Privacy Act of 1974; Privacy Act System of Records, 64115-64122 [2011-26735]

Agencies

• National Aeronautics and Space Administration

[Federal Register Volume 76, Number 200 (Monday, October 17, 2011)]
[Notices]
[Pages 64115-64122]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-26735]


-----------------------------------------------------------------------

NATIONAL AERONAUTICS AND SPACE ADMINISTRATION

[Notice (11-094)]


Privacy Act of 1974; Privacy Act System of Records

AGENCY: National Aeronautics and Space Administration (NASA).

ACTION: Notice of proposed revisions to an existing Privacy Act system 
of records.

-----------------------------------------------------------------------

SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 (5 
U.S.C. 552a), the National Aeronautics and Space Administration is 
issuing public notice of its proposal to modify its previously noticed 
system of records. This notice publishes updates of those systems of 
records as set forth below under the caption SUPPLEMENTARY INFORMATION.

DATES: Submit comments within 30 calendar days from the date of this 
publication.

ADDRESSES: Patti F. Stockman, Privacy Act Officer, Office of the Chief 
Information Officer, National Aeronautics and Space Administration 
Headquarters, Washington, DC 20546-0001, (202) 358-4787, NASA-PAOfficer@nasa.gov.

FOR FURTHER INFORMATION CONTACT: NASA Privacy Act Officer, Patti F. 
Stockman, (202) 358-4787, NASA-PAOfficer@nasa.gov.

SUPPLEMENTARY INFORMATION: Minor modifications of the NASA systems of 
records include: Addition of locations, system and subsystem managers 
updates; clarification of categories records, their sources, and 
individuals on whom records are maintained; how the records are 
maintained and retrieved; and update of system and subsystem managers' 
titles. Changes for specific NASA systems of records are set forth 
below:

Equal Opportunity (EO) Records/NASA 10EEOR: Update authorities for 
maintenance of the system, as well as the system locations, and 
practices for storing, retrieving, and safeguarding information.
Human Experimental and Research Data Records/NASA 10HERD and Health 
Information Management System/NASA 10HIMS: Updated to clarify specific 
NASA standard routine uses.
NASA Aeronautics Scholarship Program/NASA 10NASP: Updated to reflect 
inclusion of all NASA standard routine uses.
NASA Personnel and Payroll Systems/NASA 10NPPS: Clarify records 
retrievability and add system and sub-system managers.
Special Personnel Records/NASA 10SPER: Updated to correct title of 
system manager.
Exchange Records on Individuals/NASA 10XROI: Updated to add locations 
and corresponding subsystem managers.
Standards of Conduct Counseling Case Files/NASA 10SCCF: Updated to 
reflect current storage and safeguards, and to clarify system and sub-
system managers.
Johnson Space Center Exchange Activities Records/JSC 72XORP: Delete a 
category of records and corresponding information about their source 
and retrievability.

    Submitted by:
Linda Y. Cureton,
Acting NASA Chief Information Officer.
NASA 10EEOR

SYSTEM NAME:
    Equal Opportunity (EO) Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Locations 1-9, 11, 18 and 19, as set forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on current and former employees 
and applicants for employment who have entered the informal counseling 
process, who have filed formal complaints, and who have requested 
reasonable accommodations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Equal Employment Opportunity (EEO) informal counseling and formal 
complaint records; records of requests for reasonable accommodation.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    29 U.S.C. 791 et seq.; 42 U.S.C. 2473; 42 U.S.C. 2000ff et seq.; 42 
U.S.C. 12101 et seq.; 44 U.S.C. 3101; Exec. Order No. 11478, 3 CFR part 
803 (1966-1977); 29 CFR part 1614; 29 CFR part 1635; 5 CFR parts 1200-
1202.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Any disclosures of information will be compatible with the purpose 
for which the Agency collected the information. The following are 
routine

[[Page 64116]]

uses: (1) Disclosures to the Equal Employment Opportunity Commission 
(EEOC) and the Merit Systems Protection Board (MSPB) to facilitate 
their processing of discrimination complaints, including 
investigations, hearings, and reviews on appeals; (2) responses to 
other Federal agencies and other organizations having legal and 
administrative responsibilities related to the NASA Office of Diversity 
and Equal Opportunity and to individuals in the record; (3) disclosures 
may be made to a Congressional office from the record of an individual 
in response to a written inquiry from the Congressional office made on 
behalf of the individual; and (4) disclosures to first aid and safety 
personnel, when appropriate, if the disability might require emergency 
treatment; (5) disclosures to Federal Government officials charged with 
the responsibility of investigating NASA's compliance with The 
Rehabilitation Act of 1973, as amended, or the Genetic Information 
Nondiscrimination Act of 2008 (GINA); (6) disclosures to those outside 
the Agency who have expertise in determining issues of disability 
discrimination, the appropriateness of any reasonable accommodation, or 
compliance with GINA. To the greatest extent possible, personally-
identifiable information will be deleted; and (7) NASA standard routine 
uses as set forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained as hard-copy and electronic 
documents, and as data within Agency-wide web-based tracking systems.

