Privacy Act of 1974; System of Records, 43654-43679 [2020-15468]

Agencies

• Federal Retirement Thrift Investment Board

[Federal Register Volume 85, Number 138 (Friday, July 17, 2020)]
[Notices]
[Pages 43654-43679]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-15468]



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Vol. 85

Friday,

No. 138

July 17, 2020

Part II





Federal Retirement Thrift Investment Board





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Privacy Act of 1974; System of Records; Notice

Federal Register / Vol. 85 , No. 138 / Friday, July 17, 2020 / 
Notices

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FEDERAL RETIREMENT THRIFT INVESTMENT BOARD


Privacy Act of 1974; System of Records

AGENCY: Federal Retirement Thrift Investment Board (FRTIB).

ACTION: Notice of a modified system of records.

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SUMMARY: Pursuant to the Privacy Act of 1974, the Federal Retirement 
Thrift Investment Board (FRTIB) proposes to modify multiple existing 
systems of records notices to provide updated routine uses in 
accordance with OMB Memorandum M-17-12, to update the format in 
accordance with OMB Circular A-108, and to provide descriptions of 
previously published routine uses for purposes of consistency and 
transparency. Contact information is also being provided for the system 
manager.

DATES: These systems will become effective upon publication in today's 
Federal Register, with the exception of the routine uses which will be 
effective on August 17, 2020. FRTIB invites written comments on the 
routine uses and other aspects of this system of records. Submit any 
comments by August 17, 2020.

ADDRESSES: You may submit written comments to FRTIB by any one of the 
following methods:
     Federal eRulemaking Portal: https://www.regulations.gov. 
Follow the website instructions for submitting comments.
     Fax: 202-942-1676.
     Mail or Hand Delivery: Office of General Counsel, Federal 
Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, 
Washington, DC 20002.

FOR FURTHER INFORMATION CONTACT: Megan Grumbine, General Counsel and 
Senior Agency Official for Privacy, Federal Retirement Thrift 
Investment Board, Office of General Counsel, 77 K Street NE, Suite 
1000, Washington, DC 20002, (202) 942-1600. For access to any of the 
FRTIB's systems of records, contact Amanda Haas, FOIA Officer, Office 
of General Counsel, at the above address and phone number.

SUPPLEMENTARY INFORMATION: Descriptions of each system of record are 
below.
    FRTIB-2, Personnel Security Investigation Files: Records contained 
in this system are used to document and support decisions regarding 
clearance for access to sensitive FRTIB information, and the ability to 
receive the suitability, eligibility, and fitness for service of 
applicants for federal employment and contract positions, including 
students, interns, or volunteers to the extent their duties require 
access to federal facilities, information systems, or applications.
    FRTIB-5, Employee Payroll, Leave, and Attendance Records: Records 
contained in this system are used to perform agency functions involving 
employee leave, attendance, and payments, including determinations 
relating to the amounts to be paid to employees, the distribution of 
pay according to employee directions (for allotments, to financial 
institutions, and for other authorized purposes), and for tax 
withholdings and other authorized deductions.
    FRTIB-7, Contractor and Consultant Records: Records contained in 
this system are used to collect and maintain records on FRTIB contracts 
and consultants.
    FRTIB-9, Emergency Notification Files: Records contained in this 
system are used for contacting FRTIB personnel, including FRTIB 
employees and contractors, and other individuals to respond to all 
emergencies, including technical, manmade or natural disaster, or other 
event affecting FRTIB operations, and to contact FRTIB personnel's 
emergency contacts in the event of an emergency. Information from this 
system of records is also used to prepare organizational charts, recall 
and emergency notification rosters, and directories for business 
continuity planning purposes, locate individuals on routine and/or 
emergency matters; locate individuals during medical emergencies, 
facility evacuations and similar situations involving threats; and 
similar administrative uses requiring personnel data.
    FRTIB-12, Debt Collection Records: Records contained in this system 
are used to maintain a record of individuals and entities that are 
indebted to the Board, a Federal agency, or a Government corporation 
including, but not limited to: participants, beneficiaries, and 
alternate payees of the Thrift Savings Plan; current and former 
employees of the FRTIB; and individuals who received payments to which 
they are not entitled. The records ensure that: Appropriate collection 
action on debtors' accounts is taking and properly tracked, monies 
collected are credited, and funds are returned to the Board or 
appropriate agency at the time the account is collected or closed.
    FRTIB-14, Legal Case Files: Records contained in this system are 
used to assist FRTIB attorneys in providing legal advice to FRTIB 
personnel on a wide variety of legal issues; to collect the information 
of any individual who is, or will be, in litigation with the Agency, as 
well as the attorneys representing the plaintiff(s) or defendant(s), 
response to claims by employees, former employees, and other 
individuals; to assist in the settlement of claims against the 
government; to represent FRTIB during litigation; and to catalog, 
investigate, litigate, or otherwise resolve any case or matter handled 
by the Office of General Counsel.
    FRTIB-15, Internal Investigations of Harassment and Hostile Work 
Environment Allegations: Records contained in this system are 
maintained for the purpose of upholding FRTIB's policy to provide for a 
work environment free from all forms of harassment, including sexual 
harassment, and harassment on the basis of race, color, gender, 
national origin, religion, sexual orientation, age, genetic 
information, reprisal, parental status, or disability.
    FRTIB-16, Congressional Correspondence Files: Records contained in 
this system are maintained to catalog and respond to correspondence 
received from congressional offices.
    FRTIB-17, Telework and Alternative Work Schedule Records: Records 
contained in this system are collected and maintained on prospective, 
current, and former FRTIB employees who have participated in, presently 
participate in, or have sought to participate in FRTIB's Telework 
Program.
    FRTIB-18, Reasonable Accommodation Records: Records contained in 
this system are collected to: (1) Allow FRTIB to collect and maintain 
records on prospective, current, and former employees with disabilities 
who request or receive a reasonable accommodation by FRTIB; (2) to 
track and report the processing of requests for FRTIB-wide reasonable 
accommodations to comply with applicable laws and regulations; and (3) 
to preserve and maintain the confidentiality of medical information 
submitted by or on behalf of applicants or employees requesting a 
reasonable accommodation.
    FRTIB-19, Freedom of Information Act Records: Records contained in 
this system are collected to support the processing of record access 
requests made pursuant to the FOIA, whether FRTIB receives such 
requests directly from the requestor or via referral from another 
agency. In addition, this system is used to support litigation arising 
from such requests and appeals, and to assist FRTIB in carrying out any 
other responsibilities under the FOIA.
    On May 22, 2007, OMB issued Memorandum M-07-16, Safeguarding

