Report on Revised System of Records Under the Privacy Act of 1974

GENERAL SERVICES ADMINISTRATION

Report on Revised System of Records Under the Privacy Act of 1974

agency: General Services Administration.

action: Notification of revised system of records.

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summary: The purpose of this document is to give notice, under the

provisions of the Privacy Act of 1974, 5 U.S.C. 552a, of intent by the

General Services Administration (GSA) to revise a system of records

maintained by GSA.

The system of records, Credentials, Passes, and Licenses, GSA/HRO-

8, will be revised to show that GSA will collect individual next of kin

name and phone number and medical information from employees on a

voluntary basis, so that this information may be made available to

security and medical personnel in the event of a medical emergency. The

system will also be revised to show that data storage will be in the

form of or in electronic chips in the individual's identification card

itself, and in associated automated data systems.

A new system report was filed with the Chairman of the Committee on

Government Operations in the House, the Committee on Governmental

Affairs in the Senate, and the Office of Management and Budget.

dates: Any interested party may submit written comments about this

revision. Comments must be received on or before the 30th day following

publication of this notice. The system will become effective without

further notice on the 30th day following publication of this notice

unless comments are received that would result in a contrary decision.

address: Address comments to the General Services Administration (CAI)

Washington, DC 20405.

for further information contact: Ms. Mary Cunningham, GSA Privacy Act

Officer, telephone (202) 501-3415.

Background

The system of records, Credentials, Passes, and Licenses, GSA/HRO-

8, will be revised to show that GSA will collect individual next of kin

NAME and phone number and medical information from employees on a

voluntary basis, so that this information may be made available to

security and medical personnel in the event of a medical emergency. The

system will also be revised to show that data storage will be in the

form of or in electronic chips in the individual's identification care

itself, and in associated automated data systems.

System number: GSA/HRO-8.

System name: Credentials, Passes, and Licenses.

System location: This system of records is maintained by the

Director, Office of Management Services, 1800 F St. NW, Washington, DC

and by the regional Administrative Services Divisions as listed in the

appendix.

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, Social Security Number (SSN), issuance date, serial

number, employee signature, and issuing official.

3. GSA Form 48, Request for and Record of Credential or Pass (Name,

photo, official address and phone number, home address, next of kin and

next of kin phone number, issuance date, serial number, employee

signature, and issuing official).

4. 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, position title, official address and phone number, home

address and phone number, next of kin, next of kin phone number and

medical information).

5. OF 7, Property Pass (Name, building, description of property,

agency, and effective date).

6. 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.

Purpose. To assemble in one system information pertaining to passes

and credentials for identification and security purposes.

[[Page 25198]]

Routine Uses of Records Maintained in the System, Including Categories

of Users and the Purposes of such use

a. To facilitate the issuance and control of cards, parking

permits, building passes, driver 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 the 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 and 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 workforce 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 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 the systems or records published by the Office

of Personnel Management as Government-wide records, they will be

considered as 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 transferable 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.

m. To medical personnel in the event of a medical emergency.

Policies and Practices for Storing, Retrieving, Accessing, Retaining,

and Disposing of Records in the System

Storage: Information is collected by means of electronic mail and

paper forms and may be stored as paper forms, or in electronic chips in

the individual's identification card itself, and in associated

automated data systems.

Retrievability: Name, SSN, identification (badge) serial number.

Safeguards: When not in use by an authorized person, paper records

will be stored in lockable metal file cabinets or secured rooms.

Electronic records are protected by a password and may also have a

personal identification number (PIN) as a second level of protection.

Retention and disposal: Disposal of records is described in the HB,

GSA Records Maintenance and Disposition System (OAD P 1820.2A) and

authorized GSA records schedules.

System Manager and Address:

The official responsible for this system is the Director, Office of

Management Services, 1800 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.

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.

Individuals should provide name, social security number, period of

employment, and position held to assist the office in locating the

record.

Record Access Procedures

An individual can obtain information on procedures for gaining

access to records from the Director, Office of Management Services, or

Regional Director, Administrative Services Division, as shown in the

appendix.

Contesting Record Procedures

GSA rules for access to systems of records, contesting the contents

of systems of records and appealing initial determinations are

promulgated in 41 CFR 105-64, published in the Federal Register.

Record Source Categories

Information is provided by employee being issued credential and

issuing official.

Dated: April 30, 1997.

John H. Davenjay,

Director, Administrative Policy and Information Management Division.

[FR Doc. 97-11958 Filed 5-7-97; 8:45 am]

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