Privacy Act: [FLRA/OIG-1] FLRA/OIG- 1--Office of the Inspector General Investigative Files....

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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.FEDERAL LABOR RELATIONS AUTHORITY AND FEDERAL SERVICE IMPASSES 
   PANEL


   #..TABLE OF CONTENTS

       FLRA/Internal-1  Employee Occupational Health Program Records.
       FLRA/Internal-2  Appeal and Administrative Review Records.
       FLRA/Internal-3  Complaints and Inquiries Records.
       FLRA/Internal-4  Applicants for Employment Records.
       FLRA/Internal-5  Preemployment Inquiry Records.
       FLRA/Internal-6  Grievance Records
       FLRA/Internal-7  Employee Incentive Award and Recognition Files.
       FLRA/Internal-8  Employee Assistance Program Records
       FLRA/Internal-9  Federal Executive Development Program Records.
       FLRA/Internal-10  Employee Locator Card Files.
       FLRA/Internal-11  Training Records.
       FLRA/Internal-12  Performance Evaluation/Rating Records.
       FLRA/Internal-13  Intern Program and Upward Mobility Program 
   Records.
       FLRA/Internal-14  Motor Vehicle Accident Reports.
       FLRA/Internal-15  Pay, Leave and Travel Records.
       FLRA/Internal-16  Occupational Injury and Illness Records.
       FLRA/OIG-1  Office of the Inspector General Investigative Files.
       Appendix

   #..FLRA/INTERNAL-1

   #....System name: Employee Occupational Health Program Records.

     System location: Office of Director of Personnel, Federal Labor 
   Relations Authority, 607 Fourteenth Street, NW, Washington, DC 20424.
     Categories of individuals covered by the system: This system of 
   records contains information relating to the Federal Labor Relations 
   Authority's employees who have received health services under the 
   Federal Employees Group Health Program.
     Categories of records in the system: This system is comprised of 
   records developed as a result of employee utilization of services 
   provided under the Federal Labor Relations Authority's Occupational 
   Health Program. These records contain the following information:
       a. Medical history and other biographical data on those 
   individuals requesting employee health maintenance physical 
   examinations.
       b. Test reports and medical diagnosis based on employee health 
   maintenance physical examinations or health screening program tests 
   (tests for single medical conditions or diseases).
       c. History of complaint, diagnosis, and treatment of injuries and 
   illnesses cared for at the Health Unit.
       d. Vaccination Records.
     Authority for maintenance of the system: 5 U.S.C. 7901, as further 
   defined in OMB Circular No. A-72.
   Purpose(s): 
       These records document employee utilization of health services 
   provided under the Federal Labor Relations Authority's Occupational 
   Health Program.
     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 refer information required by applicable law to a Federal, 
   State, or local public health service agency concerning individuals 
   who have contracted certain communicable diseases or conditions. Such 
   information is used to prevent further outbreak of the disease or 
   condition.
       b. To disclose information to the appropriate Federal, State, or 
   local agency responsible for investigation of an accident, disease, 
   medical condition, or injury as required by pertinent legal 
   authority.
       c. To disclose information to another Federal agency or to a 
   court when the Government is party to a judicial proceeding before 
   the court.
       d. To disclose information to the Office of Workers Compensation 
   Programs in connection with a claim for benefits filed by an 
   employee.
       e. To provide information to a congressional office from the 
   record of an individual in response to an inquiry from that 
   congressional office made at the request of that individual.
       f. To disclose, in response to a request for discovery or for 
   appearance of a witness, information that is relevant to the subject 
   matter involved in a pending judicial or administrative proceeding.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: These records are maintained on cards and in folders.
     Retrievability: These records are retrieved by the name of the 
   individual on whom they are maintained.
     Safeguards: These records are maintained in a secured room, with 
   access limited to personnel whose duties require access.
     Retention and disposal: Records are maintained up to six years from 
   the date of the last entry. Employees are given records at request 
   upon separation; otherwise records are burned approximately three 
   months after separation.
     System manager(s) and address: Director of Personnel, Federal Labor 
   Relations Authority, 607 Fourteenth Street, NW, Washington, DC 20424.
     Notification procedure: Individuals wishing to inquire whether this 
   system of records contains information about them should contact the 
   System Manager indicated above. Individuals must furnish the 
   following information for their records to be located and identified:
       a. Full name.
       b. Any former name.
       c. Date of birth.
       Individuals making inquiries must comply with the Federal Labor 
   Relations Authority's Privacy Act regulations regarding the existence 
   of records (5 CFR 2412.4).
     Record access procedures: Individuals wishing to request access to 
   their records should contact the System Manager indicated above. 
   Individuals must furnish the following information for their records 
   to be located and identified:
       a. Full name.
       b. Any former name.
       c. Date of birth.
       Individuals requesting access must follow the Federal Labor 
   Relations Authority's Privacy Act regulations regarding access to 
   records (5 CFR 2412.5).
     Contesting record procedures: Individuals wishing to request 
   amendment of their records should contact the appropriate System 
   Manager indicated above. Individuals must furnish the following 
   information for their records to be located and identified:
       a. Full name.
       b. Any former name.
       c. Date of birth.
       An individual requesting amendment must also follow the Federal 
   Labor Relations Authority's Privacy Act regulations regarding 
   amendment of records (5 CFR 2412.10).
     Record source categories: Information in this system of records is 
   provided by:
       a. The individual to whom the information pertains.
       b. Laboratory reports and tests results.
       c. The individual's co-workers or supervisors.
       d. The individual's personal physician.
       e. Other Federal employee health units.