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Against and Responding to the Breach of Personally Identifiable 
Information, to the heads of all executive departments and agencies. 
OMB required agencies to publish a routine use for their systems of 
records specifically applying to the disclosure of information in 
connection with response and remedial efforts in the event of a breach 
of personally identifiable information. FRTIB published a notice in the 
Federal Register, 80 FR 43428 (July 22, 2015), creating new general 
routine uses, including one pertaining to breach mitigation and 
notification, as required by OMB M-07-16.
    On January 3, 2017, OMB issued Memorandum M-17-12, Preparing for 
and Responding to a Breach of Personally Identifiable Information, to 
the heads of all executive departments and agencies. OMB Memorandum M-
17-12 rescinds and replaces OMB Memorandum M-07-16 and updates agency 
routine use requirements for responding to a breach. Specifically, OMB 
Memorandum M-17-12 requires all Senior Agency Officials for Privacy to 
ensure that their agency's System of Records Notices include a routine 
use for the disclosure of information necessary to respond to a breach 
of the agency's personally identifiable information. Additionally, OMB 
Memorandum M-17-12 requires agencies to add a routine use to ensure 
that agencies are able to disclose records in their systems of records 
that may reasonably be needed by another agency in responding to a 
breach. To satisfy the routine use requirements in OMB Memorandum M-17-
12, FRTIB is issuing this notice in the Federal Register to modify the 
systems of records notices that lack this routine use.
    Pursuant to OMB Memorandum M-17-12, this notice: (1) Rescinds the 
breach response routine use published at 80 FR 43428 (July 22, 2015); 
(2) revises the breach response routine use for the FRTIB systems of 
records, listed below; and (3) adds a new routine use to the systems of 
records, listed below, to ensure that the Agency can assist another 
agency in responding to a confirmed or suspected breach, as 
appropriate. The routine uses have been renumbered to incorporate the 
changes in these routine uses. The FRTIB has also included a contact 
phone number for each associated system manager. Finally, the FRTIB is 
making non-substantive revisions to the system of records notice to 
align with the Office of Management and Budget's recommended model in 
Circular A-108, Federal Agency Responsibilities for Review, Reporting, 
and Publication under the Privacy Act, appendix II.
    In accordance with 5 U.S.C. 552a(r), the Agency has provided a 
report to OMB and to Congress on this notice of modified systems of 
records.

Megan Grumbine,
General Counsel and Senior Agency Official for Privacy.

SYSTEM NAME AND NUMBER:
    FRTIB-2, Personnel Security Investigation Files.

SECURITY CLASSIFICATION:
    Most personnel identity verification records are not classified. 
However, in some cases, records of certain individuals, or portions of 
some records may be classified in the interest of national security.

SYSTEM LOCATION:
    Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 
1000, Washington, DC 20002. Records may also be kept at an additional 
location as backup for Business Continuity purposes. For background 
investigations adjudicated by the Office of Personnel Management (OPM), 
OPM may retain copies of those files pursuant to OPM/Central-9, 
Personnel Investigations Records.

