Privacy Act of 1974; System of Records, 66696-66698 [2011-27736]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 76, Number 208 (Thursday, October 27, 2011)]
[Notices]
[Pages 66696-66698]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-27736]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DOD-2011-OS-0116]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, Department of Defense (DoD).

ACTION: Notice to amend a system of records.

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SUMMARY: The Office of the Secretary of Defense is proposing to amend a 
system of records notice in its existing inventory of records systems 
subject to the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: The changes will be effective on November 28, 2011 unless 
comments are received that would result in a contrary determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
     Federal Rulemaking Portal: https://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Federal Docket Management System Office, 4800 Mark 
Center Drive, East Tower, 2nd Floor, Suite 02G09, Alexandria, VA 22350-
3100.
    Instructions: All submissions received must include the agency name 
and

[[Page 66697]]

docket number for this Federal Register document. The general policy 
for comments and other submissions from members of the public is to 
make these submissions available for public viewing on the Internet at 
https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-
1155, or by phone at (571) 372-0461.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records subject to the Privacy Act of 1974, (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address in FOR FURTHER INFORMATION CONTACT.
    The specific changes to the records systems being amended are set 
forth below followed by the notices, as amended, published in their 
entirety. The proposed amendments are not within the purview of 
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.

    Dated: October 21, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DWHS P37

System name:
    Grievance and Unfair Labor Practices Records (December 8, 2010, 75 
FR 76430).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Labor and Management Employee 
Relations Division, Human Resources Directorate, Washington 
Headquarters Services, 4800 Mark Center Drive, Suite 03D08, Alexandria, 
VA 22350-3200.''
* * * * *

System manager(s) and address:
    Delete entry and replace with ``Assistant Director, Labor and 
Management Employee Relations Division, Human Resources Directorate, 
Washington Headquarters Services, 4800 Mark Center Drive, Suite 03D08, 
Alexandria, VA 22350-3200.''
* * * * *
DWHS P37

System name:
    Grievance and Unfair Labor Practices Records.

System location:
    Labor and Management Employee Relations Division, Human Resources 
Directorate, Washington Headquarters Services, 4800 Mark Center Drive, 
Suite 03D08, Alexandria, VA 22350-3200.

Categories of individuals covered by the system:
    Employees of the Office of the Secretary of Defense, Joint Staff, 
Washington Headquarters Services, and Department of Defense (DoD) 
Agencies and Field Activities serviced by Washington Headquarters 
Services Human Resources Directorate who have submitted grievances 
covered by a negotiated grievance procedure or unfair labor practice 
charges.

Categories of records in the system:
    Case file contains individuals name, case number, subject of 
grievance, background papers, and details pertaining to the case or 
issue. Case files may also contain the following information that is 
not solicited from individuals: work and/or home addresses and 
telephone numbers and Social Security Numbers (SSN).

Authority for maintenance of the system:
    5 U.S.C. 7121, Grievance Procedures; DoD 1400.25-M (Subchapter 
771), DoD Civilian Personnel Manual (Administrative Grievance System); 
Washington Headquarters Services Administrative Instruction 37, 
Employee Grievances, and E.O. 9397 (SSN), as amended.

Purpose(s):
    Records are used in the administration, processing, and resolution 
of unfair labor complaints, grievance arbitrations, negotiability, and 
representation issues. De-identified statistical data may be used by 
management for reporting and policy evaluation purposes.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act of 1974, these records may specifically be 
disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 
552a(b)(3) as follows:
    To officials of labor organizations reorganized under the Civil 
Service Reform Act when relevant and necessary to the performance of 
their exclusive representation duties concerning personnel policies, 
practices, and matters affecting working conditions.
    To representatives of the U.S. Office of Personnel Management (OPM) 
on matters relating to the inspection, survey, audit, or evaluation of 
civilian personnel management programs.
    To the Comptroller General, or any of his authorized 
representatives, in the course of the performance of duties of the 
Government Accountability Office relating to the Labor-Management 
Relations Program.
    To arbitrators, examiners, or other third parties appointed to 
inquire into or adjudicate labor-management issues.
    The Blanket Routine Uses set forth at the beginning of the Office 
of the Secretary of Defense compilation of systems of notices also 
apply to this system of records.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper file folders and electronic storage media.

Retrievability:
    Names of individuals initiating grievance procedures, case number, 
and by subject matter.

Safeguards:
    Records are maintained in areas only accessible to Labor Management 
Employee Relations personnel who must access the records to perform 
their official duties. The electronic records require a Common Access 
Card and can only be accessed by Labor Management Employee Relations 
personnel. Paper records are stored in locked file cabinets in secured 
offices and buildings that are locked and guarded during non-duty 
hours.

Retention and disposal:
    Grievance files are disposed of four years after the case is 
closed.

System manager(s) and address:
    Assistant Director, Labor and Management Employee Relations 
Division, Human Resources Directorate, Washington Headquarters 
Services, 4800 Mark Center Drive, Suite 03D08, Alexandria, VA 22350-
3200.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Assistant Director for Labor and Management Employee Relations,

[[Page 66698]]

Human Resources Directorate, Washington Headquarters Services, 
Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-
1155.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the Office 
of the Secretary of Defense/Joint Staff Freedom of Information Act 
Requester Service Center, Office of Freedom of Information, 1155 
Defense Pentagon, Washington, DC 20301-1155.
    Requests should include the name and number of this system of 
records notice the type of issue (e.g., administrative grievance) and 
the case subject or case number and be signed and dated.

Contesting record procedures:
    The Office of the Secretary of Defense rules for accessing records, 
for contesting contents and appealing initial agency determinations are 
published in Office of the Secretary of Defense Administrative 
Instruction 81, 32 CFR part 311, or may be obtained from the system 
manager.

Record source categories:
    The individual, management officials involved with the incident 
leading to or adjudication of grievance or unfair labor practice 
charges, Washington Headquarters Service Labor Management Employee 
Relations personnel, arbitrators office, the Federal Labor Relations 
Authority Headquarters and Regional Offices, and union officials.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-27736 Filed 10-26-11; 8:45 am]
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