Privacy Act of 1974; Notice of Updated Systems of Records, 48752-48765 [06-7003]

Agencies

• General Services Administration

[Federal Register Volume 71, Number 161 (Monday, August 21, 2006)]
[Notices]
[Pages 48752-48765]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 06-7003]



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Part VI





General Services Administration





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Privacy Act of 1974; Notice of Updated Systems of Records; Notice

Federal Register / Vol. 71, No. 161 / Monday, August 21, 2006 / 
Notices

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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; Notice of Updated Systems of Records

AGENCY: General Services Administration.

ACTION: Notice.

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SUMMARY: 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 a compilation 
of the revised and cancelled notices. The notice includes thirteen 
revised GSA-wide system of records notices that update administrative 
changes, including system managers, office titles, addresses, or 
locations; and cancellation of eighteen obsolete systems of records.

DATES: Effective August 21, 2006.

FOR FURTHER INFORMATION CONTACT: Call or e-mail the GSA Privacy Act 
Officer: telephone 202-501-1452; e-mail gsa.privacyact@gsa.gov.

ADDRESSES: GSA Privacy Act Officer (CIB), General Services 
Administration, 1800 F Street, NW., Washington, DC 20405.

SUPPLEMENTARY INFORMATION: GSA undertook and completed an agency-wide 
review of its Privacy Act systems of records. As a result of the 
review, GSA is publishing updated Privacy Act systems of records 
notices and canceling obsolete systems. Rather than make numerous 
piecemeal revisions, GSA is republishing updated notices for thirteen 
of its systems and canceling eighteen. Nothing in the revised system 
notices indicates a change in authorities or practices regarding the 
collection and maintenance of information. Nor do the changes impact 
individuals' rights to access or amend their records in the systems of 
records.
    The table of contents provides a list of the revised notices 
included in this publication and the cancelled notices. (See attached.)

    Dated: August 14, 2006.
June V. Huber,
Director, Office of Information Management.

Table of Contents

List of Revised Notices

GSA/PPFM-1 Disbursement and Accounts Payable Files
GSA/PPFM-3 Travel System
GSA/PPFM-6 Employee Credit Reports
GSA/PPFM-7 Credit Data on Individual Debtors
GSA/PPFM-8 Comprehensive Human Resources Integrated System (CHRIS)
GSA/PPFM-9 Payroll Accounting and Reporting (PAR) System
GSA/PPFM-10 Purchase Card Program
GSA/OEA-1 Records of Defunct Agencies
GSA/REGADM-4 Official Correspondence Files
GSA/FSS-13 Personal Property Sales Program
GSA/Childcare-1 GSA Child Care Subsidy
GSA/Transit-1 Transportation Benefits Records
GSA/Gov-4 Contracted Travel Services Program

List of Cancelled Notices

GSA/HRO-6 Listing of Physicians
GSA/HRO-7 Motor Vehicle Operator Applications
GSA/HRO-38 Citizens' Commission on Public Service and Compensation 
(CCPSC) Candidate and Alternate Member Files
GSA/PPFM-5 Payroll, Time, and Attendance Reporting System
GSA/OGC-2 Attorney Placement
GSA/OGC-4 General Law Files
GSA/OGC-6 Potential Employee Referrals
GSA/REGADM-3 Biographical Sketches
GSA/REGADM-6 Ridesharing System
GSA/PBS-3 Incident Reporting, Investigation, Contingency

Planning/Analysis, and Security Case Files

GSA/ADTS-1 Classified Control Files
GSA/ADTS-2 Congressional Files
GSA/ADTS-4 Emergency Notification Files
GSA/ADTS-5 Financial Management Files
GSA/ADTS-7 Workload Measurement Files
GSA/ADTS-8 Special Purpose Telephone Contact Listings
GSA/FSS-9 Cataloging Action Master File-Work Measurement
GSA/FSS-12 Accountability and Property Inventory Systems
GSA/PPFM-1

System name:
    Disbursement and Accounts Payable Files.

System location:
    System records are located in GSA's finance centers as follows:
     Heartland Finance Center, 1500 East Bannister Road, Kansas 
City, MO 64131.
     Greater Southwest Finance Center, 819 Taylor Street, Fort 
Worth, TX 76102.

Categories of individuals covered by the system:
    Current and former employees; and contractual or appointed experts 
and consultants.

Categories of records in the system:
    The system provides for reporting each account's status. Records 
may include but are not limited to name, address, telephone number, 
vendor identification number, and Social Security number.

Authority for maintenance of the system:
    31 U.S.C. 3501 et seq.; 40 U.S.C. 311; 5 U.S.C. 3109.

Purpose:
    To assemble in one system disbursement and accounts payable records 
to GSA employees, and on experts and consultants procured by contract 
or by appointment.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    To the extent necessary, the records are available outside GSA to 
monitor and document adverse action proceedings and to advise on credit 
inquiries.
    The following routine uses also apply:
    a. In a legal proceeding, where pertinent, to which GSA is a party 
before a court or administrative body.
    b. To authorized officials engaged in investigating or settling a 
grievance, complaint, or appeal filed by an individual who is the 
subject of the record.
    c. 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.
    d. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    e. To a Member of Congress or staff on behalf of and at the request 
of the individual who is the subject of the record.
    f. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.
    g. To the National Archives and Records Administration (NARA) for 
records management purposes.
    h. To the Office of Management and Budget in connection with 
reviewing private relief legislation at any stage of the coordination 
and clearance process.
    i. To the Department of Treasury and/or banking institutions so 
that payments may be made by electronic funds transfer (EFT).
    j. To the Department of Treasury so claims can be collected through 
cross servicing, Treasury Offset Program or the Centralized Salary 
Offset Program.