SYSTEM MANAGER(S):
    Chief, Business Continuity and Security Services Division, 77 K 
Street NE, Suite 1000, Washington, DC 20002, (202) 942-1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 3301; 44 U.S.C. 3101; E.O. 10450; E.O. 13488; 5 CFR 731 
and 736; 61 FR 6428; and Homeland Security Presidential Directive 12.

PURPOSE(S) OF THE SYSTEM:
    The records in this system of records are used to document and 
support decisions regarding clearance for access to sensitive FRTIB 
information, the ability to receive and the suitability, eligibility, 
and fitness for service of applicants for federal employment and 
contract positions, including students, interns, or volunteers to the 
extent their duties require access to federal facilities, information 
systems, or applications. The records may also be used to help 
streamline and make more efficient the investigations and adjudications 
process generally. The records may also be used to document security 
violations and supervisory actions taken in response to such 
violations.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who require regular, ongoing access to FRTIB 
facilities, information technology systems, or sensitive information, 
including current and former applicants for employment or contracts, 
federal employees, government contractors, students, interns, 
volunteers, affiliates, experts, instructors, and consultants to 
federal programs who undergo a background investigation for the 
purposes of determining suitability for employment, contractor fitness, 
credentialing for HSPD-12, and/or access to FRTIB facilities or 
information technology systems. This system also includes individuals 
accused of security violations or found in violation of FRTIB's 
security policies.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name; former names; date and place of birth; Social Security 
number; home address; email address(es); phone numbers; employment 
history; residential history; education and degrees earned; 
citizenship; passport information; names, date and place of birth, 
Social Security number, and citizenship information for spouse or 
cohabitant; the name and marriage information for current and former 
spouse(s); names of associates and references and their contact 
information; names, dates and places of birth, citizenship, and address 
of relatives; names of relatives who work for the federal government; 
information on foreign contacts and activities; association records; 
information on loyalty to the United States; criminal history; mental 
health history; information pertaining to drug use; financial 
information; fingerprints; information from the Internal Revenue 
Service pertaining to income tax returns; credit reports; information 
pertaining to security clearances; other agency reports furnished to 
FRTIB in connection with the background investigation process; 
summaries of personal and third party interviews conducted during the 
background investigation; results of suitability decisions; level of 
security clearance; date of issuance of security clearance; including, 
but not limited to forms such as SF-85, SF-85P, SF-86, SF-87, SF-306; 
FD-258; and other information generated from above, where applicable.
    Records pertaining to security violations may contain information 
pertaining to circumstances of the violation; witness statements, 
investigator's notes, security violations; agency action taken; 
requests for appeal;

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and documentation of agency action taken in response to security 
violations.

RECORD SOURCE CATEGORIES:
    Information is obtained from a variety of sources including the 
employee, contractor, or applicant via use of the SF-85, SF-85P, SF-86 
SF-306, or SF-87, personal interviews with various individuals, 
including, but not limited to the subject of the investigation, 
witnesses, present and former employers, references, neighbors, 
friends, co-workers, business associates, teachers, landlords, family 
members, or other associates who may have information about the subject 
of the investigation; investigative records and notices of personnel 
actions furnished by other federal agencies; records from employers and 
former employers; public records, such as court filings; publications 
such as newspapers, magazines, and periodicals; FBI criminal history 
records and other databases; police departments; probation officials; 
prison officials financial institutions and credit reports; tax 
records; medical records and health care providers; and educational 
institutions. Security violation information is obtained from a variety 
of sources, such as guard reports, security inspections, witnesses, 
supervisor's reports, audit reports.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Clearance Processing: A record from this system of 
records may be disclosed to an appropriate federal, state, local, 
tribal, foreign, or international agency, if the information is 
relevant and necessary to a requesting agency's decision concerning the 
hiring or retention of an individual, or issuance of a security 
clearance, background investigation, license, contract, grant, or other 
benefit, or if the information is relevant and necessary to a FRTIB 
decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the reporting of an investigation of 
an employee, the letting of a contract, or the issuance of a license, 
grant or other benefit and when disclosure is appropriate to the proper 
performance of the official duties of the person making the request.
    3. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    4. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    5. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    6. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    7. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    8. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    9. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    10. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    11. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    12. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a