RETRIEVABILITY:
    Hard copy records are retrieved by the complainant's name. 
Electronic records are accessed by name, case number, nature of the 
complaint, NASA Center from which complaint originated, or stage of the 
complaint in the process.

SAFEGUARDS:
    Hard copy records are locked in file cabinets or in secured rooms 
with access limited to those whose official duties require access. 
Electronic data are maintained within locked areas either on disks or 
in electronic repositories behind approved firewalls with password 
protected access limited to those whose official duties require access. 
Electronic messages sent within and outside of the Agency are encrypted 
and transmitted by staff via pre-approved electronic encryption systems 
as required by NASA policy.

RETENTION AND DISPOSAL:
    Records are maintained in Agency files and can be destroyed in 
accordance with NPR 1441.1 NASA Records Retention Schedules, Schedule 3 
Item 2.5/E.

SYSTEM MANAGER(S) AND ADDRESS:
    Associate Administrator for Diversity and Equal Opportunity, 
Location 1. Subsystem Managers: Center Equal Opportunity (EO) 
Directors/Officers, at locations 1-9, 11, 18 and 19, as set forth in 
Appendix A.

NOTIFICATION PROCEDURE:
    Information may be obtained from the cognizant system or subsystem 
managers listed above.

RECORD ACCESS PROCEDURES:
    Requests from individuals should be addressed to the same address 
as stated in the Notification section above.

CONTESTING RECORD PROCEDURES:
    The NASA regulations for access to records and for contesting 
contents and appealing initial determinations by the individual 
concerned appear at 14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    Individuals themselves; Associate Administrator for Diversity and 
Equal Opportunity, and all designees, including NASA Center EO 
Directors; Center complaints managers/coordinators; EEO counselors, 
specialists, and investigators; EEOC officials and MSPB officials.
NASA 10HERD

SYSTEM NAME:
    Human Experimental and Research Data Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Locations 1, 2, 5, 6, and 9, as stated in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The information in this system of records is obtained from 
individuals who have been involved in space flight, aeronautical 
research flight, and/or participated in NASA tests or experimental or 
research programs; civil service employees, military, employees of 
other government agencies, contractor employees, students, human 
subjects (volunteer or paid), and other volunteers on whom information 
is collected as part of an experiment or study.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system of records contains data obtained in the course of an 
experiment, test, or research medical data from in-flight records, 
other information collected in connection with an experiment, test, or 
research.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2475 and 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Any disclosures of information will be compatible with the purpose 
for which the Agency collected the information. Records and information 
in this system may be disclosed: (1) To other individuals or 
organizations, including Federal, State, or local agencies, and 
nonprofit, educational, or private entities, who are participating in 
NASA programs or are otherwise furthering the understanding or 
application of biological, physiological, and behavioral phenomena as 
reflected in the data contained in this system of records; (2) To 
external biomedical professionals and independent entities to support 
internal and external reviews for purposes of research quality 
assurance; (3) To agency contractors or other Federal agencies, as 
necessary for the purpose of assisting NASA in the efficient 
administration of its programs; (4) To a Congressional office in 
response to an inquiry from that office made at the request of the 
subject of the record; and; and (5) In accordance with standard routine 
uses 1-7 as set forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, AND 
DISPOSITIONING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are stored as paper documents, electronic 
media, micrographic media, photographs, or motion pictures film, and 
various medical recordings such as electrocardiograph tapes, 
stripcharts, and x-rays.

RETRIEVABILITY:
    Records are retrieved by the individual's name, experiment or test; 
arbitrary experimental subject number; flight designation; or 
crewmember designation on a particular space or aeronautical flight.

SAFEGUARDS:
    Access is limited to Government personnel requiring access in the 
discharge of their duties and to appropriate support contractor 
employees or other individuals on a need-to-know basis. Computerized

[[Page 64117]]

records are identified by code number and records are maintained in 
locked rooms or files. Records are protected in accordance with the 
requirements and procedures, which appear in the NASA regulations, set 
forth in 14 CFR 1212.605.

RETENTION AND DISPOSAL:
    Records are maintained in Agency files for varying periods of time 
depending on the need for use of the records and destroyed when no 
longer needed in accordance with NASA Records Retention Schedules, 
Schedule 7 Item 16.

SYSTEM MANAGER(S) AND ADDRESS(ES)
    Chief Health and Medical Officer, Location 1.
    Subsystem Managers: Director Life Sciences Directorate, Chief Space 
Medicine Division, and Program Scientist Human Research Program, all at 
Location 5; Institutional Review Board (IRB) Chairs at appropriate NASA 
Field Centers at Locations set forth in Appendix A.

