Privacy Act: [EEOC-4]...

	Web GovRecords.org

   destroyed one year after the date of the last action. Negotiated 
   settlement files are destroyed one year after the calendar year in 
   which the settlement agreement is signed or after all obligations 
   under the agreement are satisfied, whichever occurs later. Where 
   monetary benefits are realized in concurrent Age, Equal Pay, Title 
   VII and Americans With Disabilities Act cases, the file is destroyed 
   three years after the date of the last action. Other files are 
   retired to the Federal Records Center one year after the date of the 
   last action, including action in the federal courts or the last 
   compliance review (the final report submitted by the respondent after 
   conciliation to indicate compliance) and destroyed after three 
   additional years, except landmark cases. Landmark cases are 
   transferred to the nearest Federal Records Center two years after 
   final court action and offered to the National Archives ten years 
   after final court action.
     System manager(s) and address: 
       Director of the field office where the charge was filed.
     Systems exempted from certain provisions of the act: 
       This system is exempt under 5 U.S.C. 552a(k)(2) from subsection 
   (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I), and (f) of the 
   Act.

   #..EEOC-4

   #....System name: 

       Biographical Files.
     System location: 
       Office of Communications and Legislative Affairs, Equal 
   Employment Opportunity Commission, 1801 L Street, NW., Washington, DC 
   20507.
     Categories of individuals covered by the system: 
       Current and former Commissioners, General Counsels and Commission 
   officials.
     Categories of records in the system: 
       Includes for each the name, date and place of birth, education, 
   employment history, and other biographical information.
     Authority for maintenance of the system: 
       44 U.S.C. 3101, 42 U.S.C. 2000e-4.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       These records and information in these records may be used.
       a. To answer public and congressional inquiries regarding EEOC 
   Commissioners, General Counsels and Commission officials.
     Policies and practices for storing, retrieving, accessing, 
   retaining and disposing of records in the system: 
     Storage: 
       Stored in locking metal file cabinets available to office 
   employees.
     Retrievability: 
       Indexed by last name of the Commissioner, General Counsel or 
   Commission official.
     Safeguards: 
       Files are kept in the Office of Communications and Legislative 
   Affairs, which is locked evenings, weekends and holidays.
     Retention and disposal: 
       Maintained permanently.
     System manager(s) and address: 
       Director, Office of Communications and Legislative Affairs, Equal 
   Employment Opportunity Commission, 1801 L Street, NW., Washington, DC 
   20507.
     Notification procedures:
       Inquiries concerning this system of records should be addressed 
   to the system manager. All inquiries should furnish the full name of 
   the individual and the mailing address to which the reply should be 
   mailed.
     Record access procedures: 
       Same as above.
     Contesting record procedures: 
       Same as above.
     Record source categories: 
       The individual to whom the record pertains.

   #..EEOC-5

   #....System name: 

