99-14645. Privacy Act of 1974; System of Record  

  • [Federal Register Volume 64, Number 110 (Wednesday, June 9, 1999)]
    [Notices]
    [Pages 31001-31003]
    From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
    [FR Doc No: 99-14645]
    
    
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    GENERAL SERVICES ADMINISTRATION
    
    
    Privacy Act of 1974; System of Record
    
    AGENCY: General Services Administration.
    
    ACTION: Notice of a revised system of records subject to the Privacy 
    Act of 1974.
    
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    SUMMARY: The General Services Administration (GSA) revises the 
    Credentials, Passes, and Licenses (GSA/HRO-8) system of records. The 
    revision updates the categories of individuals covered by the system 
    and the categories of records in the system to include biometric 
    identification information (e.g., electronic fingerprints) on employees 
    participating in state-of-the-art identification methods.
    
    DATES: The revision is effective on June 9, 1999.
    
    FOR FURTHER INFORMATION CONTACT: GSA Privacy Program, Office of 
    Management Services (CAI), 1800 F Street, NW., Washington, DC; phone 
    (202) 501-1452.
    GSA/HRO-8
    
    SYSTEM NAME:
        Credentials, Passes, and Licenses.
    
    SYSTEM LOCATION:
        This system of records is maintained by the Director, Office of 
    Management Services (CA), 1800 F Street, NW., Washington, DC and by GSA 
    regional offices listed in the appendix of this notice.
    
    CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
        All employees whose assigned responsibilities require the issuance 
    of credentials for identification and security purposes, including 
    employees participating in identification methods using the latest 
    technology, such as biometrics, e.g., electronic fingerprinting.
    
    CATEGORIES OF RECORDS IN THE SYSTEM:
        Employee passes, licenses, and identification credentials, which 
    may include the following GSA-wide forms and/or similar regional forms:
        a. GSA Form 15, Weekend and Holiday Pass (personal 
    characteristics).
        b. GSA Form 48, Request for and Record of Credential or Pass (name, 
    photo, official address and phone number, home address, next of kin and 
    next of kin phone number, issuance date, serial number, employee 
    signature, and issuing official).
        c. GSA Form 277, Employee Identification and Authorization 
    Credential--General (photo, signature of bearer, name of employee, 
    signature of issuing official, date issued, identification serial 
    number, Social Security Number (SSN), position title, official address 
    and phone number, home address and phone number, next
    
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    of kin, next of kin phone number, and medical information).
        d. OF 7, Property Pass (name, building, description of property, 
    agency, and effective date).
        e. GSA Form 2941, Parking Application (name address, agency, 
    correspondence symbol, office telephone number, and length of service).
        f. Biometric information, such as fingerprints, collected 
    electronically.
    
    AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
        The Federal Property and Administrative Services Act of 1949 (63 
    Stat. 377) as amended.
    
    PURPOSE(S):
        To assemble in one system information pertaining to passes and 
    credentials for identification and security purposes; to facilitate the 
    issuance and control of cards, parking permits, building passes, 
    drivers licenses, and similar credentials; and to ensure only 
    authorized access to secure areas and systems.
    
    Routine uses of records maintained in the system, including categories 
    of users and the purpose of such uses:
        Information from this system may be disclosed as a routine use:
        a. To the Federal, State, or local agency responsible for 
    investigating, prosecuting, enforcing, or implementing a statute, rule, 
    regulation, or order, where the General Services Administration becomes 
    aware of a violation or potential violation of civil or criminal law or 
    regulation.
        b. To a member of Congress or to a congressional staff member about 
    an individual at the request of the individual.
        c. To another Federal agency or to a court when the Government is 
    party to a judicial proceeding before the court.
        d. To a Federal agency, on request, in connection with the hiring 
    and retention of an employee, the issuance of a security clearance, the 
    conducting of a security or suitability investigation of an individual, 
    the classifying of a job, the letting of a contract, or the issuance of 
    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.
        e. By the Office of Personnel Management in the production of 
    summary descriptive statistics in support of the function for which the 
    records are collected and maintained, or for related workforce 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.
        f. To the Office of Management and Budget in connection with the 
    review of private relief legislation as set forth in OMB Circular No. 
    A-19 at any stage of the legislative coordination and clearance 
    process.
        g. To officials of the Merit Systems Protection Board, including 
    the Office of Special Counsel; the Federal Labor Relations Authority 
    and its General Counsel; or the Equal Employment Opportunity Commission 
    when requested in performance of their authorized duties.
        h. 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.
        i. To the Office of Personnel Management in accordance with the 
    agency's responsibility for evaluation of Federal personnel management.
        j. To the extent that official personnel records in the custody of 
    GSA are covered within the systems or records published by the Office 
    of Personnel Management as Governmentwide records, they will be 
    considered a part of that Governmentwide system. Other official 
    personnel records covered by notices published by GSA and considered to 
    be separate systems of records may be transferable to the Office of 
    Personnel Management in accordance with official personnel programs and 
    activities as a routine use.
        k. To an expert, consultant, or a contractor of GSA to the extent 
    necessary to further the performance of a Federal duty.
        l. To medical personnel in the event of a medical emergency.
    