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Policies and practices for storing, retrieving, accessing, retaining, 
and, disposing of records in the system:
Storage:
    Paper records are maintained in file folders and card files stored 
in filing cabinets, or in electronic form in computers.

Retrievability:
    Records are retrieved by name or by identifying number.

Safeguards:
    Records are stored in guarded buildings and/or in areas controlled 
by authorized personnel. Computer files are protected by the use of 
passwords.

Retention and disposal:
    Disposition of records is in accordance with the Handbook, GSA 
Records Maintenance and Disposition System (OAD P 1820.2).

System manager and address:
    Director, Financial and Accounting Systems Division (BOA), Office 
of Finance, Office of the Chief Financial Officer, General Services 
Administration, 1800 F Street, NW., Washington, DC 20405.

Notification procedure:
    Individuals may obtain information about whether they are part of 
this system of records from the system manager at the above address.

Record access procedures:
    Requests to access records should be directed to the system manager 
at the above address. Inquiries should provide, as appropriate, full 
name, Social Security number, vendor number, address, telephone number, 
and the dates and transactions giving rise to the record. For 
identification requirements, refer to the agency regulations in 41 CFR 
part 105-64.

Contesting record procedures:
    GSA rules for access to records, and for contesting the contents 
and appealing initial determinations are provided in 41 CFR part 105-
64.

Record source categories:
    The individuals themselves, employees, other agencies, management 
officials, and non-Federal sources such as private firms.
GSA/PPFM-3

System name:
    Travel System.

System location:
    The system of records is located in the General Services 
Administration (GSA) Central Office service and staff offices and 
administrative offices throughout GSA.

Persons covered by the system:
    Current and former employees of GSA and of commissions, committees, 
and small agencies serviced by GSA, including persons other than full-
time employees authorized to travel on Government business.

Type of record system:
    The system provides control over the expenditure of funds for 
travel, relocation, and related expenses. Therefore, provisions are 
made to authorize travel and relocation, provide and account for 
advances, and to pay for travel and relocation costs. The system 
contains records that may include, but are not limited to, name, Social 
Security Number, date of birth, residence address, dependents names and 
ages, duty stations, itinerary and credit data in the form of credit 
scores (examples of credit scores are FICO, an acronym for Fair Isaac 
Corporation, a Beacon score, etc.) or commercial and agency 
investigative reports showing debtors' assets, liabilities, income, 
expenses, bankruptcy petitions, history of wage garnishments, 
repossessed property, tax liens, legal judgments on debts owed, and 
financial delinquencies.

Authority for maintaining the system:
    5 U.S.C. 5701-5709, 5 U.S.C. 5721-5739, and Section 639 of the 
Consolidated Appropriations Act, 2005 (Pub. L. 108-447).

Purpose:
    To assemble in one system information supporting the day-to-day 
operating needs associated with managing the GSA travel and relocation 
programs. The system includes an automated information system and 
supporting documents.

Routine uses of the record system, including types of users and their 
purposes in using the system:
    System information may be accessed and used by authorized GSA 
employees or contractors to conduct official duties associated with the 
management and operation of the travel and relocation program. 
Information from this system also may be disclosed as a routine use:
    a. In any legal proceeding, where pertinent, to which GSA is a 
party before a court or administrative body.
    b. To authorized officials engaged in investigating or settling a 
grievance, complaint, or appeal filed by an individual who is the 
subject of the record.
    c. 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.
    d. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    e. To a Member of Congress or staff on behalf of and at the request 
of the individual who is the subject of the record.
    f. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.
    g. To the National Archives and Records Administration (NARA) for 
records management purposes.
    h. To the Office of Management and Budget in connection with 
reviewing private relief legislation at any stage of the coordination 
and clearance process.
    i. To banking institutions so that travelers may receive travel 
reimbursements by electronic funds transfer (EFT).
    j. To the Department of the Treasury regarding overseas travel 
allowances that are excluded from taxable income, so that reports can 
be compiled and submitted to the Congress.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records are stored in file folders, card files and cabinets; 
magnetic tapes and cards are stored in cabinets and storage libraries; 
and computer records are stored within computers and attached 
equipment.

Retrievability:
    Paper records are filed by name. Electronic records are retrievable 
by name, vendor number (an identifier assigned by GSA to all payees, 
including companies and individuals), or Social Security Number.

Safeguards:
    System records are safeguarded in accordance with the requirements 
of the Privacy Act, the Computer Security Act, and OMB Circular A-130. 
Technical, administrative, and personnel security measures are 
implemented to ensure confidentiality and integrity of the system data 
stored, processed, and transmitted. Paper records are stored in secure 
cabinets or rooms. Electronic

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records are protected by passwords and other appropriate security 
measures.

Disposal:
    The agency disposes of the records as described in the HB, GSA 
Records Maintenance and Disposition System (OAD P 1820.2A and CIO P 
1820.1).

System manager and address:
    Director, Financial Initiative Division (BCD), Office of Finance, 
Office of the Chief Financial Officer, General Services Administration, 
1800 F Street, NW., Washington, DC 20405.

Notification procedure:
    Employees may obtain information about whether they are a part of 
this system of records from the system manager at the above address.

Record review procedures:
    Requests from individuals for access to their records should be 
addressed to the system manager.

Procedure to contest a record:
    GSA rules for access to systems of records, contesting the contents 
of systems of records, and appealing initial determinations are 
published at 41 CFR part 105-64.

Record sources:
    The sources are individuals, other employees, supervisors, other 
agencies, management officials, and non-Federal sources such as private 
firms.
GSA/PPFM-6

System name:
    Employee Credit Reports.

