.C. 3512
Purpose(s):
These records provide the basic source of factual data about
general administrative matters. Records in this system have various
uses, including tracking and justifying employees' expenditures on
government-issued credit and telephone calling cards; issuing parking
permits and transit subsidies; contacting employees in the case of
personal or official emergencies; and related purposes.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
1. Use by authorized CSB personnel for verification of basic
information regarding employees for and fulfillment of the general
purposes set forth above.
2. Use by authorized CSB personnel for preparation and
maintenance of financial reports and records.
3. Use by authorized CSB personnel for provision of summary
information for budgetary purposes.
4. Disclosure by authorized CSB personnel of information to the
Merit Systems Protection Board or the Office of the Special Counsel
in connection with appeals, and such other functions as may be
authorized by law.
5. Administrative Resource Center, Bureau of the Public Debt: May
receive information from this system as needed to provide
administrative support services to the CSB.
6. General Accounting Office: May receive information from this
system as needed to verify accuracy and legality of disbursements.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained in file folders and on lists and
forms.
Retrievability:
These records are retrieved by name and/or social security
number.
Safeguards:
Records are located in locked file cabinets with access limited
to those personnel whose official duties require access.
Retention and disposal:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration General
Records Schedules.
System manager(s) and address:
For records related to credit cards and telephone calling cards:
Director of Financial Operations, U.S. Chemical Safety and Hazard
Investigation Board, 2175 K Street, NW, Suite 400, Washington, DC
20037.
For all other records in this system:
Director of Management Operations, U.S. Chemical Safety and
Hazard Investigation Board, 2175 K Street, NW, Suite 400, Washington,
DC 20037.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the appropriate system
manager listed above.
Individuals must furnish the following information for their
records to be located and identified:
e. Full name.
f. Date of birth.
g. Social security number.
h. Signature.
Record access procedures:
Individuals wishing to request access to their records should
contact the CSB, as specified in the Notification Procedure, above.
For their records to be located and identified, individuals must
furnish all of the information specified in the Notification
Procedure, and also comply with the CSB Privacy Act codified at 40
CFR part 1602, on verification of identity and access to records.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the system manager listed above. For their records to be
located and identified, individuals must furnish all of the
information specified in the Notification Procedure, and also comply
with the CSB Privacy Act regulations codified at 40 CFR part 1602, on
verification of identity and amendment of records.
Record source categories:
Information in this system of records is provided by:
a. The individual on whom the record is maintained.
b. Agency officials.
c. Other individuals or entities.
CSB-6
System name:
Freedom of Information Act and Privacy Act Request and Appeal
Records.
Security classification:
Unclassified.
System location:
Records in this system are located at the CSB offices, 2175 K
Street, NW, Suite 400, Washington, DC 20037-1809.
Categories of individuals covered by the system:
Individuals who have made requests for information to the CSB
under the Freedom of Information Act (FOIA) and/or Privacy Act.
Categories of records in the system:
Identifying information, such as name(s), social security number,
sex, date of birth, home address, mailing address, and home telephone
number; requests from individuals and related correspondence; and
related records.
Authority for maintenance of the system:
5 U.S.C. 552; 552a
Purpose(s):
These records are used to respond to FOIA and Privacy Act
requests.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
General routine use number 2 (listed in the Prefatory Statement
to this Notice) does not apply to the CSB-6 system.
1. Use by authorized CSB personnel to respond to and process FOIA
and Privacy Act requests.
2. Use by authorized CSB personnel for preparation of required
reports on FOIA and Privacy Act activity.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained in file folders and on lists and
forms.
Retrievability:
These records are retrieved by name.
Safeguards:
Records are located in locked file cabinets with access limited
to those personnel whose official duties require access.
Retention and disposal:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration General
Records Schedules.
System manager(s) and address:
FOIA/Privacy Act Coordinator, U.S. Chemical Safety and Hazard
Investigation Board, 2175 K Street, NW, Suite 400, Washington, DC
20037.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the system manager
listed above.
Individuals must furnish the following information for their
records to be located and identified:
a. Full name.
b. Date of birth.
c. Social security number.
d. Signature.