NOTIFICATION PROCEDURE:
    Information may be obtained by contacting the cognizant system or 
subsystem manager listed above. Requests must contain the identifying 
data concerning the requester, e.g., first, middle and last name; date 
of birth; and Social Security Number.

RECORD ACCESS PROCEDURES:
    Requests from individuals should be addressed to the same address 
as stated above.

CONTESTING RECORD PROCEDURES:
    The NASA regulations for access to records and for contesting and 
appealing initial determinations by the individual concerned appear at 
14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    Information in this system is obtained from experimental test 
subjects, physicians and other health care providers, principal 
investigators and other researchers, and previous experimental test or 
research records.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None
NASA 10HIMS

SYSTEM NAME:
    Health Information Management System.

SECURITY CLASSIFICATION:
    None

SYSTEM LOCATION:
    Medical Clinics/Units and Environmental Health Offices at Locations 
1 through 15, and 19 inclusive as set forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on NASA civil service employees 
and applicants; other Agency civil service and military employees 
working at NASA; astronauts and their families; International Space 
Partners astronauts, their families, or other space flight personnel on 
temporary or extended duty at NASA; onsite contractor personnel who 
receive job-related examinations under the NASA Occupational Health 
Program, have work-related mishaps or accidents, or come to clinic for 
emergency or first-aid treatment; visitors to NASA Centers who come to 
the clinic for emergency or first-aid treatment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains general medical records of medical care, first 
aid, emergency treatment, examinations (e.g., surveillance, hazardous 
workplace, certification, flight, special purpose and health 
maintenance), exposures (e.g., hazardous materials and ionizing 
radiation), and consultations by non-NASA physicians.
    Information resulting from physical examinations, laboratory and 
other tests, and medical history forms; treatment records; screening 
examination results; immunization records; administration of 
medications prescribed by private/personal or NASA flight surgeon 
physicians; consultation records; and hazardous exposure and other 
health hazard/abatement data.
    Medical records, behavioral health records, and physical 
examination records of Astronauts and their families.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2473; 44 U.S.C. 3101; Public Law 92-255.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES
    Any disclosures of information will be compatible with the purpose 
for which the Agency collected the information. The records and 
information in this system may be disclosed: (1) To external medical 
professionals and independent entities to support internal and external 
reviews for purposes of medical quality assurance; (2) To private or 
other government health care providers for consultation or referral; 
(3) To the Office of Personnel Management, Occupational Safety and 
Health Administration, and other Federal or State agencies as required 
in accordance with the Federal agency's special program 
responsibilities; (4) To insurers for reimbursement; (5) To employers 
of non-NASA personnel in support of the Mission Critical Space Systems 
Personnel Reliability Program; (6) pursuant to NASA Space Act 
agreements to international partners for mission support and continuity 
of care for their employees; (7) To non-NASA personnel performing 
research, studies, or other activities through arrangements or 
agreements with NASA and for mutual benefit; (8) To the public of pre-
space flight information having mission impact concerning an individual 
crewmember, limited to the crewmember's name and the fact that a 
medical condition exists; (9) To public, limited to the crewmember's 
name and the fact that a medical condition exists, if a flight 
crewmember is, for medical reasons, unable to perform a scheduled 
public event during the time period following Space Shuttle landing and 
concluding with completion of the post space flight return to duty 
medical evaluation; (10) To the public of medical conditions arising 
from accidents, consistent with NASA regulations; (11) To agency 
contractors or other Federal agencies, as necessary for the purpose of 
assisting NASA in the efficient administration of its programs; (12) To 
a Congressional office in response to an inquiry from that office made 
at the request of the subject of the record; and (13) In accordance 
with standard routine uses 1-7 as set forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, AND 
DISPOSITIONING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in multiple formats including paper, digital, 
micrographic, photographic, and as medical recordings such as 
electrocardiograph tapes, x-rays and strip charts.

RETRIEVABILITY:
    Records are retrieved from the system by the individual's name, 
date of birth, and/or Social Security or other assigned Number.

SAFEGUARDS:
    Access limited to NASA health care providers and occupational 
health personnel on a need-to-know basis. Computerized records are 
protected via limited user accounts with secure user authentication and 
non-electronic records are maintained in locked rooms or files. Records 
are protected in

[[Page 64118]]

accordance with the requirements and procedures, which appear in the 
NASA regulations at 14 CFR 1212.605.

RETENTION AND DISPOSAL:
    Records are maintained in Agency files and destroyed by series in 
accordance with NASA Records Retention Schedule 1, Item 126, and NASA 
Records Retention Schedule 8, Item 57.

SYSTEM MANAGER(S) AND ADDRESS(ES):
    Chief Health and Medical Officer at Location 1.
    Subsystem Managers: Director Occupational Health at Location 1; 
Chief, Space Medicine Division at Location 5; Occupational Health 
Contracting Officers Technical Representatives at Locations 2-4, 6-15, 
and 19. Locations are as set forth in Appendix A.