System location:
    The system is located in the General Services Administration, 
Heartland Finance Center, Financial Information Control Division, 1500 
East Bannister Road, Kansas City, MO 64131.

Persons covered by the system:
    Present and former employees who have refused to abide by the terms 
of their training agreement or other employment-related contracts, and 
thereby have incurred a liability to the Government. When appropriate, 
similar information is gathered on their spouses.

Types of records in the system:
    Name and address, age, number of dependents, name of employer, 
nature of business, position held/time held, full or part-time 
employment, net worth and what it consists of, annual earned income, 
other income, reputation, credit record, financial records, and 
personal history. The records are used in GSA to investigate employees 
who default on employment-related contracts.

Authority for maintaining the system:
    31 U.S.C. 3711 (e).

Purpose:
    To assemble and maintain information on individuals who are 
indebted to GSA and other Federal entities for the purpose of effecting 
enforced collections from the debtors. The information contained in the 
records is maintained for the purpose of taking action to facilitate 
collection and resolution of debts using various methods, including, 
but not limited to, requesting repayment of debt by telephone or in 
writing, pursuing offset, administrative wage garnishment, centralized 
salary offset, referral to collection agencies or litigation, and using 
other collection or resolution methods authorized or required by law. 
The information is also maintained for the purpose of providing 
collection information about the debt to other Federal entities 
collecting the debt, and providing statistical information on debt 
collection operations.

Routine uses of records maintained in the system, including types of 
users and the purposes of such uses:
    a. In any legal proceeding, where pertinent, to which GSA is a 
party before a court or administrative body.
    b. To authorized officials engaged in investigating or settling a 
grievance, complaint, or appeal filed by an individual who is the 
subject of the record.
    c. 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.
    d. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    e. To a Member of Congress or staff on behalf of and at the request 
of the individual who is the subject of the record.
    f. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.
    g. To the National Archives and Records Administration (NARA) for 
records management purposes.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    The records for both GSA and the expert, consultant or contractor 
are stored on paper.

Retrievability:
    The records are in alphabetical order by name.

Safeguards:
    Correspondence between the GSA and the expert, consultant or 
contractor is kept in a locked cabinet in the Financial Information 
Control Division, Credit and Finance Section. Only persons given 
authority to do so handle this information. The contractor keeps his or 
her records in a secured office.

Record disposal:
    The records are disposed of as scheduled in the handbook GSA 
Records Maintenance and Disposition System (OAD P 1820.2).

System manager and address:
    Chief, Accounts Receivable Branch, Regional Finance Division, 1500 
East Bannister Road, Kansas City, MO 64131.

Notification procedure:
    Obtain this information from the official named above.

Procedures to access or to contest records:
    See 41 CFR, part 105-64 for the procedures.

Sources of records:
    Credit companies, individuals, employers/supervisors, former 
employers, banks, and GSA credit investigators.
GSA/PPFM-7

System name:
    Credit Data on Individual Debtors.

System location:
    Records are located at the following GSA Central Office and 
regional addresses of the GSA Office of Finance: GSA Building, 1800 F 
Street, NW., Washington, DC 20405, 1500 East Bannister Road, Kansas 
City, MO 64131, Fritz G. Lanham Federal Building, 819 Taylor Street, 
Fort Worth, TX 76102.

Categories of individuals covered by the system:
    Individuals covered include employees, former employees, and other 
individuals who are indebted to GSA or any other agency or department 
of the United States; a State, territory or commonwealth of the United 
States, or

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the District of Columbia (hereinafter collectively referred to as 
``States''); or individuals that may become indebted to GSA or another 
agency or department of the United States as the result of a privately 
owned vehicle (POV) being involved in an accident with a GSA Fleet 
vehicle.

Categories of records in the system:
    The records may contain information from commercial and agency 
investigative reports showing debtors' assets, liabilities, income, and 
expenses; identifying information, such as names and taxpayer 
identification numbers (TINs) (i.e., Social Security Numbers or 
employer identification numbers); debtor contact information, such as 
work and home address, and work and home telephone numbers; and name of 
employer and employer address. The records for claims against 
nongovernmental individuals (i.e., claims arising from vehicle 
accidents) may contain information on privately owned vehicles (POVs), 
including, but not limited to: (a) The owner, year, make, model, tag 
number and State of the vehicle; and (b) the driver's or owner's 
insurance company information, including name, address, telephone 
number and policy number. Debts include unpaid taxes, loans, 
assessments, fines, fees, penalties, overpayments, advances, extensions 
of credit from sales of goods or services, third party claims, and 
other amounts of money or property owed to, or collected by, GSA, any 
other Federal entity or a State, including past due support that is 
being enforced by a State.
    The records also may contain information about: (a) The debt, such 
as the original amount of the debt, the debt account number, the date 
of debt origination, the amount of delinquency or default, date of 
delinquency or default, the basis for the debt, the amounts accrued for 
interest, penalties, and administrative costs; and the payments on the 
account; (b) actions taken to collect or resolve the debt, such as 
demand letters or invoices sent, documents or information required for 
referral of accounts to collection agencies, to other Federal entities, 
or for litigation, and notes taken regarding telephone or other 
communications related to the collection or resolution of the debt; and 
(c) the referring or collecting governmental entity that is collecting 
or is owed the debt, such as the name, telephone number, and address of 
the governmental entity contact.

Authorities for maintenance of the system:
    5 U.S.C. 5514, 31 U.S.C.3701 and 3702, 31 U.S.C. 3711 et seq., 31 
U.S.C. 6503, and 26 U.S.C. 6402.