Record access procedures:
Individuals wishing to request access to their records should
contact the CSB, as specified in the Notification Procedure, above.
For their records to be located and identified, individuals must
furnish all of the information specified in the Notification
Procedure, and also comply with the CSB Privacy Act regulations
codified at 40 CFR part 1602, on verification of identity and access
to records.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the system manager listed above. For their records to be
located and identified, individuals must furnish all of the
information specified in the Notification Procedure, and also comply
with the CSB Privacy Act regulations codified at 40 CFR part 1602, on
verification of identity and amendment of records.
Record source categories:
Information in this system of records is provided by:
a. The individual on whom the record is maintained.
CSB-7
System name:
Mailing Lists.
Security classification:
Unclassified.
System location:
Records in this system are located at the CSB offices, 2175 K
Street, NW, Suite 400, Washington, DC 20037-1809.
Categories of individuals covered by the system:
Individuals who have provided personal contact and identification
information to CSB officials for the purpose of being kept apprised
of CSB activities.
Categories of records in the system:
Identifying information, such as name(s), social security number,
sex, date of birth, home address, mailing address, home telephone
number, office address and telephone number; and related records.
Authority for maintenance of the system:
5 U.S.C. 301
Purpose(s):
These records provide current contact and related information for
individuals who are interested in CSB activities.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The six general routine uses (listed in the Prefatory Statement
to this Notice) do not apply to the CSB-7 system.
1. Use by authorized CSB personnel to send information and
updates about CSB activities to interested individuals.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained in file folders and on lists and
forms.
Retrievability:
These records are retrieved by name.
Safeguards:
Records are located in locked file cabinets with access limited
to those personnel whose official duties require access.
Retention and disposal:
Records in this system are maintained in accordance with the
applicable National Archives and Records Administration General
Records Schedules.
System manager(s) and address:
The records in this system are managed by the individual office
directors who need to maintain mailing lists in furtherance of their
official duties. All office directors may be reached at the U.S.
Chemical Safety and Hazard Investigation Board, 2175 K Street, NW,
Suite 400, Washington, DC 20037.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the appropriate system
manager listed above.
Individuals must furnish the following information for their
records to be located and identified:
e. Full name.
f. Date of birth.
g. Social security number.
h. Signature.
Record access procedures:
Individuals wishing to request access to their records should
contact the CSB, as specified in the Notification Procedure, above.
For their records to be located and identified, individuals must
furnish all of the information specified in the Notification
Procedure, and also comply with the CSB Privacy Act regulations
codified at 40 CFR part 1602, on verification of identity and access
to records.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the system manager listed above. For their records to be
located and identified, individuals must furnish all of the
information specified in the Notification Procedure, and also comply
with the CSB Privacy Act regulations codified at 40 CFR part 1602, on
verification of identity and amendment of records.
Record source categories:
Information in this system of records is provided by:
a. The individual on whom the record is maintained.
CHEMICAL SAFETY AND HAZARD INVESTIGATION BOARD
CHEMICAL SAFETY AND HAZARD INVESTIGATION BOARD
PART 1602---PROTECTION OF PRIVACY AND ACCESS TO INDIVIDUAL RECORDS UNDER
THE PRIVACY ACT OF 1974
Sec.
1602.1 General provisions.
1602.2 Requests for access to records.
1602.3 Responsibility for responding to requests for access to records.
1602.4 Responses to requests for access to records.
1602.5 Appeals from denials of requests for access to records.
1602.6 Requests for amendment or correction of records.
1602.7 Requests for accountings of record disclosures.
1602.8 Preservation of records.
1602.9 Fees.
1602.10 Notice of court-ordered and emergency disclosures.
Authority: 5 U.S.C. 552a, 553; 42 U.S.C. 7412 et seq.
Source: 66 FR 17079, Mar. 29, 2001
Sec. 1602.1 General provisions.