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FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    14. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    15. Routine Use--Retention of Employee by Authorized Entity: A 
record from this system of records may be disclosed to any authorized 
source or potential source from which information is requested in the 
course of an investigation concerning the retention of an employee or 
other personnel action (other than hiring), or the retention of a 
security clearance, contact, grant, license, or other benefit, to the 
extent necessary to identify the individual, to inform the source of 
the nature and purpose of the investigation, or to identify the type of 
information requested.
    16. Routine Use--Labor Relations: A record from this system of 
records may be disclosed to OPM, the Merit Systems Protection Board, 
the Federal Labor Relations Authority, the Office of Special Counsel, 
or the Equal Employment Opportunity Commission to carry out its 
respective authorized functions (under 5 U.S.C. 1103, 1204, and 7105 
and 42 U.S.C. 2000e-4, in that order).
    17. Routine Use--Private Relief Legislation: A record from this 
system of records may be disclosed to the Office of Management and 
Budget when necessary to the review of private relief legislation 
pursuant to OMB Circular No. A-19.
    18. Routine Use--Retention of Employee by Public Entity: A record 
from this system of records may be disclosed to a Federal, State, 
local, foreign, or tribal or other public authority the fact that this 
system of records contains information relevant to the retention of an 
employee, the retention of a security clearance, the letting of a 
contract, or the issuance or retention of a license, grant, or other 
benefit. The other agency or licensing organization may then make a 
request supported by the written consent of the individual for the 
entire record if it so chooses. No disclosure will be made unless the 
information has been determined to be sufficiently reliable to support 
a referral to another office within the agency or to another Federal 
agency for criminal, civil, administrative personnel or regulatory 
action.
    19. Routine Use--News Media, Public Interest: A record from this 
system of records may be disclosed to the news media or the general 
public, factual information the disclosure of which would be in the 
public interest and which would not constitute an unwarranted invasion 
of personal privacy, consistent with Freedom of Information Act 
standards.
    20. Routine Use--National Security: A record from this system of 
records may be disclosed to a Federal, State, or local agency, or other 
appropriate entities or individuals, or through established liaison 
channels to selected foreign governments, in order to enable an 
intelligence agency to carry out its responsibilities under the 
National Security Act of 1947 as amended, the CIA Act of 1949 as 
amended, Executive Order 12333 or any successor order, applicable 
national security directives, or classified implementing procedures 
approved by the Attorney General and promulgated pursuant to such 
statutes, orders or directives
    21. Routine Use--Breach Mitigation and Notification: A record from 
this system of records may be disclosed to appropriate agencies, 
entities, and persons when (1) FRTIB suspects or has confirmed that 
there has been a breach of the system of records, (2) FRTIB has 
determined that as a result of the suspected or confirmed breach there 
is a risk of harm to individuals, FRTIB (including its information 
systems, programs, and operations), the Federal Government, or national 
security; and (3) the disclosure made to such agencies, entities, and 
persons is reasonably necessary to assist in connection with FRTIB's 
efforts to respond to the suspected or confirmed breach or to prevent, 
minimize, or remedy such harm.
    22. Routine Use--Response to Breach of Other Records: A record from 
this system of records may be disclosed to another Federal agency or 
Federal entity, when FRTIB determines that information from this system 
of records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases, all of which are stored in a secure location.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Background investigation files are retrieved by any one or more of 
the following identifiers: Name; Social Security number; or other 
unique identifier of the individual about whom they are maintained.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are retained and disposed of in accordance with 
General Records Schedule 18, item 22a, approved by the National 
Archives and Records Administration (NARA). The records are disposed in 
accordance with FRTIB disposal policies which call for burning or 
shredding or deleting from the Agency's electronic record keeping 
systems. Records are destroyed upon notification of death or not later 
than five years after separation or transfer of employee to another 
agency or department, whichever is applicable.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the appropriate entity below, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;

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    c. The address to which the record information should be sent; and
    d. You must sign your request.
    1. For records maintained by FRTIB, submit a written request to the 
FOIA Officer, FRTIB, 77 K Street NE, Washington, DC 20002; or
    2. For records maintained by the Office of Personnel Management, 
submit a written request to the FOI/PA, Office of Personnel Management, 
Federal Investigative Services, P.O. Box 618, 1137 Branchton Road, 
Boyers, PA 16018-0618.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    Pursuant to 5 U.S.C. 552a(k)(2), records in this system of records 
are exempt from the requirements of subsections (c)(3); (d); (e)(1); 
(e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a. provided, however, that 
if any individual is denied any right, privilege, or benefit that he or 
she would otherwise be entitled to by federal law, or for which he or 
she would otherwise be eligible, as a result of the maintenance of 
these records, such material shall be provided to the individual, 
except to the extent that the disclosure of the material would reveal 
the identity of a source who furnished information to the Government 
with an express promise that the identity of the source would be held 
in confidence.
    Pursuant to 5 U.S.C. 552a(k)(5), records in this system of records 
are exempt from the requirements of subsections (c)(3); (d); (e)(1); 
(e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a, but only to the extent 
that the disclosure of such material would reveal the identity of a 
source who furnished information to the Government under an express 
promise that the identity of the source would be held in confidence.

