Home > 1995 Privacy Act Documents > Privacy Act: [GSA/HRO-4 23-00-0007]...

Privacy Act: [GSA/HRO-4 23-00-0007]...

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


   #..Table of Contents

       GSA No....OMB No....Name of system
   GSA/Agency-1...NA...Employee related files.
   GSA/GOVT-2...NA...Employment under commercial activities contracts.
   GSA/GOVT-3...NA...Travel charge card program.
   GSA/GOVT-4...NA...Contracted Travel Services Program.
   GSA/GOVT-5...NA...Access Certificates for Electronic Services (ACES)
   GSA/HRO-1...23-00-0001...Standards of conduct files.
   GSA/HRO-2...23-00-0004...Employee drug abuse/alcoholism files.
   GSA/HRO-3...23-00-0006...Occupational health and injury files.
   GSA/HRO-4...23-00-0007...Labor-management relations files.
   GSA/HRO-5...23-00-0009...Employee benefits files.
   GSA/HRO-6...23-00-0022...Listing of physicians.
   GSA/HRO-7...23-00-0027...Motor vehicle operator applications.
   GSA/HRO-8...23-00-0026...Credentials, passes, and licenses.
   GSA/HRO-9...23-00-0104...Emergency notification rosters and files.
   GSA/HRO-10...NA...Grievance records.
   GSA/HRO-37...23-00-0110...Security files.
   GSA/HRO-38...NA...Citizens' Commission on Public Service and 
            Compensation (CCPSC) Candidate and Alternate Member Files.
   GSA/PPFM-1...23-00-0032...Disbursement and accounts payable files.
   GSA/PPFM-3...23-00-0034...Travel system.
   GSA/PPFM-5...23-00-0036...Payroll, time, and attendance reporting 
   GSA/PPFM-6...23-00-0100...Employee credit reports.
   GSA/PPFM-7...NA...Credit data on individual debtors.
   GSA/PPFM-8...NA...Personnel Information Resources System (PIRS).
   GSA/PPFM-9...NA...Payroll Information Processing System.
   GSA/PPFM-10...NA...Purchase Card Program.
   GSA/ADM-24...23-00-0024...Investigation case files.
   GSA/OEA-1...23-00-0103...Record of Defunct Agencies.
   GSA/OGC-2...23-00-0040...Attorney placement.
   GSA/OGC-4...23-00-0042...General law files.
   GSA/OGC-6...23-00-0044...Potential employee referrals.
   GSA/REGADM-3...23-00-0070...Biographical sketches.
   GSA/REGADM-4...23-00-0071...Official correspondence files.
   GSA/REGADM-6...23-00-0102...Ridesharing system.
   GSA/PBS-3...23-00-0075...Incident reporting, investigation, 
            contingency planning/analysis, and security case files.
   GSA/ADTS-1...23-00-0076...Classified control files.
   GSA/ADTS-2...23-00-0077...Congressional files.
   GSA/ADTS-4...23-00-0079...Emergency notification files.
   GSA/ADTS-5...23-00-0080...Financial management files.
   GSA/ADTS-7...23-00-0082...Workload measurement files.
   GSA/ADTS-8...23-00-0096...Special purpose telephone contact listings.
   GSA/FSS-9....23-00-0091...Cataloging action master file-work 
   GSA/FSS-12...23-00-0094...Accountability and property inventory 
   GSA/FSS-13...NA...Personal Property Sales Program.
   GSA/OAP-1...NA...Parties Excluded from Federal Procurement and 
            Nonprocurement Programs.
   GSA/OAP-2...NA...Acquisition Career Management Informaiton System 
   GSA/ChildCare-1...NA...GSA Child Care Subsidy.
   GSA/TRANSIT-1...NA...Transportation Benefits Records.


   #....System name: 