Purpose:
    The purpose of the system is to assemble and maintain information 
on individuals who are indebted to GSA, other Federal entities, and 
States for the purpose of effecting enforced collections from the 
debtors, including past due support enforced by States. The information 
contained in the records is maintained for the purpose of taking action 
to facilitate collection and resolution of debts using various methods, 
including, but not limited to, requesting repayment of debt by 
telephone or in writing, pursuing offset, levy, administrative wage 
garnishment, centralized salary offset, referral to collection agencies 
or litigation, and using other collection or resolution methods 
authorized or required by law. The information is also maintained for 
the purpose of providing collection information about the debt to other 
Federal entities or States collecting the debt, providing statistical 
information on debt collection operations, and testing and developing 
enhancements to computer systems containing the records.

Routine uses of records maintained in the system, including categories 
of users and their purpose for using the system:
    In addition to the disclosures permitted under subsection (b) of 
the Privacy Act, 5 U.S.C. 552a(b), GSA may disclose information 
contained in this system of records without the consent of the subject 
individual if the disclosure is compatible with the purpose for which 
the record was collected under the following routine uses:
    a. In any legal proceeding, where pertinent, to which GSA is a 
party before a court or administrative body.
    b. To authorized officials engaged in investigating or settling a 
grievance, complaint, or appeal filed by an individual who is the 
subject of the record.
    c. 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.
    d. To any Federal agency where the debtor is employed or receiving 
some form of remuneration for the purpose of enabling that agency to 
collect a debt owed the Federal government on GSA's behalf. GSA may 
negotiate with the debtor for voluntary repayment or may initiate 
administrative or salary offset procedures or other authorized debt 
collection methods under the provisions of the Debt Collection Act of 
1982, 5 U.S.C. 5514, or the Debt Collection Improvement Act of 1996, 31 
U.S.C. 3701 et seq.
    e. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    f. To any Federal, State or local agency, U.S. Territory or 
commonwealth, or the District of Columbia, or their agents or 
contractors, including private collection agencies (consumer and 
commercial):
    (1) To facilitate the collection of debts through the use of any 
combination of various debt collection methods required or authorized 
by law, including, but not limited to: Requests for repayment by 
telephone or in writing; negotiation of voluntary repayment or 
compromise agreements; offsets of Federal payments, which may include 
the disclosure of information contained in the records for the purpose 
of providing the debtor with appropriate pre-offset notice and to 
otherwise comply with offset prerequisites, to facilitate voluntary 
repayment in lieu of offset, and to otherwise effectuate the offset 
process; referral of debts to private collection agencies, to Treasury-
designated debt collection centers, or for litigation; obtaining 
administrative and court-ordered wage garnishment; conducting debt 
sales; publishing names and identities of delinquent debtors in the 
media or other appropriate places; creating a Centralized Salary Offset 
program; and pursuing any other debt collection method authorized by 
law.
    (2) To conduct computerized comparisons to locate Federal payments 
to be made to debtors.
    (3) To conduct authorized computer matching programs in compliance 
with the Privacy Act of 1974, as amended, 5 U.S.C. 552a, to identify 
and locate individuals receiving Federal payments (including but not 
limited to salaries, wages and benefits), which may include the 
disclosure of information contained in the records for the purpose of 
requesting voluntary repayment or implementing Federal employee salary 
offset or other offset procedures.
    (4) To collect a debt owed to GSA, another Federal entity, or State 
through the offset of payments made by States, territories, 
commonwealths, or the District of Columbia.
    (5) To account for or report on the status of debts for which such 
entity has

