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Privacy Act: [OPM/CENTRAL-9] Personnel Investigations Records....
<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] [Page 42569-42570] #.PERSONNEL MANAGEMENT OFFICE #..OPM Systems of Records OPM/Internal-2 Negotiated Grievance Procedure Records. OPM/Internal-3 Security Officer Control Files. OPM/Internal-4 Health Program Records. OPM/Internal-5 Pay, Leave, and Travel Records. OPM/Internal-6 Appeal and Administrative Review Records. OPM/Internal-7 Complaints and Inquiries Records. OPM/Internal-8 Employee Counseling Services Program Records. OPM/Internal-9 Employee Locator Card Files. OPM/Internal-10 Motor Vehicle Operator and Accident Report Records. OPM/Internal-11 Administrative Grievance Records. OPM/Internal-12 Telephone Call Detail Records. OPM/Internal-13 Parking Program Records. OPM/Internal-14 Photo Identification and Visitor Access Control Records OPM/Internal-15 OPM Child Care Tuition Assistance Records. OPM/Internal-16 Adjudications Officer Control Files. OPM/Central-1 Civil Service Retirement and Insurance Records. OPM/Central-2 Complaints and Inquiries Records. OPM/Central-3 [Reserved] OPM/Central-4 Inspector General Investigations Case Files. OPM/Central-5 Intergovernmental Personnel Act Assignment Records. OPM/Central-6 Administrative Law Judge Application Records. OPM/Central-7 Litigation and Claims Records. OPM/Central-8 Privacy Act/Freedom of Information Act (PA/FOIA) Case Records. OPM/Central-9 Personnel Investigations Records. OPM/Central-10 Federal Executive Institute Program Participant Records. OPM/Central-11 Presidential Management Intern (PMI) Program Records. OPM/Central-12 [Reserved] OPM/Central-13 Executive Personnel Records. OPM/Central-14 Debarment of Suspension Records for Federal Employees Health Benefits Program (FEHPB). OPM/GOVT-1 General Personnel Records. OPM/GOVT-2 Employee Performance File System Records. OPM/GOVT-3 Records of Adverse Actions, Performance Based Reduction in Grade and Removal Actions, and Termination of Probationers. OPM/GOVT-4 [Reserved]. OPM/GOVT-5 Recruiting, Examining and Placement Records. OPM/GOVT-6 Personnel Research and Test Validation Records. OPM/GOVT-7 Applicant Race, Sex, National Origin, and Disability Status Records. OPM/GOVT-8 [Reserved]. OPM/GOVT-9 File on Position Classification Appeals, Job Grading Appeals, Retained Grade or Pay Appeals, and Fair Labor Standard Act (FLSA) Claims and Complaints. OPM/GOVT-10 Employee Medical File System Records. Prefatory Statement of Routine Uses for OPM's Internal and Central Systems of Records Certain established routine uses have been found to be applicable to the majority of OPM's Internal and Central systems of records. These repetitive routine uses will be published in their entirety once, in this Prefatory Statement. Each Internal and Central system notice will note which of these routine uses are applicable to that notice, and will also include the full text of any routine uses unique to that system of records. 1. For Law Enforcement Purposes--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 OPM becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation. 2. For Certain Disclosures to Other Federal Agencies--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 suitability or security 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. 3. For Congressional Inquiry--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. 4. For Judicial/Administrative Proceedings--To disclose information to another Federal agency, to a court, or 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. In those cases where the Government is not a party to the proceeding, records may be disclosed if a subpoena has been signed by a judge. 5. For National Archives and Records Administration--To disclose information to the National Archives and Records Administration for use in records management inspections. 6. Within OPM for Statistical/Analytical Studies--By OPM 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 workforce studies. While published 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. 7. For Litigation--To disclose information to the Department of Justice, or in a proceeding before a court, adjudicative body, or other administrative body before which OPM is authorized to appear, when: (1) OPM, or any component thereof; or (2) Any employee of OPM in his or her official capacity; or (3) Any employee of OPM in his or her individual capacity where the Department of Justice or OPM has agreed to represent the employee; or (4) The United States, when OPM determines that litigation is likely to affect OPM or any of its components; is a party to litigation or has an interest in such litigation, and the use of such records by the Department of Justice or OPM is deemed by OPM to be relevant and necessary to the litigation provided, however, that the disclosure is compatible with the purpose for which records were collected. 8. For the Merit Systems Protection Board--To disclose information to officials of the Merit Systems Protection Board or the Office of the Special Counsel, when requested in connection with appeals, special studies of the civil service and other merit systems, review of OPM rules and regulations, investigations of alleged or possible prohibited personnel practices, and such other functions, e.g., as promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. 9. For the Equal Employment Opportunity Commission--To disclose information to the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discrimination practices in the Federal sector, compliance by Federal agencies with the Uniform Guidelines on Employee Selection Procedures or other functions vested in the Commission and to otherwise ensure compliance with the provisions of 5 U.S.C. 7201. 10. For the Federal Labor Relations Authority--To disclose information to the Federal Labor Relations Authority or its General Counsel when requested in connection with investigations of allegations of unfair labor practices or matters before the Federal Service Impasses Panel. 