Privacy Act: [MSPB/INTERNAL-8]...

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





   #.MERIT SYSTEMS PROTECTION BOARD


   #..Table of Contents

         MSPB/INTERNAL-1, Pay, Leave, and Travel Records
         MSPB/INTERNAL-2, Employee Grievance Records
         MSPB/INTERNAL-3, Employee Awards Tracking System Records
         MSPB/INTERNAL-5, Workload and Assignment Tracking System
         MSPB/INTERNAL-6, Security Management Records
         MSPB/INTERNAL-7, Administrative Data System
         MSPB/INTERNAL-8, Office of Appeals Counsel Case Production Data 
   System
         MSPB/CENTRAL-1, Assignment and Correspondence Tracking System 
   Records
         MSPB/CENTRAL-2, General Correspondence Records
         MSPB/CENTRAL-3, Freedom of Information Act/Privacy Act Case 
   Records
         MSPB/CENTRAL-4, Litigation and Claims Records
         MSPB/GOVT-1, Appeal and Case Records

     APPENDIX-REGIONAL OFFICES OF THE MERIT SYSTEMS PROTECTION BOARD

   #.. MSPB/INTERNAL-1

   #....System name:  Pay, Leave, and Travel Records.

     System location: 
       Office of Administration, Personnel Division, Merit Systems 
   Protection Board (MSPB) and Information Resources Management 
   Division, 1120 Vermont Avenue, NW, Washington, DC 20419; MSPB 
   regional offices (see list of regional office addresses in the 
   Appendix); and USDA National Finance Center, 13800 Gentilly Road, New 
   Orleans, Louisiana 70129.
     Categories of individuals covered by the system: 
       Current and former employees of the Merit Systems Protection 
   Board.
     Categories of records in the system: 
       This system, both manual and automated, contains records relating 
   to pay, leave, and travel. This includes information such as: Name; 
   date of birth; Social Security number; home address; grade; employing 
   organization; timekeeper number; salary; pay plan; number of hours 
   worked; leave accrual rate, usage, and balances; Civil Service 
   Retirement contributions; FICA withholdings; Federal, state and local 
   tax withholdings; Federal Employee's Group Life Insurance 
   withholdings; Federal Employee's Health Benefits withholdings; 
   charitable deductions; allotments to financial organizations; 
   garnishment documents; savings bonds allotments; union and management 
   association dues withholding allotments; travel expenses; information 
   on the leave transfer program; and fare subsidy program..
     Authority for maintenance of the system: 
       5 U.S.C. 1205, 5501 et seq., 5525 et seq., 5701 et seq., 6301 et 
   seq., Executive Order 9397, and Pub. L. 100-202, 100-440, Pub. L. 
   101-59.
   Purpose(s): 
       These records are used to administer the pay, leave and travel 
   functions of the Merit Systems Protection Board.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Information from these records may be disclosed:
       a. To the Department of Treasury to issue checks and U.S. Savings 
   Bonds;
       b. To the Department of Labor in connection with a claim filed by 
   an employee for compensation due to a job-connected injury or 
   illness;
       c. To state offices of unemployment compensation in connection 
   with claims filed by former MSPB employees for unemployment 
   compensation;
       d. To Federal Employees, Group Life Insurance or Health Benefits 
   carriers in connection with survivor annuity or health benefit claims 
   or records reconciliations;
       e. To the Internal Revenue Service and state and local tax 
   authorities;
       f. To the Social Security Administration in connection with FICA 
   withholding and benefits;
       g. To the Office of Personnel Management in connection with 
   payroll deductions for civil service retirement plans;
       h. To the authorized employees of another Federal agency that 
   provides MSPB with manual and automated assistance in processing pay, 
   and leave;
       i. To officials of labor organizations recognized under 5 U.S.C. 
   Chapter 7l when relevant and necessary to their duties of exclusive 
   representation concerning personnel policies, practices, and matters 
   affecting working conditions;
       j. To the appropriate Federal, state, or local agency responsible 
   for investigating, prosecuting, enforcing, or implementing a statute, 
   rule, regulation, or order, where the MSPB becomes aware of a 
   possible violation or potential violation of civil or criminal law or 
   regulation;
       k. To any source from which the MSPB requests additional 
   information relevant to an MSPB determination concerning an 
   individual's pay, or leave;
       l. To a Federal agency, at its request, for purposes connected 
   with: The hiring or retention of an employee, the issuance of a 
   security clearance, the conduct of a suitability or security 
   investigation of an individual, the classification of a job, 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;
       m. To the Office of Management and Budget at any stage in the 
   legislative coordination and clearance process in connection with 