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a financial or other legitimate need for the information in the 
performance of official duties.
    (6) To deny Federal financial assistance in the form of loans or 
loan guarantees to an individual who owes a delinquent debt to GSA or 
another Federal entity or who owes delinquent child support that has 
been referred to GSA for collection by administrative offset.
    (7) To develop, enhance, and/or test databases, matching 
communications, or other computerized systems that facilitate debt 
collection processes.
    (8) To provide assistance with any other appropriate debt 
collection purpose.
    g. To a Member of Congress or staff on behalf of and at the request 
of the individual who is the subject of the record.
    h. To any individual or entity:
    (1) To facilitate the collection of debts through the use of any 
combination of various debt collection methods required or authorized 
by law, including, but not limited to: Pursuing administrative or 
court-ordered wage garnishment; reporting information to commercial 
credit bureaus; conducting asset searches; publishing the names and 
identities of delinquent debtors in the media or other appropriate 
places; conducting debt sales; or initiating Centralized Salary 
Offsets.
    (2) To deny Federal financial assistance in the form of loans or 
loan guarantees to an individual who owes a delinquent debt to the 
United States or delinquent child support that has been referred to GSA 
for collection by administrative offset.
    (3) To pursue any other appropriate debt collection purpose, such 
as to credit reporting agencies or credit bureaus for the purpose of 
adding to a credit history file or obtaining a credit history file or 
comparable credit information for use in debt collection. As authorized 
by the Debt Collection Improvement Act of 1996, 31 U.S.C. 3701 et seq., 
GSA may report current (not delinquent) and delinquent consumer or 
commercial debts to these entities to aid the collection of debts, 
typically by providing an incentive to the person to repay the debt in 
a timely manner. GSA may report on delinquent debts to the Department 
of Housing and Urban Development's Credit Alert Interactive Voice 
Response System (CAIVRS).
    i. To the Internal Revenue Service and applicable State and local 
governments for tax reporting purposes. Under the provisions of the 
Debt Collection Improvement Act of 1996, 31 U.S.C. 3701 et seq., GSA is 
permitted to provide the Department of Treasury with Form 1099-C 
information on canceled or forgiven debts so that the Department of 
Treasury may file the form on GSA's behalf with the IRS. W-2 and 1099 
Forms contain information on items to be considered as income to an 
individual, including payments to persons not treated as employees 
(e.g., fees paid to consultants and experts) and amounts written-off as 
legally or administratively uncollectible in whole or in part.
    j. To banks enrolled in the Treasury Credit Card Network to collect 
a payment or debt when the individual has given his or her credit card 
number for this purpose.
    k. To the Department of Treasury or other Federal agency with whom 
GSA has entered into an agreement establishing the terms and conditions 
for debt collection cross servicing operations on behalf of GSA to 
satisfy, in whole or in part, debts owed to the United States. Cross 
servicing includes the possible use of all debt collections tools such 
as administrative offset, referral to debt collection contractors, and 
referral to the Department of Justice.
    I. To the Department of Treasury, government corporations, State or 
local agencies, or other Federal agencies to conduct computer matching 
programs for the purpose of identifying and locating individuals who 
are receiving Federal salaries or benefit payments and are delinquent 
in their repayment of debts owed to the United States under certain 
programs administered by the GSA in order to collect the debts under 
the provisions of the Debt Collection Act of 1982, as amended, 5 U.S.C. 
5514, or the Debt Collection Improvement Act of 1996, 31 U.S.C. 3701 et 
seq., by voluntary payment or administrative or salary offset 
procedures.
    m. To the National Archives and Records Administration (NARA) for 
records management purposes.
    n. To or from the Department of Treasury for the purpose of 
allowing the GSA National Payroll Center (NPC) to participate in the 
Centralized Salary Offset (CSO) program, or similar offset program. 
Agencies must notify the Department of Treasury of all delinquent debts 
over 180 days past due so that recovery may be made by centralized 
administrative offset. This includes debts that GSA seeks to recover 
from the pay account of an employee of another agency by salary offset, 
or by another agency seeking recovery from a GSA employee, including 
client agency employees, by salary offset.
    o. To or from another agency or department of the United States 
when a GSA Fleet vehicle has been involved in an accident with an 
individual or commercial POV. Disclosure to consumer reporting 
agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from 
this system to consumer reporting agencies as defined in the Fair 
Credit Reporting Act, 15 U.S.C. 1681a(f), or the Federal Claims 
Collection Act of 1966, as amended, 31 U.S.C. 3701(a)(3) and 3711(e).
    p. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in paper form in file folders stored in 
lockable filing cabinets and in electronic form in computers or on 
electronic media.

Retrievability:
    Credit data is maintained by debtor name and claim number and is 
cross-referenced with the Social Security Number (when available) to 
verify name and address.

Safeguards:
    When not in use by authorized personnel, records are stored in 
lockable filing cabinets. Electronic files are protected by the use of 
passwords.

Retention and disposal:
    The records are a part of the GAO site auditing collection files 
and are cut off at the end of the fiscal year, held 1 year, and then 
retired under Record Group 217 (GAO). Records created prior to July 2, 
1975, will be retained by GAO for 10 years and 3 months after the 
period of the account. Records created on or after July 2, 1975, will 
be retained by GAO for 6 years and 3 months after the period of the 
account.

System manager and address:
    Branch Chief (BCDR), Financial Initiatives Division, Office of 
Finance, Office of the Chief Financial Officer, General Services 
Administration, Room 3121, 1800 F Street, NW., Washington, DC 20405.

Notification procedure:
    Inquiries by individuals under the Privacy Act of 1974, as amended 
(5 U.S.C. 552a) regarding claims pertaining to themselves should be 
addressed to the system manager. All individuals making inquiries 
should provide as much descriptive information as possible to identify 
the particular record desired. The system manager will advise

[[Page 48757]]

as to whether GSA maintains the records requested by the individual.

Record access procedures:
    Requests from individuals for access to records should be addressed 
to the system manager and should include the individual's name and 
address.

Contesting records procedures:
     GSA rules for contesting the contents of the records and for 
appealing initial determinations are promulgated in 41 CFR 105.64.

Record source categories:
    Information in this system is obtained from individual debtors; 
credit bureaus; agency investigative reports; other GSA systems of 
records; Federal and State agencies to which debts are owed; Federal 
employing agencies and other entities that employ the individual; 
Federal and State agencies issuing payments; collection agencies; 
locator and asset search companies; Federal, State or local agencies 
furnishings identifying information and/or addresses of debtors; or 
from public documents.
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.
     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.
     Pacific Rim Region, 450 Golden Gate Avenue, San Francisco, 
CA 95102.
     NARA, 9700 Page Blvd., St. Louis, MO.
     NARA, 8601 Adelphi Road, College Park, MD 20740-6001.
     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 U.S., Washington, DC 20571.

Categories of individuals covered by the system:
    Current and former employees of the General Services 
Administration, 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 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 maintaining the system:
    5 U.S.C., part III, is the authority for maintaining personnel 
information. Authorities for recording Social Security Numbers are E.O. 
9397, 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 the 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. The system also provides management data for administrative 
and staff offices.

Routine uses of the records maintained in the system, including 
categories of users and the purposes of such uses:
    The information in the system is used by GSA associates 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 the Office of Personnel Management 
(OPM) for the Central Personnel Data File (CPDF) and the Enterprise 
Human Resources Integration (EHRI).
    b. 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 the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.

[[Page 48758]]

    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.
    k. To the National Archives and Records Administration (NARA) for 
records management purposes.

Policies and practices for storing, retrieving, reviewing, retaining, 
and disposing of 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 Employee 
ID.

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.

Retention and disposal:
    Records are disposed of by shredding or burning as scheduled in the 
handbook, GSA Records Maintenance and Disposition System (OAD P 
1820.2).