HISTORY:
    55 FR 18949 (May 7, 1990); 62 FR 59708 (Nov. 4, 1997); 73 FR 50016 
(Aug. 25, 2008); 77 FR 11534 (Feb. 27, 2012); 80 FR 43428 (July 22, 
2015).

SYSTEM NAME AND NUMBER:
    FRTIB-5, Employee Payroll, Leave, and Attendance Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 
1000, Washington, DC 20002. Records may also be kept at an additional 
location as backup for Business Continuity purposes.

SYSTEM MANAGER(S):
    For payroll records, FRTIB's Human Resources Officer, 77 K Street 
NE, Suite 1000, Washington, DC 20002, (202) 942-1600. For leave and 
attendance records, FRTIB's Administrative Officer, 77 K Street NE, 
Suite 1000, Washington, DC 20002, (202) 942-1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    This system of records is maintained to perform agency functions 
involving employee leave, attendance, and payments, including 
determinations relating to the amounts to be paid to employees, the 
distribution of pay according to employee directions (for allotments, 
to financial institutions, and for other authorized purposes), and for 
tax withholdings and other authorized deductions.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former FRTIB employees, including Special Government 
Employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system of records includes personnel information including, 
names, addresses, Social Security numbers, employee numbers, gender, 
race or national origin, and disability data; duty location; position 
data; awards and bonus information; employment verification 
information; notifications of personnel actions; and military and 
veterans data.
    This system of records also includes payroll information, 
including: Marital status and number of dependents; child support 
enforcement court orders; information about taxes and other deductions; 
debts owed to the FRTIB and garnishment information; salary data; 
retirement data; Thrift Savings Plan contribution and loan amount; and 
direct deposit information, including financial institution.
    This system of records also includes time and attendance records 
including, the number and type of hours worked; overtime information, 
including compensatory or credit time earned and used; compensatory 
travel earned; investigative case title and tracking number (used to 
track time worked associated with a specific case); Fair Labor 
Standards Act (FLSA) compensation; leave requests, balances, and 
credits; leave charge codes; military leave; and medical records as 
they pertain to employee medical leave.

RECORD SOURCE CATEGORIES:
    Subject individuals; subject individuals' supervisor(s); subject 
individuals' timekeeper(s); and the Office of Personnel Management.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Clearance Processing: A record from this system of 
records may be disclosed to an appropriate federal, state, local, 
tribal, foreign, or international agency, if the information is 
relevant and necessary to a requesting agency's decision concerning the 
hiring or retention of an individual, or issuance of a security 
clearance, background investigation, license, contract, grant, or other 
benefit, or if the information is relevant and necessary to a FRTIB 
decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the reporting of an investigation of 
an employee, the letting of a contract, or the issuance of a license, 
grant or other benefit and when disclosure is appropriate to the proper 
performance of the official duties of the person making the request.
    3. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at

[[Page 43659]]

the request of the individual to whom the record pertains.
    4. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    5. Routine Use--Debt Collection: A record from this system of 
records may be disclosed to the Department of Justice, the Department 
of Treasury, or to a consumer reporting agency for collection action on 
any delinquent debt, pursuant to 5 U.S.C. 552a(b)(12).
    6. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    7. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    8. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    9. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    10. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    11. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    12. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    13. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    14. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    15. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    16. Routine Use--Disclosure for Purpose of Payment to Employees: A 
record from this system may be disclosed to the United States 
Department of the Interior, the United States Department of Labor, and 
the United States Department of the Treasury to effect payments to 
employees.
    17. Routine Use--Offset of Salary: Payments owed to FRTIB through 
current and former employees may be shared with the Department of the 
Interior for the purposes of offsetting the employee's salary. Payments 
owed to FRTIB through current and former employees who become 
delinquent in repaying the necessary funds may be shared with the 
Department of Treasury for the purpose of offsetting the employee's 
salary.
    18. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.

[[Page 43660]]

    19. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases, all of which are stored in a secure location.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by name; or Social Security number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are maintained in accordance with the General Records 
Schedules issued by the National Archives and Records Administration 
(NARA) or an FRTIB records disposition schedule.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Washington, DC 20002, and 
include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    55 FR 18949 (May 7, 1990); 62 FR 66097 (Dec. 17, 1997); 77 FR 11534 
(Feb. 27, 2012); 80 FR 43428 (July 22, 2015).

SYSTEM NAME AND NUMBER:
    FRTIB-7, Contractor and Consultant Records.
    SECURITY CLASSIFICATION: Unclassified.

SYSTEM LOCATION:
    Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 
1000, Washington, DC 20002. Records may also be kept at an additional 
location as backup for Business Continuity purposes.