(a) Purpose and scope. This part contains the rules that the Chemical
Safety and Hazard Investigation Board (``CSB'' or ``Board'') follows
under the Privacy Act of 1974, 5 U.S.C. 552a. These rules should be read
together with the Privacy Act, which provides additional information
about records maintained on individuals. The rules in this part apply to
all records in systems of records maintained by the CSB that are
retrieved by an individual's name or personal identifier. They describe
the procedures by which individuals may request access to records about
themselves, request amendment or correction of those records, and
request an accounting of disclosures of those records by the CSB. In
addition, the CSB processes all Privacy Act requests for access to
records under the Freedom of Information Act (FOIA), 5 U.S.C. 552,
following the rules contained in part 1601 of this chapter, which gives
requests the benefit of both statutes.
(b) Definitions. As used in this part:
Requester means an individual who makes a request for access, a
request for amendment or correction, or a request for an accounting
under the Privacy Act.
Request for access to a record means a request made as described in
subsection (d)(1) of the Privacy Act, 5 U.S.C. 552a.
Request for amendment or correction of a record means a request made
as described in subsection (d)(2) of the Privacy Act, 5 U.S.C. 552a.
Request for an accounting means a request made as described in
subsection (c)(3) of the Privacy Act, 5 U.S.C. 552a.
Sec. 1602.2 Requests for access to records.
(a) How made and addressed. You may make a request for access to a CSB
record about yourself by appearing in person or by writing to the CSB.
Your request should be sent or delivered to the CSB's General Counsel,
at 2175 K Street, NW., 4th Floor, Washington, DC 20037. For the quickest
possible handling, you should mark both your request letter and the
envelope ``Privacy Act Request.''
(b) Description of records sought. You must describe the records that
you want in enough detail to enable CSB personnel to locate the system
of records containing them with a reasonable amount of effort. Whenever
possible, your request should describe the records sought, the time
periods in which you believe they were compiled, and the name or
identifying number of each system of records in which you believe they
are kept. The CSB publishes notices in the Federal Register that
describe its systems of records. A description of the CSB's systems of
records also may be found as part of the ``Privacy Act Compilation''
published by the National Archives and Records Administration's Office
of the Federal Register. This compilation is available in most large
reference and university libraries. This compilation also can be
accessed electronically at the Government Printing Office's World Wide
Web site (which can be found at http://www.access.gpo.gov/su_docs).
(c) Agreement to pay fees. If you make a Privacy Act request for
access to records, it shall be considered an agreement by you to pay all
applicable fees charged under Sec. 1602.9 up to $25.00. The CSB
ordinarily will confirm this agreement in an acknowledgment letter. When
making a request, you may specify a willingness to pay a greater or
lesser amount.
(d) Verification of identity. When you make a request for access to
records about yourself, you must verify your identity. You must state
your full name, current address, and date and place of birth. You must
sign your request and your signature must either be notarized or
submitted by you under 28 U.S.C. 1746, a law that permits statements to
be made under penalty of perjury as a substitute for notarization. In
order to help the identification and location of requested records, you
may also, at your option, include your social security number.
(e) Verification of guardianship. When making a request as the parent
or guardian of a minor or as the guardian of someone determined by a
court to be incompetent, for access to records about that individual,
you must establish:
(1) The identity of the individual who is the subject of the record,
by stating the name, current address, date and place of birth, and, at
your option, the social security number of the individual;
(2) Your own identity, as required in paragraph (d) of this section;
(3) That you are the parent or guardian of that individual, which you
may prove by providing a copy of the individual's birth certificate
showing your parentage or by providing a court order establishing your
guardianship; and
(4) That you are acting on behalf of that individual in making the
request.
Sec. 1602.3 Responsibility for responding to requests for access to
records.
(a) In general. In determining which records are responsive to a
request, the CSB ordinarily will include only those records in its
possession as of the date the CSB begins its search for them. If any
other date is used, the CSB will inform the requester of that date.
(b) Authority to grant or deny requests. The CSB's General Counsel, or
his/her designee, is authorized to grant or deny any request for access
to a record of the CSB.
(c) Consultations and referrals. When the CSB receives a request for
access to a record in its possession, it will determine whether another
agency of the Federal Government is better able to determine whether the
record is exempt from access under the Privacy Act. If the CSB
determines that it is best able to process the record in response to the
request, then it will do so. If the CSB determines that it is not best
able to process the record, then it will either:
(1) Respond to the request regarding that record, after consulting
with the agency best able to determine whether the record is exempt from
access and with any other agency that has a substantial interest in it;
or
(2) Refer the responsibility for responding to the request regarding
that record to another agency that originated the record (but only if
that agency is subject to the Privacy Act). Ordinarily, the agency that
originated a record will be presumed to be best able to determine
whether it is exempt from access.
