Home > 1995 Privacy Act Documents > Privacy Act: [FMCS--IV] Arbitrator Personal Data File....

Privacy Act: [FMCS--IV] Arbitrator Personal Data File....


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[2001 Privacy Act]
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   #.FEDERAL MEDIATION AND CONCILIATION SERVICE


   #..INDEX OF SYSTEM NAMES

         FMCS/I Agency Internal Personnel Record--Agency Employee
         FMCS/II Agency Pay Records--Agency Employee
         FMCS/III Agency Personnel Security Records--Agency Employee
         FMCS/IV Arbitrator Personal Data File--Arbitrator/Arbitrator 
   Applicant
         FMCS/V Grievance Records

   #..FMCS--I

   #....System name:  Agency Internal Personnel Records.

     System location: 

       National Office
       Federal Mediation and Conciliation Service
       Washington, DC 20427

       Region 1
       Federal Mediation and Conciliation Service
       2937 Federal Building
       26 Federal Plaza
       New York, NY 10007

       Region 2
       Federal Mediation and Conciliation Service
       401 Mall Building
       4th and Chestnut Streets
       Philadelphia, PA 19106

       Region 3
       Federal Mediation and Conciliation Service
       Suite 400
       1422 W. Peachtree Street, NW.
       Atlanta, GA 30309

       Region 4
       Federal Mediation and Conciliation Service
       1525 Superior Building
       815 Superior Avenue, NE
       Cleveland, OH 44114

       Region 5
       Federal Mediation and Conciliation Service
       175 West Jackson Street
       16th Floor
       Chicago, IL 60604

       Region 6
       Federal Mediation and Conciliation Service
       Chromalloy Plaza--Fifth Floor
       120 S. Central
       St. Louis, MO 63105

       Region 7
       Federal Mediation and Conciliation Service
       50 San Francisco Street
       Suite 235
       San Francisco, CA 94133

       Region 8
       Federal Mediation and Conciliation Service
       Fourth and Vine Building
       2615 Fourth Avenue
       Seattle, WA 98121
     Categories of individuals covered by the system:  Agency employees.
     Categories of records in the system:  The records in this system 
   are Agency internal operating records used in the operation of the 
   Agency's personnel management program. This record system contains 
   the following files:
       1. Personnel Folders--correspondence and other documents relating 
   to employee debt, station transfer, employee evaluations, background 
   information, and recommendations for promotion.
       2. Station Transfer Requests--request forms and related 
   documents.
       3. Performance Evaluation Files--evaluations of new employees.
       4. Applicant Files--where applicable, employment applications, 
   personal resumes, correspondence relating to medical examination and 
   conditions, qualifications or suitability for employment, documents 
   related to verifying qualifications, rating sheet for years of 
   qualifying experience, and interview reports of FMCS staff.
       5. Employee Conduct Files--records relating to employee 
   performance, code of conduct, and possible disciplinary/corrective 
   action.
       6. Employee Productivity Statistics--self explanatory.
     Authority for maintenance of the system:  Title II, Labor 
   Management Relations Act, 1947, as amended.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  A. In the event 
   that the above system of records maintained by this Agency to carry 
   out its functions indicates a violation or potential violation of 
   law, whether civil criminal or regulatory in nature, and whether 
   arising by general statute or particular program statute, or by 
   regulation, rule or order issued pursuant thereto, the relevant 
   records in the system of records may be referred, as a routine use, 
   to the appropriate agency, whether federal, state, local or foreign, 
   charged with the responsibility of investigating or prosecuting such 
   violation or charged with enforcing or implementing the statute, or 
   rule, regulations or order issued pursuant thereto.
       B. Information within this system of records is referred to 
   appropriate sources from which information is requested in the course 
   of an investigation as to suitability for initial or continued 
   employment to the extent necessary to identify the individual, inform 
   the source of the nature and purpose of the investigation, and to 
   identify the type of information requested.
       C. Information within this system of records is referred to 
   members of Congress to the extent necessary to answer routine letters 
   of inquiry concerning employment applications.
   Disclosures to consumer reporting agencies:
       Disclosures may be made from this system of records to consumer 
   reporting agencies that an individual is responsible for a debt to 
   the United States. Such disclosures will be made pursuant to the Debt 
   Collection Act of 1982 (31 U.S.C. 3711(f)) to consumer reporting 
   agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 
   1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 
   3701(a)(3)).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  These records are 
   stored in both locked and unlocked file cabinets, depending upon the 
   nature of the record and availability of filing equipment. Data may 
   be retrieved by an individual's name. Access to these records is 
   restricted to appropriate employees of the National Office and the 
   Regional Office. Files are retained indefinitely, subject to periodic 
   review.
     System manager(s) and address: 
         Director of Administration
         Federal Mediation and Conciliation Service
         Washington, DC 20427
     Notification procedure:  Individuals seeking knowledge of whether 
   the system contains information about them should direct their 
   inquiries in writing to the Director of Administration, FMCS at the 
   aforementioned address. All such inquiries should include the 
   requestor's name and any other information that may be helpful in 
   locating the files.
     Record access procedures:  See Notification.
     Record source categories:  Information is obtained directly from 
   the individual concerned, whenever possible. However, also included 
   is information obtained from Agency personnel and occasionally from 
   sources outside the Agency.
     Systems exempted from certain provisions of the act:  In order to 
   preserve the accuracy of information necessary for determining 
   suitability for employment, the identity of a confidential source is 
   exempted from disclosure under 5 USC 552(a)(k)(5). The exemption is 
   published in 29 CFR part 1410.

   #..FMCS--II

   #....System name:  Agency Pay Records.