SYSTEM MANAGER(S):
    Chief Procurement Officer, Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002, (202) 942-
1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; 5 U.S.C. 3301; and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system of records is to collect and maintain 
records on FRTIB contractors and consultants.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals retained by formal agreement, who: (1) Provide 
consulting services to the Board; (2) act as advisors to the Board, but 
do not maintain the independence of action necessary to meet the 
requirements for classification as an independent contractor; and (3) 
any other individuals who receive payments from FRTIB.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Acquisition data for the procurement of goods and services, 
including, but not limited to: Documents, letters, memorandum of 
understanding relating to agreements; rates of pay; payment records; 
vouchers; invoices; selection information; Commercial and Government 
Entity (CAGE) codes; Dun and Bradstreet Data Universal Numbering System 
(DUNS) numbers; supplier status; website; name; address; taxpayer 
identification number; Social Security numbers; bank information; 
invoice data; resumes; SAC forms; and other information relating to the 
disbursement of funds. This system of records also contains information 
pertaining to the negotiation; implementation; scope; and performance 
of work.

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from the 
individual to whom it applies or is derived from information supplied 
by the individual, except information provided by Board staff.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    3. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on

[[Page 43661]]

disclosure as are applicable to FRTIB officers and employees.
    4. Routine Use--Debt Collection: A record from this system of 
records may be disclosed to the Department of Justice, the Department 
of Treasury, or to a consumer reporting agency for collection action on 
any delinquent debt, pursuant to 5 U.S.C. 552a(b)(12).
    5. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    6. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    7. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    8. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    9. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    10. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    11. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    12. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    13. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    14. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    15. Routine Use--Testing: A record from this system of records may 
be disclosed to appropriate federal, state, local, tribal, or foreign 
governmental agencies or multilateral governmental organizations where 
FRTIB is aware of a need to utilize relevant data for purposes of 
testing new technology and systems designed to enhance security or 
identify other violations of law.
    16. Routine Use--Payments to Consultants and Vendors: A record from 
this system of records may be disclosed to the United States Department 
of the Treasury to effect payments to consultants and vendors, or to 
verify consultants' and vendors' eligibility to receive payments.
    17. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    18. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

[[Page 43662]]

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases, all of which are stored in a secure location.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Contractor and consultant files are retrieved by any one or more of 
the following identifiers: Name of the contractor; name of the vendor 
or contractor; voucher number and date; or other unique identifier 
about whom they are maintained.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Routine procurement files are retained for 6 years and 3 months, in 
accordance with the General Records Schedule 3, item 3. Procurement 
files involving investments and other information concerning the Thrift 
Savings Plan are retained for 99 years.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 1000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.
    HISTORY: 55 FR 18949 (May 7, 1990); 77 FR 11534 (Feb. 27, 2012); 81 
FR 7106 (Feb. 10, 2016).

SYSTEM NAME AND NUMBER:
    FRTIB-9, Emergency Notification Files.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are located at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be located in additional locations in connection with cloud-based 
services and kept at an additional location as backup for Business 
Continuity purposes.

SYSTEM MANAGER(S):
    Chief, Business Continuity and Security Services Division, 77 K 
Street NE, Suite 1000, Washington, DC 20002, (202) 942-1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; 44 U.S.C. 3101; E.O. 12656; and Presidential 
Decision Directive 67.

PURPOSE(S) OF THE SYSTEM:
    This system of records is maintained for contacting FRTIB 
personnel, including FRTIB employees and contractors, and other 
individuals to respond to all emergencies, including technical, manmade 
or natural disaster, or other event affecting FRTIB operations, and to 
contact FRTIB personnel's emergency contacts in the event of an 
emergency. Information from this system of records is also used to 
prepare organizational charts, recall and emergency notification 
rosters, and directories for business continuity planning purposes, 
locate individuals on routine and/or emergency matters; locate 
individuals during medical emergencies, facility evacuations and 
similar situations involving threats; and similar administrative uses 
requiring personnel data.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Civilian and contractor personnel working at the FRTIB located at 
77 K Street NE, Washington, DC 20002; former employees; and individuals 
designated as emergency points of contact.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system of records contains information regarding the following 
emergency contact information for FRTIB employees, and contractor 
personnel: Name; organizational office, or organizational name of 
contractor; title; position and duty status; name of supervisor; any 
volunteered medical information; office telephone number; government or 
business email address; home address; home and cell phone numbers; 
personal email address(es); the identification of essential and non-
essential employees; and other personal contact information. This 
system also contains the following information for the FRTIB employee 
or contractor's emergency contact: name; relationship to FRTIB employee 
or contractor; work address; home address; office telephone number; 
home and cell phone numbers; and email address(es).