    Policies and practices, for storing, retrieving, accessing retaining, 
    and disposing of records in the system:
    Storage:
        Information is collected electronically and on paper and may be 
    stored as paper forms or in electronic chips in the individual's 
    identification card, and in associated automated data systems.
    
    Retrievability:
        Name, SSN, identification (badge) serial number.
    
    Safeguards:
        When not in use by an authorized person, paper records are stored 
    in lockable metal file cabinets or secured rooms. Electronic records 
    are protected by a password and may also have a personal identification 
    number (PIN) as a second level of protection.
    
    Retention and disposal:
        Disposition of records is according to the National Archives and 
    Records Administration (NARA) guidelines, as set forth in the handbook, 
    GSA Records Maintenance and Disposition System (OAD P 1820.2) and 
    authorized GSA records schedules.
    
    System manager(s) and address:
        Director, Office of Management Services (CA), General Services 
    Administration, 1800 F St., NW., Washington, DC 20405. Since this is a 
    geographically dispersed system, individuals may gain access to it by 
    contacting the officials at locations listed in the appendix of this 
    notice.
    
    Notification procedure:
        Individuals may submit a request on whether a system contains 
    records about them to the offices shown in the appendix. Individuals 
    should provide name, social security number, period of employment, and 
    position held to assist the office in locating the record.
    
    Record access procedures:
        An individual can obtain information on procedures for gaining 
    access to records from the Director, Office of Management Services 
    (CA), or the appropriate regional office listed in the appendix.
    
    Contesting record procedures:
        GSA rules for access to systems of records, contesting the contents 
    of systems of records, and appealing initial determinations are 
    published in the Federal Register, 41 CFR part 105-64.
    
    Record source categories:
        Information is provided by employees being issued credentials and 
    the issuing officials.
        Appendix: GSA regional office addresses.
    
    New England Region (includes Connecticut, Maine, Massachusetts, New 
    Hampshire, Rhode Island, and Vermont) Regional Privacy Act Coordinator, 
    General Services Administration, 10 Causeway Street, Boston, MA 02222
    Northeast and Caribbean Region (includes New Jersey, New York, Puerto 
    Rico, and Virgin Islands), Regional Privacy Act Coordinator, General 
    Services Administration, 26 Federal Plaza, New York, NY 10278
    Mid-Atlantic Region (includes Delaware, Maryland, Pennsylvania, 
    Virginia and West Virginia, (but excludes the
    
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    National Capital Region) Regional Privacy Act Coordinator, General 
    Services Administration, 100 Penn Square East, Philadelphia, PA 19107
    Southeast Sunbelt Region (includes Alabama, Florida, Georgia, Kentucky, 
    Mississippi, North Carolina, South Carolina, and Tennessee), Regional 
    Privacy Act Coordinator, General Services Administration, Summit 
    Building, 401 West Peachtree Street, Atlanta, GA 30365-2550
    Great Lakes Region (includes Illinois, Indiana, Michigan, Ohio, 
    Minnesota, and Wisconsin), Regional Privacy Act Coordinator, General 
    Services Administration, 230 South Dearborn Street, Chicago, IL 60604-
    1696
    The Heartland Region (includes Iowa, Kansas, Missouri, and Nebraska), 
    Regional Privacy Act Coordinator, General Services Administration, 1500 
    East Bannister Road, Kansas City, MO 64131-3088
    Greater Southwest Region (includes Arkansas, Louisiana, Oklahoma, New 
    Mexico, and Texas), Regional Privacy Act Coordinator, General Sercices 
    Administration, 819 Taylor Street, Fort Worth, TX 76102
    Rocky Mountain Region (includes Colorado, Montana, North Dakota, South 
    Dakota, Utah, and Wyoming), Regional Privacy Act Coordinator, General 
    Services Administration, Denver Federal Center, Bldg 41, Lakewood, CO 
    80011
    Pacific Rim Region 9includes Arizona, California, Hawaii, and Nevada), 
    Regional Privacy Act Coordinator, General Services Administration, 450 
    Golden Gate Avenue, San Francisco, CA 94102-3488
    Northwest/Arctic Region (includes Alaska, Idaho, Oregon, and 
    Washington), Regional Privacy Act Coordinator, General Services 
    Administration, 400 15th Street SW, Auburn, WA 98001-6599
    National Capital Region (includes the District of Columbia; the 
    counties of Montgomery and Prince George's in Maryland; the city of 
    Alexandria, Virginia; and the counties of Arlington, Fairfax, Loudoun, 
    and Prince William in Virginia), Regional Privacy Act Coordinator, 
    General Services Administration, 7th and D Streets, SW, Washington, DC 
    20407
    
        Dated: June 4, 1999.
    Daniel K. Cooper,
    Director, Administrative, Services Division.
    [FR Doc. 99-14645 Filed 6-8-99 8:45 am]
    BILLING CODE 6820-34-M
    
    
    

Document Information

Effective Date:
6/9/1999
Published:
06/09/1999
Department:
General Services Administration
Entry Type:
Notice
Action:
Notice of a revised system of records subject to the Privacy Act of 1974.
Document Number:
99-14645
Dates:
The revision is effective on June 9, 1999.
Pages:
31001-31003 (3 pages)
PDF File:
99-14645.pdf