NOTIFICATION PROCEDURE:
    Information may be obtained by contacting the cognizant system or 
subsystem manager listed above. Requests must contain the identifying 
data concerning the requester, e.g., first, middle and last name; date 
of birth; and Social Security Number.

RECORD ACCESS PROCEDURES:
    Individual written requests for information shall be addressed to 
the System Manager at Location 1 or the subsystem manager at the 
appropriate NASA Center.

CONTESTING RECORD PROCEDURES:
    The NASA regulations for access to records and for contesting 
contents and appealing initial determinations by the individual 
concerned appear in 14 CFR part 1212.

RECORD SOURCE PROCEDURES:
    The information in this system of records is obtained from 
individuals, physicians, and previous medical records of individuals.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None
NASA 10NASP

SYSTEM NAME:
    NASA Aeronautics Scholarship Program.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    The American Society for Engineering Education (ASEE) 1818 N. 
Street, NW., Suite 600, Washington, DC 20036 and location 1 as set 
forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Non-NASA individuals, typically college students, applying for or 
selected for the Aeronautics Scholarship Program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in the system include identifying information about 
scholarship applicants and recipients, including name, social security 
number, bank account and routing number information, bank address, date 
of birth, citizenship, mailing address, e-mail address, telephone, 
academic records, and Graduate Record Examination (GRE) scores, 
research proposal, and personal references.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    NASA Aeronautics Scholarships (for graduate level scholarship), 42 
U.S.C. 16741, Public Law 109-155, title IV, 431, Dec. 30, 2005, 119 
Stat. 2927; National Aeronautics and Space Act of 1958, as amended, 42 
U.S.C. 2473; Federal Records Act of 1950, as amended, 44 U.S.C. 3101; 5 
U.S.C. 4101 et seq.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    1. Records from this system may be disclosed to authorized 
contractors who are responsible for administration of the scholarship 
program, including facilitation of the award selection process, 
issuance of award payments, maintenance of records, and other functions 
supporting the operation of the program.
    2. Records from this system in the form of scholarship recipients' 
names and college affiliations will be made available to the public via 
the Internet to publicize the winners of NASA scholarship awards.
    3. NASA standard routine uses set forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Stored on a secure server as electronic records. Printed reports 
from the system are maintained in locked rooms or file cabinets.

RETRIEVABILITY:
    By the individual's name, identification number, social security 
number bank routing number, zip code, institution, state or grade 
level.

SAFEGUARDS:
    Access is limited to ASEE authorized personnel only on a need-to-
know basis. Computerized records are protected via limited user 
accounts with secure user authentication and non-electronic records are 
maintained in locked rooms or files. Functional user roles are 
established and access is limited based upon these roles. An IT 
Security analysis of the system was conducted as required by FIPS 199 
and applicable security controls implemented in accordance with Federal 
Information Processing Standard (FIPS) 853.

RETENTION AND DISPOSAL:
    Records are retained and dispositioned in accordance with the 
guidelines defined in NASA Procedural Requirements (NPR) 1441.1 and 
NASA Records Retention Schedules, Schedule 1, item 32.

SYSTEM MANAGER AND ADDRESS:
    System Manager, Aeronautics Scholarship Program, Aeronautics 
Research Mission Directorate, Appendix A, Location 1.

NOTIFICATION PROCEDURE:
    Individuals interested in inquiring about their records should 
notify the System Manager at the address given above.

RECORD ACCESS PROCEDURES:
    Individuals interested in inquiring about their records should 
notify the System Manager at the address given above.

CONTESTING RECORD PROCEDURES:
    The NASA regulations for access to records and for contesting 
contents and appealing initial determinations by the individual 
concerned appears in 14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    The information is obtained directly from the individual program 
applicants.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NASA 10NPPS

SYSTEM NAME:
    NASA Personnel and Payroll Systems.

SYSTEM LOCATION:
    Locations 1 through 9 inclusive and Locations 11 and 18, as set 
forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on present and former NASA 
employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The data contained in this system of records includes payroll, 
employee

[[Page 64119]]

