Privacy Act of 1974; Notice of an Updated System of Records, 79458-79460 [2013-31165]

Agencies

• General Services Administration

[Federal Register Volume 78, Number 250 (Monday, December 30, 2013)]
[Notices]
[Pages 79458-79460]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-31165]


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GENERAL SERVICES ADMINISTRATION

[Notice-CIB-2013-07; Docket No. 2013-0002; Sequence No. 34]


Privacy Act of 1974; Notice of an Updated System of Records

AGENCY: General Services Administration.

ACTION: Update Notice.

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SUMMARY: The U.S. General Services Administration (GSA) reviewed its 
Privacy Act systems to ensure that they are relevant, necessary, 
accurate, up-to-date, and covered by the appropriate legal or 
regulatory authority. This notice is an updated Privacy Act system of 
records notice.

DATES: Effective date: January 29, 2014.

FOR FURTHER INFORMATION CONTACT: Call or email the GSA Privacy Act 
Officer: telephone 202-208-1317; email gsa.privacyact@gsa.gov.

ADDRESSES: Privacy Act Officer (ISP), U.S. General Services 
Administration, 1800 F Street NW., Washington, DC 20405.

SUPPLEMENTARY INFORMATION: GSA completed an agency-wide review of its 
Privacy Act systems of records. As a result of the review, GSA is 
publishing an updated Privacy Act system of records notice. A new 
routine use was added under the Routine Use Section (Item j) to allow 
GSA to send reports, data, and information directly to a client 
agency's contract employees. Nothing in the revised system notice 
indicates a change in authorities or practices regarding the collection 
and maintenance of information, and the changes do not affect 
individuals' rights to access or amend their records in the system of 
records.

    Dated: December 19, 2013.
James L. Atwater,
Director, Policy and Compliance Division, Office of the Chief 
Information Security Officer.
GSA/PPFM-8

SYSTEM NAME:
    Comprehensive Human Resources Integrated System (CHRIS)

SYSTEM LOCATION:
    The record system is an Oracle Web-based application used by GSA 
Services and Staff Offices, Presidential Boards and Commissions, and 
small agencies serviced by GSA, at the addresses below:
    GSA Central Office, 1800 F Street, NW., Washington, DC 20405.
    National Capital Region, 7th & D Streets, SW., Washington, DC 
20407.

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    New England Region, 10 Causeway Street, Boston, MA 02222.
    Northeast and Caribbean Region, 26 Federal Plaza, New York, NY 
10278.
    Mid-Atlantic Region, 20 N. Eighth Street, Philadelphia, PA 19107.
    Southeast Sunbelt Region, 77 Forsyth Street, Atlanta, GA 30303.
    Great Lakes Region, 230 South Dearborn Street, Chicago, IL 60604.
    The Heartland Region, 1500 East Bannister Road, Kansas City, MO 
64131.
    Greater Southwest Region, 819 Taylor Street, Fort Worth, TX 76102.
    Rocky Mountain Region, 1 Denver Federal Center, Denver, CO 80225.
    Pacific Rim Region, 450 Golden Gate Avenue, San Francisco, CA 
95102.
    OPM, 1900 E Street NW., Washington, DC 20415.
    OPM, 1137 Branchton Road, Boyers, PA 16020.
    RRB, 844 N. Rush, Chicago, IL 60611.
    NCUA, 1775 Duke Street, Alexandria, VA 22314.
    Export-Import Bank of the US, 811 Vermont Ave NW., Washington DC 
20571.
    USIP, 2301 Constitution Avenue NW Washington, DC 20037.
    OCFO Business Objects--Ft Worth, TX.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former employees of GSA, Presidential Boards and 
Commissions, and small agencies serviced by GSA, including persons in 
intern, youth employment, and work-study programs.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains personnel and training records. The records 
include information collected by operating officials and personnel 
officials administering programs for or about employees. The system has 
data needed to update the Central Personnel Data File (CPDF), the 
Enterprise Human Resources Integration (EHRI), and the Electronic 
Official Personnel Folder (eOPF) at the U.S. Office of Personnel 
Management (OPM), as well as process and document personnel actions. It 
may include, but is not limited to, the data maintained in each 
employee's Official Personnel Folder, including:
    a. Employee's name, Social Security Number, date of birth, gender, 
work schedule, type of appointment, education, veteran's preference, 
military service, and race or national origin.
    b. Employee's service computation date for leave, date probationary 
period began, and date of performance rating.
    c. Pay data such as pay plan, occupational series, grade, step, 
salary, and organizational location.
    d. Performance rating and types and amounts of awards.
    e. Position description number, special employment program, and 
target occupational series and grade.
    f. Training records that show what classes employees have taken.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C., pt. III, is the authority for maintaining personnel 
information. Authorities for recording Social Security Numbers are E.O. 
9397, as amended; 26 CFR 31.6011(b)-2; and 26 CFR 31.6109-1.

