Privacy Act of 1974; as Amended; Revisions to the Existing System of Records

DEPARTMENT OF THE INTERIOR

Geological Survey

Privacy Act of 1974; as Amended; Revisions to the Existing System

of Records

agency: Geological Survey, Department of the Interior.

action: Proposed revisions to an existing system of records.

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summary: In accordance with the Privacy Act of 1974, as amended (5

U.S.C. 552a), the U.S. Geological Survey (USGS) is issuing public

notice of its intent to modify an existing Privacy Act system of

records notice, USGS-4, ``Employee Assistance Program Records.'' The

revisions will update the address of the System Manager(s).

effective date: 5 U.S.C. 552a(e)(11) requires that the public be

provided a 30-day period in which to comment on the intended use of the

information in the system of records. The Office of Management and

Budget, in its Circular A-130, requires an additional 10-day period

(for a total of 40 days) in which to make these comments. Any persons

interested in commenting on this revised system of records may do so by

submitting comments in writing to the U.S. Department of the Interior,

U.S. Geological Survey, USGS Privacy Act Officer, National Center, MS-

807, 12201 Sunrise Valley Drive, Reston, Va 20192. Comments received

within 40 days of publication in the Federal Register (December 21,

1998), will be considered. The system will be effective as proposed at

the end of the comment period, unless comments are received which would

require a contrary determination.

addresses: Send written comments to U.S. Department of the Interior,

U.S. Geological Survey, USGS Privacy Act Officer, National Center, MS-

807, Reston, Virginia, 20192. Hand deliver comments to the same

address.

for further information contact: Chief, Branch of Employee/Labor

Management Relations, Office of Personnel, U.S. Geological Survey,

National Center, MS-601, Reston, Virginia, 20192.

supplementary information: The USGS is proposing to amend the system

notice for USGS-4, ``Employee Assistance Program Records,'' to more

accurately and clearly describe the address of the System Manager(s).

The revision reflects a change of address in the Reston, Virginia, and

the Atlanta, Georgia, System Managers locations.

Dated: October 28, 1998.

Paul R. Celluzzi,

Chief, Corporate Information Technology Branch, Office of Information

Services.

Accordingly, the USGS proposes to amend the ``Employee Assistance

Program Records,'' USGS-4 in its entirety to read as follows:

INTERIOR/USGS-4

System name:

Employee Assistance Program--Records, USGS-4.

System location:

This system of records is located with the contractor providing

counseling services.

Categories of individuals covered by the system:

U.S. Geological Survey employees and their families who seek, are

referred, and/or receive assistance through the Employee Assistance

Program (EAP).

Categories of records in the system:

Records in this system include documentation of visits to employee

counselors (Federal, State, local government, or private), the problem

assessment, the recommended plan of action to correct the major issue,

referral to community or private resource for assistance with personal

problems, referral to community or private resource for rehabilitation

or treatment, results of referral, and other notes or records of

discussions held with the employee made by the EAP counselor.

Additionally, records in this system may include documentation of

treatment by a therapist or at a Federal, State, local government, or

private institution.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

42 U.S.C. 290dd-1; 42 U.S.C. 290ee-1.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES

OF USERS AND THE PURPOSES OF SUCH USES:

These records are used by the Employee Assistance Program Counselor

to document the nature of an individual's problem and progress made to

correct the problem. The primary uses of these records are: (1) For the

EAP counselor to document the nature of individual's problem and

progress made to correct the problem, and, (2) record an individual's

participation in and the results of community or private referrals for

solution of problems, rehabilitation, or treatment programs. These

records and information may be used to disclose information to

qualified personnel for the purpose of conducting scientific research,

management audits, financial audits, or program evaluation, but such

personnel may not identify, directly or indirectly, any individual

patient in any report or otherwise disclose patient identities in any

manner (when such records are provided to qualified researchers

employed by the Department of the Interior all patient identifying

information will be removed).

Note: Disclosure of information pertaining to an individual with

a history of alcohol or drug abuse must be limited in compliance

with the restrictions of the confidentiality of Alcohol and Drug

Abuse Patient Records Regulations, 42 CFR part 2. Disclosure of

records pertaining to the physical and mental fitness of employees

are, as a matter of Department policy, afforded the same degree of

confidentiality.

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 name of the individual on whom

they are maintained.

SAFEGUARDS:

These records are maintained in locked file cabinets with access

strictly limited to those persons employed by the contractor(s) who are

directly involved in the alcohol and drug abuse prevention function of

the U.S. Geological Survey's Employee Assistance Program as that term

is defined in 42 CFR, part 2.

RETENTION AND DISPOSAL:

Retained and disposed of according to Bureau Records Disposition

Schedule, RCS/Item 405-04 a and b.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Branch of Employee/Labor Management Relations, Office of

Personnel, U.S. Geological Survey, 601 National Center, Reston,

Virginia 20192; Atlanta Personnel Officer, U.S. Geological Survey, 3850

Holcomb Bridge Rd., Norcross, Georgia 30092;

[[Page 60371]]

Rolla Personnel Officer, U.S. Geological Survey, 1400 Independence

Road, Rolla, Missouri 65401; Chief, Employee Relations Section, Central

Region Personnel Branch, U.S. Geological Survey, Denver Federal Center,

Denver, Colorado 80225; Western Region EAP Administrator, Employee

Relations and Development Section, Western Region Personnel Branch, 345

Middlefield Road, Menlo Park, California 94025.

NOTIFICATION PROCEDURE:

Inquiries regarding the existence of records should be addressed to

the appropriate System Manager. Individuals must furnish their name and

date of birth for their records to be located and identified.

RECORD ACCESS PROCEDURES:

Same as notification above. Any individual must also follow the

Department's Privacy Act Regulations regarding verification of identity

and access to records (see 43 CFR 2.62).

CONTESTING RECORD PROCEDURES:

A petition for amendment shall be addressed to the appropriate

System Manager. An individual must follow the Department's Privacy Act

Regulations regarding and identity and amendment of records (see 43 CFR

2.71).

RECORD SOURCE CATEGORIES:

Information in this system of records comes from the individual to

whom it applies, the supervisor of the individual if the individual was

referred by a supervisor, the Employer Assistance Program staff who

records the counseling session, and the therapists or institutions used

as referrals or providing treatment.

[FR Doc. 98-29904 Filed 11-6-98; 8:45 am]

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