Home > 1995 Privacy Act Documents > Privacy Act: [CPSC-17] Commissioned Officers Personal Data File--CPSC-17....Privacy Act: [CPSC-17] Commissioned Officers Personal Data File--CPSC-17....
total employee time and costs allocated to Commission programs and
projects by organizational elements. The cost information includes
information derived from the Commission's accounting system. Some of
the reports will display the time charged by individual employees by
programs and projects within organizational elements.
These reports are distributed to CPSC managers and staff at all levels
as a management tool to:
(a) Inform project managers of time worked by individuals on specified
program and project activities;
(b) Assure accurate reporting and recording of time worked on Agency
programs and projects;
(c) Track the agency's work in terms of programs and projects;
(d) Assist in the preparation of the CPSC Fiscal Year Operating Plan;
(e) Assess achievement of planned goals established in the CPSC Fiscal
Year Operating Plan;
(f) Identify resource allocation deficiencies;
(g) Provide an historical record of Agency program, project, and
organization resource expenditures;
(h) Assure effective distribution of staff skills for planned
workloads;
(i) Provide reports to top level management on Agency accomplishment.
Printed reports produced by the system are distributed to project
leaders, management, and supervisory personnel within the Commission.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in hard copy, on computer punch cards, and on
computer magnetic media.
Retrievability:
Records are retrievable by any of the data items on the records.
Safeguards:
Access to individual computer records is restricted to staff of the
Associate Executive Director for Administration through the use of
special computer identification codes. Hard copy individual records
and punch cards are kept in locked file cabinets with access also
restricted to the staff of the Associate Executive Director for
Administration. Management Information System data will not be used as
evidence against the supplying employee in employee performance
evaluations or adverse actions.
Retention and disposal:
Individual hard copy employee records, punch cards, and computer
records, other than time and cost totals, are retained for not more
than one year. Disposal is accomplished through magnetic disc or
magnetic tape erasure for computer-stored records, and direct disposal
into trash for hard copy individual records and punch cards.
System manager(s) and address:
Associate Executive Director for Administration, Consumer Product
Safety Commission, 5401 Westbard Avenue, Washington, DC 20207.
Notification procedure:
Freedom of Information/Privacy Act Officer, Office of the Secretary,
Consumer Product Safety Commission, 5401 Westbard Avenue, Washington,
DC 20207.
Record access procedures:
Same as notification.
Contesting record procedures:
Same as notification.
Record source categories:
Information in these records is furnished by the employees to whom it
pertains.
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CONSUMER PRODUCT SAFETY COMMISSION
CPSC-23
System name: Health Unit Medical Records--CPSC-23.
System location:
CPSC Employee Health Unit, 5401 Westbard Avenue, Washington, DC 20207.
Categories of individuals covered by the system:
All CPSC Headquarters employees.
Categories of records in the system:
Medical records of CPSC employees who have received health care or
health maintenance examinations in the Employee Health Unit, and names
and addresses of relatives or friends of these employees to be
contacted in case of emergency.
Authority for maintenance of the system:
5 U.S.C. 7901, 44 U.S.C. 3101.
Purpose(s):
a. To document single incidences of walk-in patients, symptoms and
treatment.
b. To maintain a continuing history file on each patient.
c. To document physical examinations, complete with histories and
laboratory reports (physicals normally limited to CPSC laboratory and
warehouse personnel whose work involves a possible health risk).
d. For use by Health Unit nurses and doctors in the course of
providing medical treatment and advice to Commission employees.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
a. To report individual cases of certain diseases and injuries to
Federal, state, and local health authorities, as required by law.
b. To make available records of occupational injuries and illnesses to
Federal and state health officials as required by law.
c. To notify employee-designated relative or friend in case of health
emergency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The records, primarily handwritten or typed cards and forms, plus EKG
tracings mounted on forms, are stored in locked file cabinets.
Retrievability:
Filed alphabetically by patient's name.
Safeguards:
Access to records is limited to Health Unit personnel. Records are
released only upon written request of the employee.