   #..FLRA/INTERNAL-2

   #....System name: Appeal and Administrative Review Records.

     System location: Office of Director of Personnel, Federal Labor 
   Relations Authority, 607 Fourteenth Street, NW, Washington, DC 20424.
     Categories of individuals covered by the system: Current and former 
   Federal Labor Relations Authority employees.
     Categories of records in the system: This system contains records 
   relating to various appeal or administrative review procedures 
   available to Federal Labor Relations authority employees. The system 
   also contains records and documentation of the action upon which the 
   appeal or review procedure was based (e.g., 90-day notices of warning 
   of unsatisfactory performance rating).

       Note.--This system does not include:
       Appeal or complaint records covered by the Merit Systems 
   Protection Board's system of Appeals Records.
     Authority for maintenance of the system: 5 U.S.C. 1302, 3301, 3302, 
   4305, 5115, 5335, 7501, 7512, and Executive Order 10577.
   Purpose(s): 
       These records are used to process the various appeals or 
   administrative reviews available to Federal Labor Relations Authority 
   employees.
     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 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 Federal Labor Relations Authority becomes aware of an 
   indication of a violation or potential violation of civil or criminal 
   law or regulation.
       b. To disclose information to any source from which additional 
   information is requested in the course of processing an appeal or 
   administrative review procedure, to the extent necessary to identify 
   the individual, inform the source of the purpose(s) of the request, 
   and identify the type of information requested.
       c. To disclose information to a Federal agency, in response to 
   its request, in connection with the hiring or retention 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, or the issuance of a 
   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.
       d. To provide information to a congressional office from the 
   record of an individual in response to an inquiry from that 
   congressional office made at the request of that individual.
       e. To disclose information to another Federal agency or to a 
   court when the Government is party to a judicial proceeding before 
   the court.
       f. By the National Archives and Records Administration (General 
   Services Administration) in records management inspections conducted 
   under authority of 44 U.S.C. 2904 and 2906.
       g. By the Office of Personnel Management in the production of 
   summary descriptive statistics and analytical studies in support of 
   the function for which the records are collected and maintained, or 
   for related work-force 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.
       h. To disclose, in response to a request for discovery or for 
   appearance of a witness, information that is relevant to the subject 
   matter involved in a pending judicial or administrative proceeding.
       i. To disclose information to officials of: The Merit Systems 
   Protection Board (including the Office of the Special Counsel), or 
   the Equal Employment Opportunity Commission when requested in 
   performance of their authorized duties.
     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 names of the 
   individuals on whom they are maintained.
     Safeguards: These records are maintained in lockable metal filing 
   cabinets to which only authorized personnel have access.
     Retention and disposal: Adverse action appeals processed under the 
   Federal Labor Relations Authority's internal appeals systems are 
   retained for seven years after the closing of the case. Other records 
   in the system are maintained for a maximum of four years after the 
   closing of the case. Disposal is by shredding or burning.
     System manager(s) and address: Director of Personnel, Federal Labor 
   Relations Authority, 607 Fourteenth Street, NW, Washington, DC 20424.