leave, insurance, labor and human resource distribution and overtime 
information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2473; 44 U.S.C. 3101; 5 U.S.C. 5501 et seq.; 5 U.S.C. 
6301 et seq.; General Accounting Office's General Policies/Procedures 
and Communications Manual, Chapter 7; Treasury Fiscal Requirements 
Manual, Part III; and NASA Financial Management Manual, Sections 9300 
and 9600.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The following are routine uses: (1) To furnish to a third party a 
verification of an employee's status upon written request of the 
employee; (2) to facilitate the verification of employee contributions 
and insurance data with carriers and collection agents; (3) to report 
to the Office of Personnel Management (a) withholdings of premiums for 
life insurance, health benefits, and retirements, and (b) separated 
employees subject to retirement; (4) to furnish the U.S. Treasury 
magnetic tape reports and/or electronic files on net pay, net savings 
allotments and bond transmittal pertaining to each employee; (5) to 
provide the Internal Revenue Service with details of wages taxable 
under the Federal Insurance Contributions Act and to furnish a magnetic 
tape listing on Federal tax withholdings; (6) to furnish various 
financial institutions itemized listings of employee's pay and savings 
allotments transmitted to the institutions in accordance with employee 
requests; (7) to provide various Federal, State, and local taxing 
authorities itemized listings of withholdings for individual income 
taxes; (8) to respond to requests for State employment security 
agencies and the U.S. Department of Labor for employment, wage, and 
separation data on former employees for the purpose of determining 
eligibility for unemployment compensation; (9) to report to various 
Combined Federal Campaign offices total contributions withheld from 
employee wages; (10) to furnish leave balances and activity to the 
Office of Personnel Management upon request; (11) to furnish data to 
labor organizations in accordance with negotiated agreements; (12) to 
furnish pay data to the Department of State for certain NASA employees 
located outside the United States; (13) to furnish data to a consumer 
reporting agency or bureau, private collection contractor or debt 
collection center in accordance with section 3711 of Title 31 of the 
United States Code; (14) to forward delinquent debts, and all relevant 
information related thereto, to the U.S. Department of Treasury, for 
collection; (15) to the Office of Child Support Enforcement, 
Administration for Children and Families, Department of Health and 
Human Services, National Directory of New Hires, part of the Federal 
Parent Locator Service (FPLS) and the Federal Tax Offset System, DHHS/
OCSE No. 09-90-0074, for the purpose of locating individuals to 
establish paternity, establishing and modifying orders of child 
support, identifying sources of income, and for other child support 
enforcement actions as required by the Personal Responsibility and Work 
Opportunity Reconciliation act (Pub. L. 104-193); and (16) NASA 
standard routine uses as set forth in Appendix B.
    Disclosure to consumer reporting agencies:
    Disclosure pursuant to 5 U.S.C. 552a(b): Disclosures 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 ``private collection 
contractor'' under the Federal Claims Collection Act of 1966, as 
amended by the Debt Collection Improvement Act of 1996 (31 U.S.C. 3701, 
et seq.).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained as hard-copy documents and on 
electronic media.

RETRIEVABILITY:
    Records are retrieved from the system by the individual's name, 
individual's unique personal identification code and/or Social Security 
Number.

SAFEGUARDS:
    Records are protected in accordance with the requirements and 
procedures which appear in the NASA regulations at 14 CFR 1212.605, 
utilizing locked file cabinets and/or secured rooms.

RETENTION AND DISPOSAL:
    Records are maintained in Agency files and transferred to the 
National Personnel Records Center (NPRC) within 3 years of creation in 
accordance with NASA Records Retention Schedules, Schedule 3 Item 47. 
Records transferred to NPRC will be destroyed when 10 years old by 
NPRC.

SYSTEM MANAGERS AND ADDRESSES:
    Director, Financial Management Division, Office of the Chief 
Financial Officer, and Assistant Administrator for Human Capital 
Management, Office of Human Capital Management, Location 1.
    Subsystem Managers: Chief Financial Officers and Human Capital 
Officers, Locations 2 through 9, and 11, Director, Financial Management 
Division, and Director, Human Resources Division, Location 18. 
Locations are as set forth in Appendix A.

NOTIFICATION PROCEDURE:
    Information may be obtained from the cognizant system or subsystem 
manager listed above.

RECORD ACCESS PROCEDURE:
    Requests from individuals should be addressed to the same address 
as identified in the Notification section above.

CONTESTING RECORD PROCEDURES:
    The NASA regulations for access to records and for contesting 
contents and appealing initial determinations by the individual 
concerned appear at 14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    Individual on whom the record is maintained, personnel office(s), 
and the individual's supervisor.
NASA 10XROI

SYSTEM NAME:
    Exchange Records on Individuals.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Locations 1-9, 11, 12, 18, and 19, as set forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on present and former employees 
of, and applicants for employment, with NASA Exchanges, Recreational 
Associations, and Employees' Clubs at NASA Centers and members of or 
participants in NASA Exchange activities, clubs and/or recreational 
associations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Exchange employees' personnel and payroll records, including injury 
claims, unemployment claims, biographical data, performance 
evaluations, annual and sick leave records, membership and 
participation records on Exchange-sponsored activities, clubs and/or 
recreational associations, and all other employee records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2473 and 44 U.S.C. 3101.