(d) Notice of referral. Whenever the CSB refers all or any part of the
responsibility for responding to your request to another agency, it
ordinarily will notify you of the referral and inform you of the name of
each agency to which the request has been referred and of the part of
the request that has been referred.
(e) Timing of responses to consultations and referrals. All
consultations and referrals shall be handled according to the date the
Privacy Act access request was initially received by the CSB, not any
later date.
Sec. 1602.4 Responses to requests for access to records.
(a) Acknowledgments of requests. On receipt of your request, the CSB
ordinarily will send an acknowledgment letter, which shall confirm your
agreement to pay fees under Sec. 1602.2(c) and may provide an assigned
request number for further reference.
(b) Grants of requests for access. Once the CSB makes a determination
to grant your request for access in whole or in part, it will notify you
in writing. The CSB will inform you in the notice of any fee charged
under Sec. 1602.9 and will disclose records to you promptly on payment
of any applicable fee. If your request is made in person, the CSB may
disclose records to you directly, in a manner not unreasonably
disruptive of its operations, on payment of any applicable fee and with
a written record made of the grant of the request. If you are
accompanied by another person when you make a request in person, you
shall be required to authorize in writing any discussion of the records
in the presence of the other person.
(c) Adverse determinations of requests for access. If the CSB makes an
adverse determination denying your request for access in any respect, it
will notify you of that determination in writing. Adverse
determinations, or denials of requests, consist of: a determination to
withhold any requested record in whole or in part; a determination that
a requested record does not exist or cannot be located; a determination
that what has been requested is not a record subject to the Privacy Act;
a determination on any disputed fee matter; and a denial of a request
for expedited treatment. The notification letter shall be signed by the
General Counsel, or his/her designee, and shall include:
(1) The name and title or position of the person responsible for the
denial;
(2) A brief statement of the reason(s) for the denial, including any
Privacy Act exemption(s) applied by the CSB in denying the request; and
(3) A statement that the denial may be appealed under Sec. 1602.5(a)
and a description of the requirements of Sec. 1602.5(a).
Sec. 1602.5 Appeals from denials of requests for access to records.
(a) Appeals. If you are dissatisfied with the CSB's response to your
request for access to records, you may appeal an adverse determination
denying your request in any respect to the Privacy Act Appeals Officer
of the CSB, 2175 K Street, NW., Suite 400, Washington, DC 20037. You
must make your appeal in writing, and it must be received within 60 days
of the date of the letter denying your request. Your appeal letter may
include as much or as little related information as you wish, as long as
it clearly identifies the determination (including the assigned request
number, if any) that you are appealing. For the quickest possible
handling, you should mark both your appeal letter and the envelope
``Privacy Act Appeal.''
(b) Responses to appeals. The decision on your appeal will be made in
writing. A decision affirming an adverse determination in whole or in
part will include a brief statement of the reason(s) for the affirmance,
including any Privacy Act exemption applied, and will inform you of the
Privacy Act provisions for court review of the decision. If the adverse
determination is reversed or modified on appeal in whole or in part, you
will be notified in a written decision and your request will be
reprocessed in accordance with that appeal decision.
(c) When appeal is required. If you wish to seek review by a court of
any adverse determination or denial of a request, you must first appeal
it under this section.
Sec. 1602.6 Requests for amendment or correction of records.
(a) How made and addressed. You may make a request for amendment or
correction of a CSB record about yourself by following the procedures in
Sec. 1602.2. Your request should identify each particular record in
question, state the amendment or correction that you want, and state why
you believe that the record is not accurate, relevant, timely, or
complete. You may submit any documentation that you think would be
helpful.