       Correspondence and Congressional Inquiries.
     System location: 
       Office of Communications and Legislative Affairs, Equal 
   Employment Opportunity Commission, 1801 L Street, NW., Washington, DC 
   20507.
     Categories of individuals covered by the system: 
       Charging parties, members of the general public, members of 
   Congress and current and former EEOC employees who write letters to 
   EEOC seeking information or assistance whose inquiries are referred 
   to the Office of Communications and Legislative Affairs for response.
     Categories of records in the system: 
       a. Inquiries from Members of Congress, the White House and 
   members of the general public, including current and former EEOC 
   employees.
       b. EEOC responses to the above inquiries.
       c. Computer tracking system indicating the dates inquiries are 
   received, to whom and when they are assigned for response and the 
   dates they are answered.
     Authority for maintenance of the system: 
       44 U.S.C. 3101; 42 U.S.C. 2000e-4.
     Routine uses of records maintained in the system including 
   categories of users and the purposes of such uses: 
       These records and information in these records may be used:
       a. To provide information to a congressional office from the 
   record of an individual in response to an inquiry from the 
   congressional office at the request of the individual.
       b. To disclose information to another federal agency, to a court, 
   or to a party in litigation before a court or in an administrative 
   proceeding being conducted by a federal agency when the government is 
   a party to the judicial or administrative proceeding.
     Policies and practices for storing, retrieving, accessing, 
   retaining and disposing of records in the system: 
     Storage: 
       The records are maintained in file cabinets and on computer tape.
     Retrievability: 
       Correspondence from members of Congress is indexed alphabetically 
   by the last name of the member. General correspondence are indexed 
   alphabetically by the last name of the individual making the inquiry 
   or on whose behalf the inquiry is made. Computer entries are 
   retrievable by name of author of a letter, by name of person or 
   office referring letter to the Office of Communications and 
   Legislative Affairs, by subject, by key word, by reference number, by 
   name of person to whom assigned, and by dates assigned, due and 
   answered.
     Safeguards: 
       Files are kept in locking metal cabinets in the Office of 
   Communications and Legislative Affairs, which is locked evenings, 
   weekends and holidays. Computer information is coded with access 
   limited to employees of the Office of Communications and Legislative 
   Affairs and the Office of Information Systems Services.
     Retention and disposal: 
       Correspondence is maintained for three years from the date of the 
   last correspondence and then destroyed. Correspondence control 
   information is maintained in the computer for four years.
     System manager(s) and address: 
       Director, Office of Communications and Legislative Affairs, Equal 
   Employment Opportunity Commission, 1801 L Street, NW., Washington, DC 
   20507.
     Notification procedure: 
       Inquiries concerning this system of records should be addressed 
   to the system manager. All inquiries should furnish the full name of 
   the individual and the mailing address to which the reply should be 
   mailed.
     Record access procedures: 
       Same as above.
     Contesting records procedures:
       Same as above.
     Record source categories: 
       Members of Congress, their staffs, the White House, charging 
   parties, members of the general public, current and former EEOC 
   employees.

   #..EEOC-6

   #....System name: 

       Employee Assistance Program Records.
     System location: 
       Employee Assistance Program contractor.
     Categories of individuals covered by the system: 
       Current EEOC employees who have been referred to or contacted the 
   Employee Assistance Program because of personal problems, emotional 
   problems, or alcohol or drug abuse.
     Categories of records in the system: 
       May contain information relating to individuals counseled by the 
   Employee Assistance Program including supervisor's referral (if the 
   employee was referred by the supervisor), documentation of visits to 
   employee counselors (federal, state, local government, or private), 
   and notes or records made by the counselor of discussions held with 
   the employee or with the physician, therapist or health care 
   professional of the employee. In addition, records in this system may 
   include documentation of treatment by a therapist at a federal, 
   state, local government, or private institution, summary information 
   produced at case closure, and other documents deemed pertinent to the 
   provision of program services to the employee.
     Authority for maintenance of the system: 
       42 U.S.C. 290dd-1 and -3; 290ee-1 and -3; 5 U.S.C. 7901; 44 
   U.S.C. 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       These records and information in these records may be used:
       a. To disclose information to authorized personnel of the 
   contractor that administers the EEOC Employee Assistance Program.
       b. To disclose information to medical personnel to meet a bona 
   fide medical emergency.
       c. 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 
   Commission, all patient identifying information shall be removed).