[[Page 64120]]

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    Any disclosures of information will be compatible with the purpose 
for which the Agency collected the information. The following are 
routine uses: (1) To furnish a third party a verification of an 
employee's status upon written request of the employee; (2) to 
facilitate the verification of employee contributions for insurance 
data with carriers and collection agents; (3) to provide various 
Federal, State, and local taxing authorities itemized listing of 
withholdings for individual income taxes; (4) to respond to State 
employment compensation requests for wage and separation data on former 
employees; (5) to report previous job injuries to worker's compensation 
organizations; (6) for person to notify in an emergency; (7) to report 
unemployment records to appropriate State and local authorities; (8) 
when requested, provide other employers with work records; and (9) NASA 
standard routine uses as set forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained as hard-copy documents and on 
electronic media.

RETRIEVABILITY:
    Records are retrieved from the system by the individual's name.

SAFEGUARDS:
    Records are protected in accordance with the requirements and 
procedures that appear in the NASA regulations at 14 CFR 1212.605, 
utilizing locked file cabinets and/or secured rooms.

RETENTION AND DISPOSAL:
    Records are maintained in Agency files and destroyed when 5 years 
old in accordance with NASA Records Retention Schedules, Schedule 9 
Item 6/D.

SYSTEM MANAGERS AND ADDRESSES:
    Contractor Industrial Relations Officer, Location 1.
    Subsystem Managers: Exchange Store Operations Manager, Location 1; 
Exchange Council Chair, Location 2, Exchange Operations Manager, 
Locations 3-5; Chairperson, Exchange Council, Location 6 and 7; 
Treasurer, NASA Exchange, Location 8; Exchange Operations Manager, 
Locations 9, 12, and 19; President, NASA Exchange, Location 11; and 
NSSC Exchange Counsel, Location 18. Locations are as set forth in 
Appendix A.

NOTIFICATION PROCEDURE:
    Individuals may obtain information from the cognizant Subsystem 
Managers listed above.

RECORD ACCESS PROCEDURES:
    Requests from individuals should be directed to the same address as 
stated in the Notification section above.

CONTESTING RECORD PROCEDURES:
    The NASA rules for access to records and for contesting contents 
and appealing initial determinations by the individual concerned appear 
in the NASA rules at 14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    Individual on whom the record is maintained and the individual's 
supervisor.
NASA 10SCCF

SYSTEM NAME:
    Standards of Conduct Counseling Case Files.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Location 1 through 11 inclusive, and Location 18, as set forth in 
Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on current, former, and 
prospective NASA employees who have sought advice or have been 
counseled regarding conflict of interest rules for Government 
employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Depending upon the nature of the problem, information collected may 
include employment history, financial data, and information concerning 
family members.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2473; 44 U.S.C. 3101; 18 U.S.C. 201, 203, 205, 207-209; 5 
U.S.C. 7324-7327; 5 U.S.C. Appendix; 14 CFR part 1207; 5 CFR parts 
2634-2641; 5 CFR part 6901; and Executive Order 12674, as modified by 
Executive Order 12731.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The following are routine uses: (1) Office of Personnel Management, 
Office of Government Ethics, and Merit Systems Protection Board for 
investigation of possible violations of standards of conduct which the 
agencies directly oversee; and (2) NASA standard routine uses as set 
forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in paper form in loose-leaf 
binders or file folders, and in electronic media, including NASA's 
Ethics Program Tracking System (EPTS).

RETRIEVABILITY:
    Records are retrieved from the system by name of individual.

SAFEGUARDS:
    Restricted access to persons authorized by General Counsel or 
Center Chief Counsel; stored in locked file storage areas or in 
specified areas to which only authorized personnel have access. 
Electronic records are protected from unauthorized access through 
password identification procedures, limited access, firewalls, and 
other system-based protection methods.

RETENTION AND DISPOSAL:
    Records are maintained in Agency files and destroyed when 6 years 
old in accordance with NASA Records Retention Schedules, Schedule 1 
Item 133/B.

SYSTEM MANAGERS AND ADDRESSES:
    System Manager: Associate General Counsel for General Law, Code GG, 
Location 1.
    Sub-system Managers: Chief Counsel, Locations 2 through 11, and 
Counsel to the Executive Director, Location 18, as set forth in 
Appendix A.

NOTIFICATION PROCEDURE:
    Information may be obtained from the System Manager.

RECORD ACCESS PROCEDURE:
    Requests from individuals should be addressed to the System Manager 
and must include employee's full name and NASA Center where employed.

CONTESTING RECORD PROCEDURES:
    The NASA regulations and procedures for access to records and for 
contesting contents and appealing initial determinations by the 
individual concerned appear at 14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    Information collected directly from individual and from his/her 
official employment record.
NASA 10SPER

SYSTEM NAME:
    Special Personnel Records.

SECURITY CLASSIFICATION:
    None.