Retention and disposal
Records are retained for duration of CPSC employment. On termination
of employment, records are given to employee or forwarded to
employee's physician as requested by employee. If terminated, employee
does not take possession of his or her records or direct that they be
forwarded to a physician, the records are sealed and sent to the
Personnel Office for inclusion in the employee's official personnel
folder, which is sent to the Federal Records Center in St. Louis,
Missouri for retention, or to a new Federal employer, as appropriate.
System manager(s) and address:
Director, Division of Management Services, Consumer Product Safety
Commission, 5401 Westbard Avenue, Washington, DC 20207.
Notification procedure:
Freedom of Information/Privacy Act Officer, Office of the Secretary,
Consumer Product Safety Commission, 5401 Westbard Avenue, Washington,
DC 20207.
Record access procedure:
Same as notification.
Contesting record procedures:
Same as notification.
Record source categories:
Information in this system of records is obtained from the employee to
whom a record pertains, Health Unit personnel, an employee's personal
physician when the employee approves, witnesses of accident or illness
incidents, and medical records transferred from an employee's previous
employer.
Appendix I--Regional Office Addresses
Central Regional Center, 230 S. Dearborn Street, Room 2944, Chicago,
Illinois 60604.
Eastern Regional Center, 6 World Trade Center, Vesey Street, Room
301, New York, New York 10048.
Western Regional Office, U.S. Customs House, 555 Battery Street,
Room 415, San Francisco, California 94111.
Appendix II--Pertinent Record Systems of Other Agencies
Other Federal agencies maintain government-wide systems of records
which may contain information about CPSC employees. Some of these
records may be physically located at CPSC. These systems include:
1. Office of Personnel Management, OPM/GOVT-1, General Personnel
Records (includes official personnel folders).
2. Office of Personnel Management, OPM/GOVT-2, Employee Performance
File System Records.
3. Office of Personnel Management, OPM/GOVT-3, Adverse Action
Records.
4. Office of Personnel Management, OPM/GOVT-5, Recruiting,
Examining, and Placement Records.
5. Office of Personnel Management, OPM/GOVT-6, Personnel Research
and Test Validation Records.
6. Office of Personnel Management, OPM/GOVT-7, Applicant Race, Sex,
National Origin, and Disability Status Records.
7. Office of Personnel Management, OPM/GOVT-9, File on Position
Classification Review Requests (Appeals) and Grade and Pay Retention
Appeals.
8. Office of Government Ethics, OGE/GOVT-1, Executive Branch Public
Financial Disclosure Reports (includes financial interest disclosure
forms of CPSC employees subject to the Ethics in Government Act).
9. Office of Government Ethics, OGE/GOVT-2, Confidential Statements
of Employment and Financial Interests (includes CPSC Form 219).
10. Federal Emergency Management Agency, FEMA/GOVT-1, Uniform
Identification System for Federal Employees Performing Essential
Duties During Emergencies.
11. Equal Employment Opportunity Commission, EEOC/GOVT-1, Equal
Employment Opportunity Complaint Records and Appeal Records.
12. Merit System Protection Board, MSPB/GOVT-1, Appeal and Case
Records.
13. General Services Administration, GSA/GOVT-3, Travel Charge Card
Program.
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PRIVACY ACT RULES
CONSUMER PRODUCT SAFETY COMMISSION
Title 16-Commercial Practices
Chapter II-Consumer Product Safety Commission
Subchapter A-General
PART 1014--POLICIES AND PROCEDURES IMPLEMENTING THE PRIVACY ACT OF
1974
Sec.
1014.1 Purpose and scope.
1014.2 Definitions.
1014.3 Procedures for requests pertaining to individual records.
1014.4 Requirements for identification of individuals making requests.
1014.5 Disclosure of requested information to individuals.
1014.6 Request for correction or amendment to a record.
1014.7 Agency review of request for correction or amendment of a
record.
1014.8 Appeal of initial denial of access, correction or amendment.
1014.9 Disclosure of record to a person other than the individual to
whom it pertains.