RECORD SOURCE CATEGORIES:
    Information is provided by the individual who is the subject of the 
record.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    3. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a

[[Page 43663]]

contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    4. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    5. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    6. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    7. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    8. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    9. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    10. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    11. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    12. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    13. Routine Use--Testing: A record from this system of records may 
be disclosed to appropriate federal, state, local, tribal, or foreign 
governmental agencies or multilateral governmental organizations where 
FRTIB is aware of a need to utilize relevant data for purposes of 
testing new technology and systems designed to enhance security or 
identify other violations of law.
    14. Routine Use--Medical Emergency: A record in this system of 
records may be disclosed to family members, emergency medical 
personnel, or to law enforcement officials in case of a medical or 
other emergency involving the subject individual (without the 
subsequent notification prescribed in 5 U.S.C. 552a(b)(8)).
    15. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    16. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained electronically in computer databases, 
including cloud-based services, and on paper in secure facilities in a 
locked drawer behind a secured-access door.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by the name of the individual on whom they 
are maintained, and may also be retrieved

[[Page 43664]]

by the individual's title or phone number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are maintained as long as the individual is an employee or 
contractor for the Agency. Expired records are destroyed by shredding 
or purging from the Agency's electronic recordkeeping systems.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 1000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    55 FR 18949 (May 7, 1990); 71 FR 64706 (Nov. 3, 2006); 77 FR 11534 
(Feb. 27, 2012); 80 FR 43428 (July 22, 2015).

SYSTEM NAME AND NUMBER:
    FRTIB-12, Debt Collection Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be maintained at an additional location for Business Continuity 
Purposes.

SYSTEM MANAGER(S):
    Director, Office of Participant Services, Federal Retirement Thrift 
Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002, 
(202) 942-1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; 5 U.S.C. 301; 31 U.S.C. 3711(a); and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system is to maintain a record of individuals 
and entities that are indebted to the Board, a Federal agency, or a 
Government corporation including, but not limited to: participants, 
beneficiaries, and alternate payees of the Thrift Savings Plan; current 
and former employees of the FRTIB; and individuals who received 
payments to which they are not entitled. The records ensure that: 
Appropriate collection action on debtors' accounts is taking and 
properly tracked, monies collected are credited, and funds are returned 
to the Board or appropriate agency at the time the account is collected 
or closed.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Records are maintained on individuals and entities that are 
financially indebted to the Board, including, but not limited to: 
Participants, beneficiaries, and alternate payees of the Thrift Savings 
Plan; current and former employees of the FRTIB; individuals who are 
consultants and vendors to FRTIB; and individuals who received payments 
to which they are not entitled.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Information varies depending on the individual debtor, the type of 
indebtedness, and the agency or program to which monies are owed. The 
system of records contains information including but not limited to: 
(1) Individuals and commercial organizations, such as name, Taxpayer 
Identification Number (i.e., Social Security Number or Employer 
Identification Number), business and home addresses, and business and 
home telephone numbers; (2) the indebtedness, such as the original 
amount of the debt, the date the debt originated, the amount of the 
delinquency/default, the date of the delinquency/default, basis of the 
debt, amounts accrued for interest, penalties, and administrative 
costs, and payments on the account; (3) actions taken to recover the 
debt, such as copies of demand letters/invoices, and documents required 
for the referral of accounts to collection agencies, or for litigation; 
(4) debtor and creditor agencies, such as name, telephone number, and 
address of the agency contact; (5) information for location purposes, 
including information pertaining to child support cases, Mandatory 
Victims Restitution Act (MVRA) cases, and tax levies; and (6) other 
relevant records relating to a debt including the amount, status, and 
history of the debt, and the program under which the debt arose.

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from subject 
individuals; the individual entity; the Board; creditor agencies; 
Federal employing agencies; Government corporations; debt collection 
agencies or firms; credit bureaus, firms or agencies providing locator 
services; and Federal, state, and local agencies furnishing identifying 
information.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Clearance Processing: A record from this system of 
records may be disclosed to an appropriate federal, state, local, 
tribal, foreign, or

[[Page 43665]]

international agency, if the information is relevant and necessary to a 
requesting agency's decision concerning the hiring or retention of an 
individual, or issuance of a security clearance, background 
investigation, license, contract, grant, or other benefit, or if the 
information is relevant and necessary to a FRTIB decision concerning 
the hiring or retention of an employee, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, or the issuance of a license, grant or other 
benefit and when disclosure is appropriate to the proper performance of 
the official duties of the person making the request.
    3. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    4. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    5. Routine Use--Debt Collection: A record from this system of 
records may be disclosed to the Department of Justice, the Department 
of Treasury, or to a consumer reporting agency for collection action on 
any delinquent debt, pursuant to 5 U.S.C. 552a(b)(12).
    6. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    7. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    8. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    9. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    10. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    11. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    12. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    13. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    14. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    15. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    16. Routine Use--Collection of Debts, Financial Management Service: 
A record from this system may be disclosed to the Financial Management 
Service (FMS) of the Department of the Treasury to allow that agency to 
act for the Board to enforce collection of delinquent debts owed to the 
Board or the Thrift Savings Fund.
    17. Routine Use--Collection of Debts, Internal Revenue Service: 
Debt collection records may be disclosed to the Internal Revenue 
Service for the purposes of: (1) Effecting an administrative offset 
against the debtor's tax refund to recover a delinquent debt