[[Page 64121]]

SYSTEM LOCATION:
    Locations 1 through 9 inclusive, and locations 11 and 18 as set 
forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on candidates for and recipients 
of awards or NASA training; civilian and active duty military detailees 
to NASA; participants in enrollee programs; Faculty, Science, National 
Research Council and other Fellows, associates and guest workers 
including those at NASA Centers but not on NASA rolls; NASA contract 
and grant awardees and their associates having access to NASA premises 
and records; individuals with interest in NASA matters including 
Advisory Committee Members; NASA employees and family members, 
prospective employees and former employees; former and current 
participants in existing and future educational programs, including the 
Summer High School Apprenticeship Research Program (SHARP).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Special Program Files including: (1) Alien Scientist files; (2) 
Award files; (3) Counseling files, Life and Health Insurance, 
Retirement, Upward Mobility, and Work Injury Counseling files; (4) 
Military and Civilian Detailee files; (5) Personnel Development files 
such as nominations for and records of training or education, Upward 
Mobility Program files, Intern Program files, Apprentice files, and 
Enrollee Program files; (6) Special Employment files such as Federal 
Junior Fellowship Program files, Stay-in-School Program files, Summer 
Employment files, Worker-Trainee Opportunity Program files, NASA 
Executive Position files, Expert and Consultant files, and Cooperative 
Education Program files; (7) Welfare to Work files; and (8) Supervisory 
Appraisals under Competitive Placement Plan.
    Correspondence and related information including: (1) Claims 
correspondence and records about insurance such as life, health, and 
travel; (2) Congressional and other Special Interest correspondence, 
including employment inquiries; (3) Correspondence and records 
concerning travel related to permanent change of address; (4) Debt 
complaint correspondence; (5) Employment interview records; (6) 
Information related to outside employment and activities of NASA 
employees; (7) Placement follow-ups; (8) Preemployment inquiries and 
reference checks; (9) Preliminary records related to possible adverse 
actions; (10) Records related to reductions in force; (11) Records 
under administrative as well as negotiated grievance procedures; (12) 
Separation information including exit interview records, death 
certificates and other information concerning death, retirement 
records, and other information pertaining to separated employees; (13) 
Special planning analysis and administrative information; (14) 
Performance appraisal records; (15) Working papers for prospective or 
pending retirements.
    Special Records and Rosters including: (1) Locator files, (2) 
Ranking lists of employees; (3) Repromotion candidate lists; (4) 
Retired military employee records; (5) Retiree records; (6) Follow-up 
records for educational programs, such as the SHARP and other existing 
or future programs.
    Agencywide and Center automated personnel information: Rosters, 
applications, recommendations, assignment information and evaluations 
of Faculty, Science, National Research Council and other Fellows, 
associates and guest workers including those at NASA Centers but not on 
NASA rolls; also, information about NASA contract and grant awardees 
and their associates having access to NASA premises and records.
    Information about members of advisory committees and similar 
organizations: All NASA-maintained information of the same types as, 
but not limited to, that information required in systems of records for 
which the Office of Personnel Management and other Federal personnel-
related agencies publish Government wide Privacy Act Notices in the 
Federal Register.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2473; 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The following are routine uses: (1) Disclosures to organizations or 
individuals having contract, legal, administrative or cooperative 
relationships with NASA, including labor unions, academic 
organizations, governmental organizations, non-profit organizations, 
and contractors and to organizations or individuals seeking or having 
available a service or other benefit or advantage. The purpose of such 
disclosures is to satisfy a need or needs, further cooperative 
relationships, offer information, or respond to a request; (2) 
disclosures to Federal agencies developing statistical or data 
presentations having need of information about individuals in the 
records; (3) responses to other Federal agencies and other 
organizations having legal or administrative responsibilities related 
to programs and individuals in the records; (4) disclosure to a 
congressional office from the record of an individual in response to a 
written inquiry from the congressional office made at the request of 
that individual; and (5) NASA standard routine uses as set forth in 
Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained as hard-copy documents and on 
electronic media.

RETRIEVABILITY:
    Records are retrieved from the system by any one or a combination 
of name, birth date, Social Security Number, or identification number.

SAFEGUARDS:
    Records are protected in accordance with the requirements and 
procedures that appear in the NASA regulations at 14 CFR 1212.605, 
utilizing locked file cabinets and/or secured rooms.

RETENTION AND DISPOSAL:
    Records are maintained in Agency files and not all record types are 
authorized for disposal at this time, but records such as Pay records 
are transferred to the National Personnel Records Center (NPRC) within 
3 years of creation in accordance with NASA Records Retention 
Schedules, Schedule 3 Item 19. Records transferred to NPRC will be 
destroyed when 10 years old by NPRC.

SYSTEM MANAGERS AND ADDRESSES:
    Associate Administrator for Human Capital Management, Location 1.
    Subsystem Managers: Director, Personnel Division, Office of 
Inspector General, and Chief, Elementary and Secondary Programs Branch, 
Educational Division, Location 1; Director of Personnel, Locations 1, 
3, 4, 6, and 8; Director of Human Resources, Location 2, 5, and 9; 
Director, Office of Human Resources, Location 7; Human Resources 
Officer, Location 11; Director, Human Resources Services Division, 
Location 18. Locations are as set forth in Appendix A.