       Employee-related files.
     System location: 
       The system of records may be located at the supervisory or 
   administrative office level at all GSA facilities and at commissions, 
   committees, and small agencies serviced by GSA.
     Categories of individuals covered by the system: 
       The individuals covered are present and former employees of GSA 
   and of commissions, committees, and small agencies serviced by GSA; 
   applicants or potential applicants for positions in GSA, persons 
   employed by other agencies for employee relief bills, volunteer 
   workers, and uncompensated workers.
     Categories of records in the system: 
       The system records contain the individual's name; social security 
   number; birth date; home and emergency addresses and telephone 
   numbers; personnel actions; professional registration; 
   qualifications; training; employment history; awards; counseling; 
   reprimands; grievances; appeals; leave; pay attendance; work 
   assignments; performance ratings; injuries; permit and pass 
   applications; unpaid debt complaints, including nonpayment of child 
   support; travel; outside employment; congressional employee relief 
   bills; and telephone call details. The system does not include 
   official personnel files covered by OPM/GOVT-1.
     Authority for maintenance of the system: 
       Authority for the system comes from the Federal Property and 
   Administrative Services Act of 1949 (63 Stat. 377); Title 5 U.S.C. 
   and Title 31 U.S.C., generally; and Executive Order (E.O.) 12953, 
   February 27, 1995.
       To maintain a personnel record system covering employees and 
   uncompensated workers. The system is used to initiate personnel 
   actions, schedule training, counsel employees on their performance, 
   propose disciplinary action, and manage personnel in general.
     Routine uses of records, including categories of users and the 
   purposes of such uses: 
       a. To disclose information to a Federal, State, local, or foreign 
   agency responsible for investigating, prosecuting, enforcing or 
   carrying out a statute, rule, regulation, or order where GSA becomes 
   aware of a violation or potential violation of civil or criminal law 
   or regulation.
       b. To disclose information to another Federal agency or a court 
   when the Government is a party to a judicial proceeding.
       c. To disclose requested information to a Federal agency in 
   connection with hiring or retaining an employee; issuing a security 
   clearance; reporting an employee investigation; clarifying a job; 
   letting a contract; or issuing a license, grant, or other benefit by 
   the requesting agency when the information is needed for a decision.
       d. To disclose information to the Merit Systems Protection Board, 
   including its Office of Special Counsel; the Federal Labor Relations 
   Authority and its general counsel; or the Equal Employment 
   Opportunity Commission in performing their duties.
       e. To disclose information to the Federal Parent Locator Service 
   to assist in locating an absent parent and enforce child support 
   obligations against a delinquent parent. This includes routinely 
   cross-matching Federal personnel records with State records of 
   persons who owe child support to learn if there are any Federal 
   employees delinquent in supporting a dependent child.
       f. To disclose information to an appeal, grievance, or formal 
   complaints examiner; equal employment opportunity investigator; 
   arbitrator; union representative; or other official engaged in 
   investigating or settling a grievance, complaint, or appeal filed by 
   an employee.
       g. To disclose information to the Office of Personnel Management 
   (OPM) under the agency's responsibility for evaluating Federal 
   personnel management. When personnel records in the custody of GSA 
   are covered in a record system published by OPM as a Governmentwide 
   record system, they are considered part of that system. Other 
   personnel record systems covered by notices published by GSA as 
   separate systems may also be transferred to OPM as a routine use.
       h. To disclose information to a Member of Congress or to a 
   congressional staff member in response to a request from the person 
   who is the subject of the records.
       i. To disclose information to an expert, consultant, or 
   contractor of GSA in performing a Federal duty.
     Policies and practices for storing, retrieving, retaining, and 
   disposing of records in the system:  
       Paper records are kept in file folders and card files. Computer 
   tapes and disks are kept in cabinets.
       Records are retrieved at each location by name or social security 
       When not in use, records are stored in a locked file cabinet, 
   locked desk drawer, or in a secured room. Computer data is protected 
   by a password system.
     Retention and disposal: 
       Record disposal is controlled by the handbook, GSA Records 
   Maintenance and Disposition System, OAD P 1820.2A. The records are 
   reviewed and updated yearly, and irrelevant documents are destroyed. 
   Once originals and copies are purged from the official personnel 
   folder, no other paper copies are kept. When the employee transfers 
   or separates from the agency, records are promptly sent to the office 
   that is to maintain the official personnel folder. The records are 
   screened to ensure that nothing is missing. Personnel history files 
   in the PIRS computer data base are written off to tape every 2 years 
   for indefinite storage.
     System manager(s) and address: 
       The agency official with overall responsibility within his or her 
   jurisdiction is the head of service or staff for Central Office 
   employees and the regional administrator for regional employees. The 
   official responsible for a field office record system is the senior 
   official at the facility or the supervisor of current and former 
   employees or volunteers. The addresses of Central Office and regional 
   offices are listed at the end of this notice.
     Notification procedure: 
       An individual who wishes to be notified whether the system 
   contains a record related to him- or herself should address an 
   inquiry to the supervisor or team leader where the employee worked. 
   If that is unknown, general requests can be addressed to the head of 
   the service or staff office for Central Office employees, or to the 
   regional administrator for regional office employees at the address 
   listed in the appendix.
     Record access procedures: 
       An individual request to review a record can be addressed to the 
   supervisor, team leader, or official at the address where the 
   employee worked. If that is unknown, a general request can be 
   addressed to the head of the service or staff office for Central 
   Office employees, or to the regional administrator at the address 
   given in the appendix to this notice. For the identification 
   required, see 41 CFR part 105-64 published in the Federal Register.
     Contesting record procedures: 
       The GSA procedures for contesting the content of a record and 
   appealing an initial denial of a request to access or amend a record 
   may be found in 41 CFR part 105-64.
     Record source categories: 
       The sources for the information are individuals themselves, other 
   employees, personnel records, and persons who have complained of 
   unpaid debts, including nonpayment of child support.