(b) CSB responses. Within ten working days of receiving your request
for amendment or correction of records, the CSB will send you a written
acknowledgment of its receipt of your request, and it will promptly
notify you whether your request is granted or denied. If the CSB grants
your request in whole or in part, it will describe the amendment or
correction made and advise you of your right to obtain a copy of the
corrected or amended record. If the CSB denies your request in whole or
in part, it will send you a letter stating:
(1) The reason(s) for the denial; and
(2) The procedure for appeal of the denial under paragraph (c) of this
section, including the name and business address of the official who
will act on your appeal.
(c) Appeals. You may appeal a denial of a request for amendment or
correction in the same manner as a denial of a request for access to
records (see Sec. 1602.5), and the same procedures will be followed. If
your appeal is denied, you will be advised of your right to file a
Statement of Disagreement as described in paragraph (d) of this section
and of your right under the Privacy Act for court review of the
decision.
(d) Statements of Disagreement. If your appeal under this section is
denied in whole or in part, you have the right to file a Statement of
Disagreement that states your reason(s) for disagreeing with the CSB's
denial of your request for amendment or correction. Statements of
Disagreement must be concise, must clearly identify each part of any
record that is disputed, and should be no longer than one typed page for
each fact disputed. Your Statement of Disagreement must be sent to the
CSB, which will place it in the system of records in which the disputed
record is maintained and will mark the disputed record to indicate that
a Statement of Disagreement has been filed and where in the system of
records it may be found.
(e) Notification of amendment/correction or disagreement. Within 30
working days of the amendment or correction of a record, the CSB shall
notify all persons, organizations, or agencies to which it previously
disclosed the record, if an accounting of that disclosure was made, that
the record has been amended or corrected. If an individual has filed a
Statement of Disagreement, the CSB will attach a copy of it to the
disputed record whenever the record is disclosed and may also attach a
concise statement of its reason(s) for denying the request to amend or
correct the record.
Sec. 1602.7 Requests for an accounting of record disclosures.
(a) How made and addressed. Except where accountings of disclosures
are not required to be kept (as stated in paragraph (b) of this
section), you may make a request for an accounting of any disclosure
that has been made by the CSB to another person, organization, or agency
of any record about you. This accounting contains the date, nature, and
purpose of each disclosure, as well as the name and address of the
person, organization, or agency to which the disclosure was made. Your
request for an accounting should identify each particular record in
question and should be made by writing to the CSB, following the
procedures in Sec. 1602.2.
(b) Where accountings are not required. The CSB is not required to
provide accountings to you where they relate to disclosures for which
accountings are not required to be kept---in other words, disclosures
that are made to employees within the agency and disclosures that are
made under the FOIA.
(c) Appeals. You may appeal a denial of a request for an accounting to
the CSB Appeals Officer in the same manner as a denial of a request for
access to records (see Sec. 1602.5) and the same procedures will be
followed.
Sec. 1602.8 Preservation of records.
The CSB will preserve all correspondence pertaining to the requests
that it receives under this part, as well as copies of all requested
records, until disposition or destruction is authorized by Title 44 of
the United States Code or the National Archives and Records
Administration's General Records Schedule 14. Records will not be
disposed of while they are the subject of a pending request, appeal, or
lawsuit under the Privacy Act.
Sec. 1602.9 Fees.
The CSB will charge fees for duplication of records under the Privacy
Act in the same way in which it charges duplication fees under the FOIA
(see part 1601, subpart D of this chapter). No search or review fee will
be charged for any record.
Sec. 1602.10 Notice of court-ordered and emergency disclosures.
(a) Court-ordered disclosures. When a record pertaining to an
individual is required to be disclosed by a court order, the CSB will
make reasonable efforts to provide notice of this to the individual.
Notice will be given within a reasonable time after the CSB's receipt of
the order--except that in a case in which the order is not a matter of
public record, the notice will be given only after the order becomes
public. This notice will be mailed to the individual's last known
address and will contain a copy of the order and a description of the
information disclosed.
(b) Emergency disclosures. Upon disclosing a record pertaining to an
individual made under compelling circumstances affecting health or
safety, the CSB will notify that individual of the disclosure. This
notice will be mailed to the individual's last known address and will
state the nature of the information disclosed; the person, organization,
or agency to which it was disclosed; the date of disclosure; and the
compelling circumstances justifying the disclosure.