System manager and address:
    CHRIS Program Manager (CID), Office of the Chief Information 
Officer, Office of the Chief People Officer, 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, 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.

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.
GSA/PPFM-9

System name:
    Payroll Accounting and Reporting (PAR) System.

System location:
    The record system is located in the General Services Administration 
(GSA) Heartland Finance Center in Kansas City, Missouri; in 
commissions, committees and small agencies serviced by GSA; and in 
administrative offices throughout GSA. Data is stored in an Oracle 
database (ORA2) on the HFC1 server. The operational functionality of 
PAR is managed and utilized by the GSA Heartland Finance Center's 
National Payroll Center (NPC) in Kansas City.

Persons covered by the system:
    Those covered are present and former employees of GSA and of 
commissions, committees, and small agencies serviced by GSA; and 
persons in intern, youth employment, and work/study programs.

Type of record system:
    PAR provides complete functionality for an employee's entire 
service life from initial hire through final payment and submission of 
retirement records to the Office of Personnel Management (OPM). The 
system holds payroll records, and includes information received by 
operating officials as well as personnel and finance officials 
administering their program areas, including information regarding 
nonsupport of dependent children. The system also contains data needed 
to perform detailed accounting distributions, provide for tasks such as 
mailing checks and bonds, and preparing and mailing tax returns and 
reports. The record system may contain:
    a. Employee's name, Social Security Number, date of birth, sex, 
work schedule, and type of appointment.
    b. Service computation date for assigning leave, occupational 
series, position, grade, step, salary, award amounts, and accounting 
distribution.
    c. Time, attendance, and leave; Federal, State, and local tax; 
allotments; savings bonds; and other pay allowances and deductions.
    d. Tables of data for editing, reporting, and processing personnel 
and pay actions, which include nature-of-action code, organization 
table, and salary table.
    e. Information regarding court-ordered payments to support 
dependent children, including amounts in arrears.

Authority for maintaining the system:
    5 U.S.C. Part III, Subparts D and E, 26 U.S.C. Chapter 24 and 2501, 
and E.O. 9397.

Purpose:
    To maintain automated information system to support the day-to-day 
operating needs of the payroll program. The system can provide payroll 
statistics for all types of Government organizations, and allows many 
uses for each data element entered. The system has a number of outputs:
    For the payroll office, outputs include comprehensive payroll 
reports; accounting distribution of costs; leave data summary reports; 
each employee's statement of earnings, deductions, and leave every 
payday; State, city, and local unemployment compensation reports; 
Federal, State, and local tax reports; Forms W-2, Wage and Tax 
Statement; and reports of withholding and contributions.
    For the Office of Human Resources Services, outputs include data 
for reports of Federal civilian employment. The system also provides 
data to GSA staff and administrative offices to use for management 
purposes.

Routine uses of the record system, including types of users and their 
purpose in using the system:
    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 the agency 
becomes aware of a violation or potential violation of civil or 
criminal law or regulation.
    b. To disclose requested information to a court or other authorized 
agency regarding payment or nonpayment of court-ordered support for a 
dependent child.
    c. To disclose information to Congressional staff in response to a 
request from the person who is the subject of the record.
    d. To disclose information to an expert, consultant, or contractor 
of the agency for performing a Federal duty.
    e. To disclose information to a Federal, State, or local agency 
maintaining civil, criminal, enforcement, or other information to 
obtain information needed to make a decision on hiring or retaining an 
employee; issuing a security clearance; letting a contract; or issuing 
a license, grant, or other benefit.
    f. To disclose requested information to a Federal agency in 
connection with hiring or retaining an employee; issuing a security 
clearance; reporting an employee investigation; or clarifying a job.
    g. To disclose information to an appeal, grievance, or formal 
complaints examiner; equal employment opportunity investigator; 
arbitrator;

[[Page 48759]]

union official or other official engaged in investigating or settling a 
grievance, complaint, or appeal filed by an employee.
    h. To disclose information to the Office of Management and Budget 
for reviewing private relief legislation at any stage of the clearance 
process.
    i. To provide a copy of the Department of the Treasury Form W-2, 
Wage and Tax Statement, to the State, city, or other local jurisdiction 
that is authorized to tax the employee's compensation. The record is 
provided by a withholding agreement between the State, city, or other 
local jurisdiction and the Department of the Treasury under 5 U.S.C. 
5516, 5517, and 5520.
    j. To disclose information to the Office of Human Resources 
Services in reporting civilian employment.
    k. To disclose information to agency administrative offices who may 
restructure the data for management purposes.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records are kept in file folders, within locked power files; 
microfiches in cabinets; and computer records within a computer and 
attached equipment. All paper records are secured with the National 
Payroll Center (NPC), which is a secured area at the GSA NPC in Kansas 
City, Missouri.

Retrieval:
    Records are filed by name or Social Security Number at each 
location.

Safeguards:
    Records are stored in locked power files, within the NPC in Kansas 
City, when not in use by an authorized person. Electronic records are 
protected by a password system. The NPC is a secured access facility.

Disposal:
    The Heartland Finance Center disposes of the records by shredding 
or burning, as scheduled in the handbook GSA Records Maintenance and 
Disposition System (OAD P 1820.2).

System manager and address:
    Director, National Payroll Center, General Services Administration 
(6BCY), 1500 East Bannister Road, Kansas City, MO 64131.

Notification procedure:
    An individual inquiry should be addressed to the system manager.

Record review procedures:
    An individual request should be addressed to the 33 system manager. 
Furnish full name, Social Security Number, address, telephone number, 
approximate dates and places of employment, and nature of the request.

Procedure to contest a record:
    GSA rules for contesting the content of a record and appealing an 
initial decision are in 41 CFR part 105-64.