     System location: 
         Federal Mediation and Conciliation Service
         Washington, DC 20427
     Categories of individuals covered by the system:  Agency employees.
     Categories of records in the system:  The records in this system 
   are used to administer the agency pay system. The records in an 
   employee's pay file may be copies of a personnel action form, tax 
   withholding certificates, notification of check mailing address, 
   allotment forms, health and life insurance forms, retirement forms, 
   and the salary clearance form. The travel records consist of a 
   request for travel, travel authorization, travel vouchers, 
   transportation requests, authorizations, and reimbursements for 
   expenses incurred in connection with an official change of duty 
   station. The system also contains computer listings reflecting pay 
   data, leave records, and time and attendance records.
     Authority for maintenance of the system:  5 USC Chapters 51, 53, 
   and 57.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  None.
   Disclosures to consumer reporting agencies:
       Disclosures may be made from this system of records to consumer 
   reporting agencies that an individual is responsible for a debt to 
   the United States. Such disclosures will be made pursuant to the Debt 
   Collection Act of 1982 (31 U.S.C. 3711(f)) to consumer reporting 
   agencies as defined in the Fair Credit Reporting Act or the Federal 
   Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  These records are 
   maintained in original/duplicate document form and filed by an 
   individual's name. The files are contained in regular file cabinets, 
   access to which is restricted to Budget and Finance Division 
   personnel only. These records are maintained and disposed of in 
   accordance with the Federal Property Management Regulation 101-11.4 
   (General Records Schedules 2, 6, and 9).
     System manager(s) and address: 
         Director of Administration
         Federal Mediation and Conciliation Service
         Washington, DC 20427
     Notification procedure:  Individuals seeking knowledge of whether 
   the system contains information about them should direct their 
   inquiries to the Director of Administration, FMCS, at the 
   aforementioned address. All such inquiries should indicate name, and 
   any other information that may be helpful in locating the file.
     Record access procedures:  See above.
     Record source categories:  Information is obtained directly from 
   the individual concerned.

   #..FMCS--III

   #....System name:  Agency Personnel Security Records.

     System location: 
         Federal Mediation and Conciliation Service
         Washington, DC.
     Categories of individuals covered by the system:  Agency employees.
     Categories of records in the system:  Various information 
   pertaining to the background investigation and issuance of 
   clearances.
     Authority for maintenance of the system:  Executive Order 10450 and 
   10501, or other Statutory/Regulatory requirements.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  A. A record from 
   this system of records may be disclosed as a ``routine use'' to a 
   federal, state or local agency maintaining civil, criminal, or other 
   relevant enforcement information or other pertinent information, such 
   as current licenses, if necessary to obtain information relevant to 
   an agency decision concerning the hiring or retention of an employee, 
   the issuance of a security clearance, the letting of a contract, or 
   the issuance of a license, grant, or other benefit.
       B. The existence and date of security clearance are furnished to 
   government agencies or private firms dealing in classified matters.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  These records are 
   maintained in original/duplicate document form and filed by an 
   individual's name. They are used by agency management officials in 
   determining suitability for employment and in issuing security 
   clearances. The files are contained in locked security file cabinets, 
   access to which is restricted. The Agency Personnel Security Officer 
   determines personnel who are authorized to review these records. 
   These records are maintained and disposed of in accordance with the 
   Federal Personnel Manual and the Federal Property Management 
   Regulation 101-11.4 (General Records Schedule 18).
     System manager(s) and address: 
         Agency Personnel Security Officer
         Federal Mediation and Conciliation Service
         Washington, DC 20427
     Notification procedure:  Individuals seeking knowledge of whether 
   the system contains information about them should direct their 
   inquiries to the Agency Personnel Security Officer at the above 
   address.
     Record access procedures:  All inquiries relating to the Civil 
   Service Commission background reports or national agency checks 
   should be addressed to Director, Bureau of Personnel Investigations, 
   U.S. Civil Service Commission, 1900 E Street, Washington, DC. All 
   other requests for agency security records should be directed in 
   writing to the Director of Administration at the address provided 
   above. All such inquiries should indicate name and any other 
   information that may be helpful in locating the file.
     Record source categories:  Information is obtained directly from 
   the individual on an application for background investigation which 
   is furnished to the Civil Service Commission.

   #..FMCS--IV

   #....System name:  Arbitrator Personal Data File.

     System location: 
         Federal Mediation and Conciliation Service
         Washington, DC 20427
     Categories of individuals covered by the system:  Arbitrator 
   applicants and arbitrators.
     Categories of records in the system:  The first category of records 
   consists of arbitrator applicant records (those not accepted). These 
   records contain personal resumes, the personal data questionnaire 
   listing education, professional background and experience, 
   confidential and other recommendations as to acceptability, and 
   correspondence pertaining to rejection from placement on the panel. 
   The second category of records consists of current arbitrator files 
   (those currently on the roster), and contain the same information as 
   in the applicant files. In addition, such files include 
   correspondence with an arbitrator regarding standard fee, interest in 
   only certain cases, complaints, and other correspondence related to 
   case handling procedures, and biographical sketches summarizing 
   information contained in the personal data questionnaire.
     Authority for maintenance of the system:  Title II Labor Management 
   Relations Act, 1947, as amended.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  Biographical 
   sketches are furnished to the parties requesting the referral of a 
   panel of arbitrators.
       They are also furnished to persons conducting research on the 
   arbitration process in a particular area.
       Data furnished by the applicant or arbitrator and other sources 
   listed above is routinely disclosed to appropriate persons or 
   organizations outside the agency in the course of verification or 
   evaluation for the purpose of admittance to or retention on the 
   roster. Data furnished by any source in the nature of a complaint or 
   inquiry about the arbitrator's performance or qualifications are 
   routinely referred to the appropriate person outside the agency in 

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