11. For Non-Federal Personnel--To disclose information to contractors, grantees, or volunteers performing or working on a contract, service, grant, cooperative agreement, or job for the Federal Government. #..OPM/INTERNAL-2 #....System name: Negotiated Grievance Procedure Records. System location: Office of Human Resources and EEO, Office of Personnel Management, 1900 E Street NW, Washington, DC 20415-0001. Categories of individuals covered by the system: Current and former Office employees who have filed grievances under a negotiated grievance procedure. Categories of records in the system: This system contains a variety of records relating to an employee's grievance filed under procedures established by labor- management negotiations. The records may include information such as: Employee's name, Social Security number, grade, job title, employment history, arbitrator's decision or report, record of appeal to the Federal Labor Relations Authority, and a variety of employment and personnel records associated with the grievance. Authority for maintenance of the system: Includes the following with any revisions or amendments: 5 U.S.C. 7121. Purpose(s): These records are used to process an employee's grievance filed under a negotiated grievance procedure. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Routine uses 1 through 11 of the Prefatory Sttement at the beginning of OPM's system notices apply to the records maintained within this system. The rroutine uses listed below are specific to this system of records only. a. By the Department of Labor in carrying out its functions regarding labor-management relations in the Federal service. b. To disclose information 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. c. To disclose information to any source from which additional information is requested in the course of resolving a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and to identify the type of information requested. Policies and practices of storing, retrieving, 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 located in lockable metal filing cabinets to which only authorized personnel have access. Retention and disposal: These records are disposed of three years after the close of the fiscal year in which a final decision was issued. Disposal is by shredding or burning. System manager(s) and address: Director, Office of Human Resources and EEO, Office of Personnel Management, 1900 E Street NW, Washington, DC 20415. Notification procedure: Individuals who file a grievance under a negotiated procedure are aware of that fact and have been provided access to the record. They may, however, contact the indicated system manager regarding the existence of such records about them. Individuals must furnish the following information for their records to be located and identified: a. Full name. b. Date of birth. c. Approximate date of closing of the grievance. d. Organizational component involved. Record access procedure: Individuals who file a grievance under a negotiated grievance procedure are aware of that fact and have been provided access to the record. However, after the grievance has been closed, an individual may request access to the official copy of the grievance record by writing the indicated system manager. Individuals must furnish the following information for their records to be located and identified: a. Full name. b. Date of birth. c. Approximate date of closing of the grievance. d. Organizational component involved. Individuals requesting access must also follow OPM's Privacy Act regulations regarding verification of identity and access to records (5 CFR part 297). Contesting record procedure: Review of requests from individuals seeking amendment of their records which have previously been or could have been the subject of an administrative, judicial, or quasi-judicial action will be limited in scope. Review of amendment requests of these records 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 appropriate system manager or OPM regional office indicated in the Notification Procedure section. Individuals must furnish the following information for their records to be located and identified: a. Full name. b. Date of birth. c. Approximate date of closing of the grievance. d. Organizational component involved. Individuals wishing to request amendment of their records to correct factual errors should contact the indicated system manager. Individuals must furnish the following information for their records to be located and identified: Record source categories: Information in this system of records is obtained from: a. The individual on whom the record is maintained. b. Testimony of witnesses. c. Union officials. d. Office of Personnel Management officials. e. Department of Labor, Federal Labor Relations Authority, or arbitration officials involved in the grievance. #..OPM/INTERNAL-3 #....System name: Security Officer Control Files. System location: U.S. Office of Personnel Management, Office of Contracting and Administrative Services, 1900 E Street NW., Washington, DC 20415-7100 Categories of individuals covered by the system: This system contains records on active, inactive and pending OPM employees and contractors. Categories of records in the system: The records in the system contain date of birth; social security number; classification as to position sensitivity; types and dates of investigations; investigative reports, including those from Federal law enforcement agencies, Department of Defense and internal inquiries; dates and levels of clearances; names of agencies and the reasons why they were provided clearance information on OPM employees and contractors. Authority for maintenance of the system: Includes the following with any revisions or amendments: Executive Orders 10450 and 12958. Purpose(s): These records are used exclusively by OPM Security Officers and the employees of other security offices to assist them in controlling position sensitivity and personnel clearances. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Routine uses 1, 3, 5 and 6, of the Prefatory Statement at the beginning of OPM's system notices (60 FR 63075, effective January 17, 1996) apply to the records maintained within the system. The routine uses listed below are specific to this system of records only. a. To disclose information to an agency in the executive, legislative, or judicial branch, or the District of Columbia Government, in response to its request related to issuing a security
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