     Notification procedure: Individuals involved in appeals and 
   administrative review procedures are aware of that fact and have been 
   provided access to the record. They may, however, contact the System 
   Manager indicated above. They must furnish the following information 
   for their records to be located and identified:
       a. Name.
       b. Date of birth.
       c. Approximate date of closing of the case and kind of action 
   taken.
       Individuals making inquiries must comply with the Federal Labor 
   Relations Authority's Privacy Act regulations regarding the existence 
   of records (5 CFR 2412.4).
     Record access procedures: Individuals involved in appeals and 
   administrative review procedures are aware of that fact and have been 
   provided access to the record. However, after the action has been 
   closed, an individual may request access to the official copy of an 
   appeal or administrative review procedure record by contacting the 
   System Manager. Individuals must provide the following information 
   for their records to be located and identified:
       a. Name.
       b. Date of birth.
       c. Approximate date of closing of case and kind of action taken.
       Individuals requesting access must also follow the Federal Labor 
   Relations Authority's Privacy Act regulations regarding access to 
   records (5 CFR 2412.5).
     Contesting record procedures: Review of requests from individuals 
   seeking amendment of their records which have previously been or 
   could have been the subject of a judicial or quasi-judicial action 
   will be limited in scope. Review of amendment requests of these cases 
   will be restricted to determining if the record accurately documents 
   the action of the agency or administrative body ruling on the case 
   and will not include a review of the merits of the action, 
   determination, or finding.
       Individuals wishing to request amendment of their records to 
   correct factual errors should contact the System Manager. Individuals 
   must furnish the following information for their records to be 
   located and identified;
       a. Name.
       b. Date of birth.
       c. Approximate date of closing of the case and kind of action 
   taken.
       Individuals requesting amendment must also follow the Federal 
   Labor Relations Authority's Privacy Act regulations regarding 
   amendment of records (5 CFR 2412.10).
     Record source categories: Information in this system of records is 
   provided by:
       a. The individual to whom the records pertain.
       b. Federal Labor Relations Authority officials involved in the 
   appeal or administrative procedure.
       c. Other official personnel records of the Federal Labor 
   Relations Authority.

   #..FLRA/INTERNAL-3

   #....System name: Complaints and Inquiries Records.

     System location: Office of Director of Personnel, Federal Labor 
   Relations Authority, 607 Fourteenth Street, NW, Washington, DC 20424.
     Categories of individuals covered by the system: Current Federal 
   Labor Relations Authority employees about whom complaints or 
   inquiries have been received.
     Categories of records in the system: This system contains 
   information or correspondence concerning an individual's employment 
   status or conduct while employed by the Federal Labor Relations 
   Authority. Examples of these records include: Correspondence from 
   Federal employees, Members of Congress, or members of the public 
   alleging misconduct of a Federal Labor Relations Authority employee; 
   miscellaneous debt correspondence received from creditors; and 
   miscellaneous complaints not covered by the Federal Labor Relations 
   Authority's formal or informal grievance procedures.
     Authority for maintenance of the system: Executive Order 11222.
   Purpose(s): 
       These records are used to take an action on or respond to a 
   complaint or inquiry concerning an FLRA employee or to counsel the 
   employee.
     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:

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