1014.10 Fees.
1014.11 Penalties.
1014.12 Specific exemptions.
Authority: Privacy Act of 1974 (5 U.S.C. 552a).
Source: 40 FR 53381, Nov. 18, 1975, unless otherwise noted.
Sec. 1014.1 Purpose and scope.
This part sets forth the regulations of the Consumer Product Safety
Commission implementing the Privacy Act of 1974 (Pub. L. 93-579). The
purpose of these regulations is to inform the public about records
maintained by the Commission which contain personal information about
individuals, and to inform those individuals how they may seek access to
and correct records concerning themselves. These regulations do not
apply to requests for information made pursuant to the Freedom of
Information Act (except where such disclosures would constitute an
invasion of privacy of an individual).
Sec. 1014.2 Definitions.
As used in this part:
(a) ``Individual'' means a person who is a citizen of the United
States or an alien lawfully admitted for permanent residence.
(b) ``Privacy Act'' means the Privacy Act of 1974 (Pub. L. 93-579).
(c) ``Record'' means any item of personal information relating to an
individual, such as educational, employment, financial or medical
information.
(d) ``Statistical record'' means a record in a system of records
maintained for statistical research or reporting purposes only and not
used in whole or in part in making any determination about an
identifiable individual.
(e) ``System of records'' or ``records systems'' means a group of
records maintained by the Commission from which information may be
retrieved by the name of an individual or some other individual
identifier.
(f) ``Maintain'' includes the collection, use, storage, and
dissemination of information.
Sec. 1014.3 Procedures for requests pertaining to individual
records.
(a) Any individual may request the Commission to inform him or her
whether a particular record system named by the individual contains a
record pertaining to him or her. The request may be made by mail or in
person during business hours (8:30 a.m. to 5 p.m.) to the Freedom of
Information/Privacy Act Officer, Office of the Secretary, Consumer
Product Safety Commission, 5401 Westbard Avenue, Bethesda, Maryland
(mailing address: Consumer Product Safety Commission, Washington, DC
20207).
(b) An individual who believes that the Commission maintains a record
pertaining to him or her but who cannot determine which record system
may contain the record, may request assistance by mail or in person at
the Office of the Secretary during business hours.
(c) A Commission officer or employee or former employee who desires to
review or obtain a copy of a personnel record pertaining to him or her
may make a request by mail or in person at the Division of Personnel's
Processing Unit in Room 337, 5401 Westbard Avenue, Bethesda, Md.
(mailing address: Consumer Product Safety Commission, Washington, DC
20207.
(d) Each individual requesting the disclosure of a record or a copy of
a record shall furnish the following information to the extent known
with the request to the Freedom of Information/Privacy Act Officer or
the Division of Personnel's Processing Unit, as applicable:
(1) A description of the record sought;
(2) The approximate date of the record;
(3) The name or other description of the record system containing the
record;
(4) Proof as required in Sec. 1014.4 that he or she is the individual
to whom the requested record relates; and
(5) Any other information required by the notice describing the record
system.
(e) An individual personally inspecting his or her records may be
accompanied by other persons of his or her own choosing. The individual
shall sign a written statement authorizing disclosure of the record in
the other person's presence.
(f) Any individual who desires to have a record concerning himself or
herself disclosed to or mailed to another person may authorize that
person to act as his or her agent for that specific purpose. The
authorization shall be in writing, signed by the individual, and shall
be notarized. An agent requesting the review or copy of another's record
shall submit with the request the authorization and proof of his or her
identify as required by Sec. 1014.4(c).
(g) The parent of any minor individual or the legal guardian of any
individual who has been declared by a court of competent jurisdiction to
be incompetent, due to physical or mental incapacity or age, may act on
behalf of that individual in any matter covered by this part. A parent
or guardian who desires to act on behalf of such individual shall
present suitable evidence of parentage or guardianship, by birth
certificate, certified copy of a court order, or similar documents, and
proof of the individual's identity in a form that complies with
Sec. 1014.4(c).
Other Popular 1995 Privacy Act Documents Documents:
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