   private relief legislation as set forth in OMB Circular No. A-19;
       n. 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;
       o. To the Department of Justice when:
       (1) The agency, or any component thereof; or
       (2) Any employee of the agency in the employee's official 
   capacity; or
       (3) Any employee of the agency in the employee's individual 
   capacity where the Department of Justice has agreed to represent the 
   employee; or
       (4) The United States is a party to litigation or has an interest 
   in such litigation and the use of such records is deemed to be 
   relevant and necessary to the litigation, provided that the 
   disclosure of the records is a use of the information contained in 
   the records that is compatible with the purpose for which the records 
   were collected; or approval or consultation is required;
       p. In a proceeding before a court or adjudicative body before 
   which the agency is authorized to appear, when:
       (1) The agency, or any component thereof; or
       (2) Any employee of the agency in the employee's official 
   capacity; or
       (3) Any employee of the agency in the employee's individual 
   capacity where the agency has agreed to represent the employee; or
       (4) The United States is a party to litigation or has an interest 
   in such litigation and the use of such records is deemed to be 
   relevant and necessary to the litigation, provided that the 
   disclosure of the records is a use of the information contained in 
   the records that is compatible with the purpose for which the records 
   were collected; or approval or consultation is required;
       q. To the National Archives and Records Administration pursuant 
   to records management inspections conducted under authority of 44 
   U.S.C. 2904 and 2906;
       r. In response to a request for discovery or for appearance of a 
   witness, if the information is relevant to the subject matter 
   involved in a pending judicial or administrative proceeding;
       s. To officials of the Office of Special Counsel, Office of 
   Personnel Management, the Federal Labor Relations Authority or the 
   Equal Employment Opportunity Commission when requested in the 
   performance of their authorized duties;
       t. To the General Accounting Office for auditing purposes; and
       u. To the Social Security Administration and the Department of 
   the Treasury, to provide pay data.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       These records are maintained in file folders and in computer 
   processable storage media.
     Retrievability: 
       These records are retrieved by name or social security number.
     Safeguards: 
       Access to and use of these records is limited to those persons 
   whose official duties require such access. Paper records are 
   maintained in locked cabinets. Automated records are protected from 
   unauthorized access through password identification procedures and 
   other system-based protection methods. Magnetic tape files and disk 
   files are in a locked computer room and library which can be accessed 
   by authorized personnel only.
     Retention and disposal: 
       These records are maintained for varying periods of time in 
   accordance with NARA General Records Schedule 2. Disposal of manual 
   records is by shredding or burning; magnetic tapes and disks are 
   erased.
     System manager(s) and address: 
       Director, Office of Administration, Merit Systems Protection 
   Board, 1120 Vermont Avenue NW., Washington, DC 20419.
     Notification procedure: 
       Individuals wishing to determine whether this system of records 
   contains information about them should contact the Clerk of the Board 
   or the MSPB regional office where the individual is or was employed 
   (See Appendix for a list of regional office addresses).
       Individuals making inquiries as to the existence of records 
   pertaining to them must follow the MSPB Privacy Act regulations at 5 
   CFR 1205.11 regarding such inquiries.
     Record access procedures: 
       Individuals requesting access to their records should contact the 
   Clerk of the Board or the MSPB regional office where the individual 
   is or was employed (See Appendix for list of regional office 
   addresses).
       Individuals requesting access must also follow the MSPB Privacy 
   Act regulations at 5 CFR 1205.11 regarding access to records and 
   verification of identity.
     Contesting record procedures: 
       Individuals wishing to request amendment of their records should 
   contact the Clerk of the Board or the MSPB regional office where the 
   individual is or was employed.
       Individuals requesting amendment of their records must also 
   follow the MSPB Privacy Act regulations set forth at 5 CFR 1205.21 
   regarding amendment of records and verification of identity.
     Record source categories: 
       a. The individual to whom the record pertains;
       b. Merit Systems Protection Board officials responsible for pay, 
   travel and leave; and
       c. Other official personnel documents of MSPB.