                         Record system locations:

       Central Office: GS Building, 1800 F Street NW., Washington, DC 
       New England Region: GSA, John W. McCormack Post Office and Court 
   House, Boston, MA 02109.
       Northeast and Caribbean Region: GSA, Jacob K. Javits Federal 
   Building, 26 Federal Plaza, New York, NY 10278.
       Mid-Atlantic Region: GSA, John Wanamaker Building, 100 Market 
   Square East, Philadelphia, PA 19107.
       Southeast-Sunbelt Region: GSA, Summit Building, 401 West 
   Peachtree Street, Atlanta, GA 30365-2550.
       Great Lakes Region: GSA, John C. Kluczinski Federal Building, 230 
   South Dearborn Street, Chicago, IL 60604.
       The Heartland Region: General Services Administration, 1500 East 
   Bannister Road, Kansas City, MO 64131.
       Greater Southwest Region: GSA, Fritz G. Lanham Federal Building, 
   819 Taylor Street, Fort Worth, TX 76102.
       Rocky Mountain Region: GSA, Denver Federal Center, Building 41, 
   Denver, CO 80225.
       Pacific Rim Region: General Services Administration, 450 Golden 
   Gate Avenue, 5th Floor, San Francisco, CA 94102-3400.
       Northwest/Arctic Region: GSA Center, 400 Fifteenth Street SW., 
   Auburn, WA 98001.
       National Capital Region: General Services Administration, 400 
   Seventh Street SW., Washington, DC 20407.


   #....System name: Employment Under Commercial Activities Contracts.

     System location: 
       Records on former employees are located at the civilian Federal 
   agency from where the employee was involuntarily separated and at the 
   commercial contract activity.
     Categories of individuals covered by the system: 
       Former Federal employees involuntarily separated from Government 
   employment as a result of a commercial activity contract.
     Categories of records in the system: 
       Records in the system include name and social security number of 
   employees involuntarily separated from Government employment as a 
   result of a contract and who accepted or rejected offers of 
   employment and the monetary value of pay and benefits offered.
     Authority for maintenance of the system: 
       Title 5 CFR 550.701(b)(6); E.O. 11257, November 17, 1965; and FPR 
   Temporary Regulation 63, Supplement 1.
       The purpose of the system is to provide Government agencies with 
   necessary information on former Federal employees hired by 
   contractors to ensure the proper distributions of severance pay by 
   the Government.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       a. In the event that a record 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, or 
   local, charged with the responsibility of investigation or 
   prosecuting such violation or charged with enforcing or implementing 
   the statute or rule, regulation, or order issued pursuant thereto.
       b. A record from this system of records may be disclosed to a 
   Member of Congress or to a Congressional staff member in response to 
   an inquiry of the Congressional office made at the request of the 
   individual about whom the record is maintained.
       c. A record from this system if records may be disclosed to the 
   commercial activity contractor to provide the contractor with the 
   necessary information on former Federal employees who could receive 
   employment offers from the contractor.
       d. A record from this system of records may be disclosed to a 
   Federal agency, in response to its request, in connection with the 
   hiring or retention of any employee to the extent that the 
   information is relevant and necessary to the requesting agency's 
   decision on the matter.
       e. A record from this system of records may be disclosed to an 
   authorized appeal or grievance examiner, formal complaints examiner, 
   equal employment opportunity investigator, arbitrator, or other duly 
   authorized official engaged in investigation or settlement of a 
   grievance, complaint, or appeal filed by an employee. A record from 
   this system of records may be disclosed to the Office of Personnel 
   Management in accordance with the agency's responsibility for 
   evaluation of Federal personal management.
       f. The information contained in this system of records may be 
   disclosed to the Office of Management and Budget in connection with 
   the review of private relief legislation at any stage of the 
   legislative coordination and clearance process.
       g. The information contained in this system of records may be 
   disclosed to officials of labor organizations recognized under 5 
   U.S.C. chapter 71 when relevant and necessary to their duties of 
   exclusive representation concerning personnel policies, practices, 
   and matters affecting working conditions.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
       The records are maintained in file folders and on lists and 

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