NOTIFICATION PROCEDURE:
    Apply to the System or Subsystem Manager at the appropriate 
location above. In addition to personal identification (name, Social 
Security Number), indicate the specific type of record, the appropriate 
date or period of

[[Page 64122]]

time, and the specific kind of individual applying (e.g., employee, 
former employee, contractor employee).

RECORD ACCESS PROCEDURE:
    Same as Notification procedures above.

CONTESTING RECORD PROCEDURES:
    The NASA regulations pertaining to access to records and for 
contesting contents and appealing initial determinations by individual 
concerned are set forth in 14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    Individual on whom the record is maintained and Personnel 
Office(s).
JSC 72XOPR

SYSTEM NAME:
    Johnson Space Center Exchange Activities Records.

SECURITY CLASSIFICATION:
    None

SYSTEM LOCATION:
    Location 5 as set forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains information on employees and past employees 
of Johnson Space Center (JSC) Exchange Operations, and JSC employees or 
JSC contractor employees participating in sports or special activities 
sponsored by the Exchange.

CATEGORIES OF RECORDS IN THE SYSTEM:
    For present and past employees of the JSC Exchange Operations, the 
system includes a variety of records relating to personnel actions and 
determinations made about an individual while employed by the NASA 
Exchange-JSC. These records contain information about an individual 
relating to birth date; Social Security Number; home address and 
telephone number; marital status; references; veteran preference, 
tenure, handicap; position description, past and present salaries, 
payroll deductions, leave; letters of commendation and reprimand; 
adverse actions, charges and decisions on charges; notice of reduction 
in force; personnel actions, including but not limited to, appointment, 
reassignment, demotion, detail, promotion, transfer and separation; 
minority group; records relating to life insurance, health and 
retirement benefits; designation of beneficiary; training; performance 
ratings; physical examinations; criminal matters; data documenting the 
reasons for personnel actions or decisions made about an individual; 
awards; and other information relating to the status of the individual.
    For participants in social or sports activities sponsored by the 
Exchange, information includes employees' or contractors' employee 
identification number, organization, location, telephone number, and 
other information directly related to status or interest in 
participation in such activities.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 2473; 44 U.S.C. 3101; NASA Policy Directive 9050.6; 
Treasury Fiscal Requirement Manual, Part III.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The following are routine uses for information maintained on JSC 
Exchange Operations employees only: (1) Provide information in 
accordance with legal or policy directives and regulations to the 
Internal Revenue Service, Department of Labor, Department of Commerce, 
Texas State Government Agencies, labor unions; (2) provide information 
to insurance carriers with regard to worker's compensation, health and 
accident, and retirement insurance coverages; (3) provide employment or 
credit information to other parties as requested by a current or former 
employee of the JSC Exchange Operations; and (4) NASA standard routine 
uses as set forth in Appendix B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained as hard-copy documents and on 
electronic media.

RETRIEVABILITY:
    For JSC Exchange employees, records are retrieved from the system 
by name and filed as current or past employee.

SAFEGUARDS:
    Payroll records are located in locked metal file cabinets with 
access limited to those whose official duties require access. Other 
records are located in file cabinets available only in rooms where the 
access is limited to those whose official duties require access.

RETENTION AND DISPOSAL:
    Personnel records of JSC Exchange operations employees are retained 
indefinitely in Agency space to satisfy payroll, reemployment, 
unemployment compensation, tax, and employee retirement purposes. For 
successful applicants under the JSC Exchange Scholarship Program, 
records are maintained until completion of awarded scholarship and are 
then destroyed. Records pertaining to unsuccessful applicants are 
destroyed. For participants in social or sports activities, records are 
maintained for stated participation period and are then destroyed. 
These dispositions are in accordance with NASA Records Retention 
Schedules, Schedule 9 Item 6/E.

SYSTEM MANAGERS AND ADDRESSES:
    Manager, Exchange Operations, NASA Exchange-JSC, Location 5, as set 
forth in Appendix A.

NOTIFICATION PROCEDURE:
    Individuals may obtain information from the System Manager.

RECORD ACCESS PROCEDURE:
    Same as above.

CONTESTING RECORD PROCEDURES:
    The NASA regulations for access to records and for contesting 
contents and appealing initial determinations by the individual 
concerned appear in 14 CFR part 1212.

RECORD SOURCE CATEGORIES:
    For employees of the JSC Exchange Operations, information is 
obtained from the individual employee, the employee references, 
insurance carriers, JSC Health Services Division, JSC Security, 
employment agencies, Texas Employment Commission, credit bureaus, and 
creditors. For JSC employees and JSC contractor employees participating 
in social or sports activities sponsored by the Exchange, information 
is obtained from the individual participant.

[FR Doc. 2011-26735 Filed 10-14-11; 8:45 am]
BILLING CODE 7510-13-P