   #.. MSPB/INTERNAL-2

   #....System name: Employee Grievance Records.

     System location: 
       Office of Administration, Personnel Division, Merit Systems 
   Protection Board (MSPB), 1120 Vermont Avenue NW, Washington, DC 20419
     Categories of individuals covered by the system: 
       Current and former employees of the Merit Systems Protection 
   Board who have filed grievances in accordance with the MSPB 
   procedures established under 5 CFR part 771, subpart C.
     Categories of records in the system: 
       The system contains records of grievances filed by MSPB 
   employees. The case files contain all documents related to the 
   grievance, including statements of witnesses, reports or transcripts 
   of interviews and hearings, the employee's written request for review 
   of the initial grievance, designation of the grievance examiner, any 
   written comments by the grievant or the grievant's representative 
   upon review of the file at the completion of the inquiry, the 
   examiner's report of findings and recommendations, the grievance 
   decision, and correspondence and exhibits related to the grievance. 
   The system does not include files and records of any grievance filed 
   under negotiated procedures with recognized labor organizations.
     Authority for maintenance of the system: 
       5 U.S.C. 1205, 5 CFR part 771.
   Purpose(s): 
       These records are used to process grievances filed by MSPB 
   employees for personal relief in certain matters that are subject to 
   the control of MSPB management.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Information from these records may be disclosed:
       a. To any source from which the MSPB requests additional 
   information in the course of processing a grievance, 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;
       b. To an appropriate Federal, state, or local agency responsible 
   for investigating, prosecuting, enforcing, or implementing a statute, 
   rule, regulation, or order where the MSPB is aware of a violation or 
   potential violation of civil or criminal law or regulation;
       c. To a Federal agency, at its request, in connection with the 
   hiring or retention of an employee, the issuance of a security 
   clearance, the conduct 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 a congressional office which makes an inquiry on a current 
   or former employee;
       e. To the Department of Justice when:
       (1) The agency, or any component thereof; or
       (2) Any employee of the agency in the employee's official 
   capacity; or
       (3) Any employee of the agency in the employee's individual 
   capacity where the Department of Justice has agreed to represent the 
   employee; or
       (4) The United States is a party to litigation or has an interest 
   in such litigation and the use of such records is deemed to be 
   relevant and necessary to the litigation, providing that disclosure 
   of the records is a use of the information contained in the records 
   that is compatible with the purpose for which the records were 
   collected or approval or consultation is required;
       f. In a proceeding before a court or adjudicative body before 
   which the agency is authorized to appear, when:
       (1) The agency, or any component thereof; or
       (2) Any employee of the agency in the employee's official 
   capacity; or
       (3) Any employee of the agency in the employee's individual 
   capacity where the agency has agreed to represent the employee; or
       (4) The United States is a party to litigation or has an interest 
   in such litigation and the use of such records is deemed to be 
   relevant and necessary to the litigation, providing that the 
   disclosure of the records is a use of the information contained in 
   the records that is compatible with the purpose for which the records 
   were collected; or approval or consultation is required;
       g. To the National Archives and Records Administration pursuant 
   to records management inspections conducted under authority of 44 
   U.S.C. 2904 and 2906;
       h. To officials of the Office of Special Counsel, Office of 
   Personnel Management, the Federal Labor Relations Authority, or the 
   Equal Employment Opportunity Commission when requested in performance 
   of their authorized duties;
       i. In response to a request for discovery or for appearance of a 
   witness, if the information is relevant to the subject matter 
   involved in a pending judicial or administrative proceeding; and
       j. 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 work conditions.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       These records are maintained in file folders, and housed in an 
   automated records storage and retrieval system.

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