Record sources:
    The sources are the individuals themselves, other employees, 
supervisors, officials of other agencies, State governments, record 
systems GSA/ HRO-37, OPM/GOVT-1, EEOC/GOVT-1, and private firms.
GSA/PPFM-10

System Name:
    Purchase Card Program.

System location:
    System records are maintained by the Office of Finance, General 
Services Administration (GSA), at 1800 F Street, NW., Washington, DC 
20405, and by designated purchase card coordinators' offices in GSA 
regions. Contact the System Manager for additional information.

Persons covered by the system:
    The system includes employees of GSA, and of independent offices 
and commissions serviced by GSA, who qualify to use Federal Government 
charge cards for making authorized purchases for official business.

Type of record system:
    The system provides control over expenditure of funds through the 
use of Federal Government purchase cards. System records include:
    a. Personal information on charge card users, including names, home 
or business telephone numbers and addresses, Social Security Numbers, 
date of birth, employment information, and credit data in the form of 
credit scores (examples of credit scores are FICO, an acronym for Fair 
Isaac Corporation, a Beacon score, etc.) or commercial and agency 
investigative reports showing debtors' asset, liabilities, income, 
expenses, bankruptcy petitions, history of wage garnishments, 
repossessed property, tax liens, legal judgments on debts owed, and 
financial delinquencies; and
    b. Account processing and management information, including charge 
card transactions, contractor monthly reports showing charges to 
individual account numbers, account balances, and other data needed to 
authorize, account for, and pay authorized purchase card expenses.

Authority for maintaining the system:
    41 U.S.C. 252a, 252b, 427, 428; E.O. 12931, and Section 639 of the 
Consolidated Appropriations Act, 2005 (Pub. L. 108-447).

Purpose:
    To establish and maintain a system for operating, controlling, and 
managing the purchase card program involving commercial purchases by 
authorized Government employees.

Routine uses of the record system, including types of users and their 
purposes in using the system:
    System information may be accessed and used by authorized GSA 
employees or contractors to conduct official duties associated with the 
management and operation of the purchase card program. Information from 
this system also may be disclosed as a routine use:
    a. In any legal proceeding, where pertinent, to which GSA is a 
party before a court or administrative body.
    b. To authorized officials engaged in investigating or settling a 
grievance, complaint, or appeal filed by an individual who is the 
subject of the record.
    c. 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.
    d. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    e. To a Member of Congress or staff on behalf of and at the request 
of the individual who is the subject of the record.
    f. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant.
    g. To the National Archives and Records Administration (NARA) for 
records management purposes.
    h. To the GSA Office of Finance for debt collection purposes (see 
GSA/PPFM-7).

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Information may be collected on paper or electronically and may be 
stored on paper or on electronic media, as appropriate.

[[Page 48760]]

Retrieval:
     Records are retrievable by a personal identifier or by other 
appropriate type of designation approved by GSA.

Safeguards:
     System records are safeguarded in accordance with the requirements 
of the Privacy Act, the Computer Security Act, and OMB Circular A-130. 
Technical, administrative, and personnel security measures are 
implemented to ensure confidentiality and integrity of the system data 
stored, processed, and transmitted. Paper records are stored in secure 
cabinets or rooms. Electronic records are protected by passwords and 
other appropriate security measures.

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 1820.2A and cia P 
1820.1), and authorized GSA records schedules.

System manager and address:
    Director, Financial Initiative Division (BCD), Office of Finance, 
Office of the Chief Financial Officer, General Services Administration, 
1800 F Street, NW., Washington, DC 20405.

Notification procedure:
    A Privacy Act Statement on the purchase card data collection form 
notifies individuals of the purpose and uses of the information they 
provide. Employees may obtain information about whether they are a part 
of this system of records from the system manager at the above address.

Record review procedures:
    Requests from individuals for access to their records should be 
addressed to the system manager.

Procedure to contest a record:
    GSA rules for access to systems of records, contesting the contents 
of systems of records, and appealing initial determinations are 
published at 41 CFR part 105-64.

Record sources:
    Information is obtained from individuals submitting charge card 
applications, monthly contractor reports, purchase records, managers, 
other agencies, non-Federal sources such as private firms, and other 
agency systems containing information pertaining to the purchase card 
program.
GSA/OEA-1

System name:
    Records of Defunct Agencies.

Location:
    The system of records is located in the GSA regional office 
building, 7th & D Streets, SW., Washington, DC 20407, and at the GSA 
National Payroll Center, 6BCY, 1500 E. Bannister Road, Kansas City, MO 
64131-3088.

Categories of individuals covered by the system:
     Employees of defunct agencies, including but not limited to, 
presidential commissions, committees, small agencies, and boards, whose 
records the GSA services under a reimbursable agreement.

Categories of records in the system:
     Payroll and financial records, including but not limited to, time 
and attendance cards, payment vouchers, employee health benefit 
records, requests for deductions, tax forms, including W-2 forms, 
overtime requests, leave data, retirement records, and vendor register 
and payment tapes.

Authority for maintaining the system:
    5 U.S.C. Part III, Subparts D and E, 26 U.S.C. Chapter 24 and 3501, 
E.O. 9397, and 31 U.S.C. 1531.

Purpose:
    To notify the public of the routine use and storage of payroll, 
personnel and financial records stored by GSA for defunct agencies that 
are sensitive in nature.