       Note: Disclosure of these records beyond officials of the 
   Commission having a bona fide need for them or to the person to whom 
   they pertain is rarely made because disclosures of information 
   pertaining to an individual with a history of alcohol or drug abuse 
   must be limited to comply with the restrictions of the regulations 
   regarding the Confidentiality of Alcohol and Drug Abuse Patient 
   Records, 42 CFR part 2, as authorized by 42 U.S.C. 290dd-3 and 290ee-
   3. Records pertaining to the physical and mental fitness of employees 
   are, as a matter of Commission policy, afforded the same degree of 
   confidentiality and are generally not disclosed.
     Policies and practices for storing, retrieving, accessing, 
   retaining and disposing of records in the system: 
     Storage: 
       Maintained in file folders.
     Retrievability: 
       Indexed by name of employee.
     Safeguards: 
       Files are maintained in locked cabinets accessible only to 
   Employee Assistance Program personnel.
     Retention and disposal: 
       Records are retained until three years after the employee has 
   ceased contact with the counselor or until the employee's separation 
   or transfer, whichever comes first.
     System manager(s) and address: 
       Administrator, Employee Assistance Program, Office of Management, 
   Equal Employment Opportunity Commission, 1801 L Street NW., 
   Washington, DC 20507; Field Office Directors (see appendix A).
     Notification procedures:
       Any person wanting to know whether this system of records 
   contains information about him or her should contact the appropriate 
   system manager. Such person should provide his or her full name, date 
   of birth, and social security number.
     Record access procedures: 
       Same as above.
     Contesting record procedures: 
       Same as above.
     Record source categories: 
       The sources of these records are:
       a. The employee or members of the employee's family;
       b. Persons to whom the employee has been referred for assistance;
       c. Commission officers and employees;
       d. Program counselors.

   #..EEOC-7

   #....System name: 

       Employee Pay and Leave Records.
     System location: 
       All locations listed in appendix A.
     Categories of individuals covered by the system: 
       Current and former employees of EEOC.
     Categories of records in the system: 
       Time and attendance cards and forms; leave records (includes 
   employee name, branch or office, pay period ending, leave and 
   overtime used during the pay period); requests for leave (earned or 
   advanced) or leave of absence; requests for an authorization of 
   overtime; annual attendance record (indicates name, social security 
   number, service computation date, hours and dates worked and taken as 
   leave, pay plan, salary and occupation code, grade, leave earned and 
   used); thrift savings plan participation, deductions for medicare, 
   FICA, taxes, life and health insurance, union contributions, 
   charitable contributions, savings allotments and bond issuance and 
   bond balance.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 44 U.S.C. 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       These records and information in these records may be used:
       a. To provide information to a congressional office from the 
   record of an individual in response to an inquiry from the 
   congressional office made at the request of the individual.
       b. To provide a copy of an employee's 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 will be provided in accordance with a withholding 
   agreement between the state, city or other jurisdiction and the 
   Department of the Treasury pursuant to 5 U.S.C. 5516, 5517, or 5520, 
   or in response to a written request from an appropriate official of 
   the taxing jurisdiction. The request must include a copy of the 
   applicable statute or ordinance authorizing the taxation of 
   compensation and should indicate whether the authority of the 
   jurisdiction to tax their employee is based on place of residence, 
   place of employment, or both.
       c. To disclose copies of executed city tax withholding 
   certificates to a city pursuant to a withholding agreement between 
   the city and the Department of the Treasury (5 U.S.C. 5520) in 
   response to a written request from an appropriate city official.
       d. To disclose the social security number only, in the absence of 
   a withholding agreement, to a taxing jurisdiction that has furnished 
   this agency with evidence of its independent authority to compel 
   disclosure of the social security number, in accordance with section 
   7 of the Privacy Act, 5 U.S.C. 552a note.
       e. 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 EEOC becomes aware of an indication of a violation or potential 
   violation of civil or criminal law or regulation.
       f. To disclose to an agency in the executive, legislative or 
   judicial branch or the District of Columbia's Government information 
   in connection with the hiring of an employee, the issuance of a 
   security clearance, the conducting of a security or suitability 
   investigation of an individual, the classifying of jobs, the letting 
   of a contract, the issuance of a license, grant, or other benefits by 
   the requesting agency, or the lawful statutory, administrative, or 
   investigative purpose of the agency to the extent that the 
   information is relevant and necessary to the requesting agency's 
   decision.
       g. To disclose to an authorized appeal grievance examiner, formal 
   complaints examiner, administrative judge, equal employment 

Other Popular 1995 Privacy Act Documents Documents:

Other Documents:

1995 Privacy Act Documents Records and Documents