PURPOSE:
    To maintain a computer-based information system supporting the day-
to-day operating needs of human resource operations and management. The 
system is designed to meet information and statistical needs of all 
types of Government organizations and provides a number of outputs. For 
GSA's Office of the Chief People Officer, the system tracks, produces 
and stores personnel actions, and supplies HR data used to generate 
reports (organizational rosters, retention registers, retirement 
calculations, Federal civilian employment, length-of-service lists, 
award lists, etc.). It also provides reports for monitoring personnel 
actions to determine the impact of GSA policies and practices on 
minorities, women, and disabled persons, analyzing their status in the 
work force, and for establishing affirmative action goals and 
timetables. Other reports can be created using the web based Business 
Objects tool. Access to the tool allows users to create their own 
reports within their access and eliminates the need for CHRIS to create 
and distribute these reports. The system also provides management data 
for administrative and staff offices.

ROUTINE USES OF THE SYSTEM RECORDS, INCLUDING CATEGORIES OF USERS AND 
THEIR PURPOSE FOR USING THE SYSTEM:
    The information in the system is used by GSA employees and 
designated client agency representatives in the performance of their 
official duties as authorized by law and regulation and for the 
following routine uses:
    a. To disclose information to OPM for the Central Personnel Data 
File (CPDF) and the Enterprise Human Resources Integration (EHRI).
    b. To authorized GSA users of the Business Objects tool and the 
Personnel Information Database (PID) to disclose information to sources 
outside GSA, including other agencies and persons, for employees 
seeking employment elsewhere; and for documenting adverse actions, 
conducting counseling sessions, and preparing biographical sketches on 
employees for release to other agencies and persons.
    c. To disclose information in the personnel file to GSA's Office of 
the Chief People Officer.
    d. To disclose information to agency staff and administrative 
offices who may restructure the data for management purposes.
    e. In any legal proceeding, where pertinent, to which GSA is a 
party before a court or administrative body.
    f. To authorized officials engaged in investigating or settling a 
grievance, complaint, or appeal filed by an individual who is the 
subject of the record.
    g. To a Federal agency in connection with the hiring or retention 
of an employee, the issuance of a security clearance, the reporting of 
an investigation, the letting of a contract, or the issuance of a 
grant, license, or other benefit to the extent that the information is 
relevant and necessary to a decision.
    h. To OPM, the Office of Management and Budget (OMB), or the U.S. 
Government Accountability Office (GAO) when the information is required 
for program evaluation purposes.
    i. To a Member of Congress or staff on behalf of and at the request 
of the individual who is the subject of the record.
    j. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant; to 
a board, committee, commission, or small agency receiving 
administrative services from GSA to which the information relates; or 
an expert, consultant, or contractor of a board, committee, commission, 
or small agency receiving administrative services from GSA to which the 
information relates in the performance of a Federal duty to which the 
information is relevant.
    k. To the National Archives and Records Administration (NARA) for 
records management purposes.
    l. To appropriate agencies, entities, and persons when (1) the 
agency suspects or has confirmed that the security or confidentiality 
of information in the system of records has been compromised; (2) the 
agency has determined that as a result of the suspected or confirmed 
compromise there is a risk of harm to economic or property interests, 
identity theft or fraud, or harm to the security or integrity of this 
system or other systems or programs (whether maintained by GSA or 
another agency or entity) that rely upon the compromised information; 
and (3) the disclosure

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made to such agencies, entities, and persons is reasonably necessary to 
assist in connection with GSA's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING RECORDS IN THE SYSTEM:
STORAGE:
    Computer records are stored on a secure server and accessed over 
the web using encryption software. Paper records, when created, are 
kept in file folders and cabinets in secure rooms.

RETRIEVABILITY:
    Records are retrieved by name, Social Security Number, or Applicant 
or Employee ID. In the Business Objects tool, records can be retrieved 
and sorted by any category as long as the category is in the user's 
access rights.

SAFEGUARDS:
    Computer records are protected by a password system. Paper output 
is stored in locked metal containers or in secured rooms when not in 
use. Information is released to authorized officials based on their 
need to know. All users who have access to CHRIS are required to 
complete the following training courses before gaining access to the 
system: IT Security Awareness Training, Privacy Training 101.

RETENTION AND DISPOSAL:
    Records are disposed of by shredding or burning as scheduled in the 
handbook, GSA Records Maintenance and Disposition System (CIO P 
1820.1).

SYSTEM MANAGER AND ADDRESS:
    CHRIS Program Manager, Office of the Chief Information Officer, 
Office of Human Resources Information Technology (HRIT) Services 
Division, U.S. General Services Administration, 1800 F Street NW., 
Washington, DC 20405.

NOTIFICATION PROCEDURE:
    Address inquiries to: Director of Human Resources Services (CP), 
Office of the Chief People Officer, U.S. General Services 
Administration, 1800 F Street NW., Washington, DC 20405; or, for 
regional personnel records, to the regional Human Resources Officer at 
the addresses listed above under System Location.

RECORD ACCESS PROCEDURES:
    Requests from individuals for access to their records should be 
addressed to the system manager.

CONTESTING RECORD PROCEDURES:
    Rules for contesting the content of a record and appealing a 
decision are contained in 41 CFR 105-64.

RECORD SOURCE CATEGORIES:
    The sources for the system information are the individuals 
themselves, other employees, supervisors, management officials, 
officials of other agencies, and record systems GSA/HRO-37, OPM/GOVT-1, 
and EEOC/GOVT-1.
[FR Doc. 2013-31165 Filed 12-27-13; 8:45 am]
BILLING CODE 6820-34-P