Routine uses of the records in the system, including types of users and 
the purposes of the uses:
    The GSA uses the records for concluding the administrative 
operations of the defunct agency. Routine uses include providing a copy 
of an employee's Department of the Treasury Form W-2, and Wage and Tax 
Statement, to the State, city, or other local jurisdiction that has 
authority to tax the employee's pay. The agency also provides a record 
under a withholding agreement between a State, city, or other 
jurisdiction and the Department of the Treasury under 5 U.S.C. 5516, 
5517, and 5520, or in response to the written request of an authorized 
official of the taxing jurisdiction to the Director, GSA National 
Payroll Center (6BCY), 1500 East Bannister Road, Kansas City, MO 64131-
3088. The request must include a copy of the statute or ordinance 
showing the authority of the jurisdiction to tax the employee based on 
place of residence, place of employment, or both.
    Under a withholding agreement between a city and the Department of 
the Treasury (5 U.S.C. 5520), the GSA furnishes copies of executed city 
tax withholding certificates to the city in response to a written 
request from the proper city official to the GSA official named in the 
paragraph above.
    Records are also released to the Government Accountability Office 
for audits and to the Internal Revenue Service for use in 
investigations. Additional routine uses are:
    a. To disclose a record to the appropriate Federal, State, or local 
agency responsible for investigating, prosecuting, enforcing, or 
implementing a statute, rule, or regulation, or order, where the GSA 
becomes aware of an indication of a violation, or potential violation 
of a civil or criminal law or regulation.
    b. In any legal proceeding, where pertinent, to which GSA is a 
party before a court or administrative body.
    c. To authorized officials engaged in investigating or settling a 
grievance, complaint, or appeal filed by an individual who is the 
subject of the record.
    d. 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.
    e. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMS), or the Government Accountability Office 
(GAO) when the information is required for program evaluation purposes.
    f. To an expert, consultant, or contractor of GSA in the 
performance of a Federal duty to which the information is relevant and 
a physician to conduct a fitness-for-duty examination of a GSA officer 
or employee.
    g. To disclose a record to the OPM concerning pay, benefits, 
retirement deductions, and other information needed under that agency's 
responsibility to evaluate Federal personnel management.
    h. To the National Archives and Records Administration (NARA) for 
records management purposes.
    To the extent that official personnel records in the GSA's custody 
are covered 40 within systems of records published by the OPM as 
Government-wide records, the records are considered part of the 
Government-wide system. Other personnel records covered by notices 
published by the GSA and considered to be separate systems of records 
may be transferred to the OPM

[[Page 48761]]

under personnel programs as a routine use.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records are in file folders and card files. Microfiche 
records on microfiche sheets are stored in cabinets. CD-ROMs and floppy 
disks are stored in file cabinets.

Retrievability:
    Payroll records are retrievable by social security number and other 
records by name.

Safeguards:
    When not in use by an authorized person, the records are stored in 
locked metal containers or in secured rooms.

Retention and disposal:
    The Division Director of the Agency Liaison Division disposes of 
the records as scheduled in the handbook, GSA Records Maintenance and 
Disposition System (OAD P 1820.2).

System manager and address:
    The system managers are the Director, Agency Liaison Division (WB-
E), General Services Administration, 7th & D Streets, SW., Washington, 
DC 20407 and the GSA National Payroll Center, 6BCY, 1500 E. Bannister 
Road, Kansas City, MO 64131-3088.

Notification procedure:
    Requests to review or receive a copy of a record should be sent to 
the system manager named above.

Record access procedure:
    See 41 CFR part 105-64, published in the Federal Register, for the 
procedures. Address your written request to review or copy records to 
the system manager, with the words ``Privacy Act Request'' written on 
the letter and on the envelope.

Contesting record procedure:
    See 41 CFR part 105-64.

Record sources:
    When it shuts down, the agency that the GSA services, publishes a 
notice in the Federal Register transferring administrative 
responsibility for the records to the GSA.
GSA/REGADM-4

System name:
    Official Correspondence Files.

System location:
    The system is located in the offices of the Regional Administrators 
listed below.
    New England Region (R1), Office of the Regional Administrator (1A), 
Room 1008, 10 Causeway Street, Boston, MA 02222.
    Southeast Sunbelt Region (R4), Office of the Regional Administrator 
(4A), 77 Forsyth Street, Atlanta, GA 30303.
    The Heartland Region (R6), Office of the Regional Administrator 
(6A), 1500 East Bannister Road, Kansas City, MO 64131.
    Greater Southwest Region (R7), Office of the Regional Administrator 
(7A), 819 Taylor Street, Fort Worth, TX 76102.
    Rocky Mountain Region (R8), Office of the Regional Administrator 
(8A), Building 41, Denver Federal Center, Denver CO 80225-0006.
    Pacific Rim Region (R9), Office of the Regional Administrator (9A), 
450 Golden 42 Gate Avenue, San Francisco, CA 94102-3400.
    Northwest/Arctic Region (R10), Office of the Regional Administrator 
(10A), 400 15th Street SW., Auburn, WA 98001.

Individuals covered by the system:
    The individuals are those who correspond with the Regional 
Administrators regarding savings bond campaigns, employees receiving 
letters of appreciation or commendation, Members of Congress, mayors 
and their staffs, and other persons.

Types of records in the system:
    The records are incoming letters, background material, and outgoing 
letters to the persons named in the system. The system serves as a 
record and reference source of correspondence in the offices of the 
Regional Administrators.

Authority for maintenance of the system:
    The authority for maintaining the system comes from Title 5, 
U.S.C., section 301.

Routine uses of the records in the system, including the types of users 
and their purposes in using the system:
    a. In any legal proceeding, where pertinent, to which GSA is a 
party before a court or administrative body.
    b. To authorized officials engaged in investigating or settling a 
grievance, complaint, or appeal filed by an individual who is the 
subject of the record.
    c. 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.
    d. To the U.S. Department