[[Page 43666]]

owed the Board or the Thrift Savings Fund; or (2) obtaining the mailing 
address of a taxpayer/debtor in order to locate the taxpayer/debtor to 
collect or compromise a Federal claim against the taxpayer/debtor.
    18. Routine Use--Collection of Debts, Department of Justice: A 
record from this system may be disclosed to the Department of Justice 
for the purpose of litigating to enforce collection of a delinquent 
debt or to obtain the Department of Justice's concurrence in a decision 
to compromise, suspend, or terminate collection action on a debt with a 
principal amount in excess of $100,000 or such higher amount as the 
Attorney General may, from time to time, prescribe in accordance with 
31 U.S.C. 3711(a).
    19. Routine Use--Collection of Debts, Administrative Offsets: 
Information contained within this system of records may be disclosed to 
the Department of the Treasury, Department of Defense, United States 
Postal Service, another Federal agency, a Government corporation, or 
any disbursing official of the United States for the purpose of 
effecting an administrative offset against Federal payments certified 
to be paid to the debtor to recover a delinquent debt owed to the 
Board, the Thrift Savings Fund, or another Federal agency or department 
by the debtor.
    20. Routine Use--Collection of Debts, Voluntary Repayment of Debt: 
Debt collection information may be disclosed to a creditor Federal 
agency or Government corporation seeking assistance for the purpose of 
obtaining voluntary repayment of a debt or implementing Federal 
employee salary offset or administrative offset in the collection of an 
unpaid financial obligation.
    21. Routine Use--Collection of Debts, Wage Garnishment: 
Administrative wage garnishment information may be disclosed to the 
Treasury Department for the purpose of issuing wage garnishment orders 
to collect a debt owed to the FRTIB.
    22. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    23. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Debt information concerning claims of the Board and the Thrift 
Savings Fund may be furnished in accordance with 5 U.S.C. 552a(b)(12) 
and section 3 of the Debt Collection Act of 1982, as amended (31 U.S.C. 
3701 et seq.), to consumer reporting agencies (as defined by the Fair 
Credit Reporting Act 15 U.S.C. 1681a(f)), to encourage repayment of an 
overdue debt.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases, all of which are stored in a secure location.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    These records are indexed and retrieved by the names, Social 
Security numbers, or contact numbers of participants, employees, 
contractors, or other persons who may receive monies paid to them by 
the Board.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Hard-copy records are returned to the Board which has an agreement 
for servicing and collection of the debt with Financial Management 
Services. Files are destroyed when 10 years old, unless they are 
subject to litigation in which case they are destroyed when a court 
order requiring that the file be retained allows the file to be 
destroyed or litigation involving the files is concluded.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 10000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    62 FR 49011 (Sept. 18, 1997); 77 FR 11534 (Feb. 27, 2012); 81 FR 
7106 (Feb. 10, 2016).

SYSTEM NAME AND NUMBER:
    FRTIB-14, Legal Case Files.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be maintained at an additional location for Business Continuity 
Purposes.

SYSTEM MANAGER(S):
    General Counsel, Federal Retirement Thrift Investment Board, 77 K 
Street NE,

[[Page 43667]]

Suite 1000, Washington, DC 20002, (202) 942-1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system is to assist FRTIB attorneys in 
providing legal advice to FRTIB personnel on a wide variety of legal 
issues; to collect the information of any individual who is, or will 
be, in litigation with the Agency, as well as the attorneys 
representing the plaintiff(s) or defendant(s), response to claims by 
employees, former employees, and other individuals; to assist in the 
settlement of claims against the government; to represent FRTIB during 
litigation; and to catalog, investigate, litigate, or otherwise resolve 
any case or matter handled by the Office of General Counsel.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who are participants, beneficiaries, and alternate 
payees of the Thrift Savings Plan; other individuals who are identified 
in connection with investigations and/or litigation conducted with 
regard to FERSA; individuals (including FRTIB employees) who are 
parties to or witnesses in civil litigation or administrative 
proceedings involving or concerning FRTIB or its officers or employees 
(including Special Governmental Employees); individuals who are the 
subject of a breach of personally identifiable information; individuals 
who are contractors or potential contractors with FRTIB or are 
otherwise personally associated with a contract or procurement matter; 
individuals who receive legal advice from the Office of General 
Counsel; and other individuals (including current, former, and 
potential FRTIB employees (including Special Governmental Employees), 
contractors, interns, externs, and volunteers) who are the subject of 
or are otherwise connected to an inquiry, investigation, or other 
matter handled by the Office of General Counsel.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Notes, reports, legal opinions and memoranda; settlements; 
agreements; documentary evidence; claims and records regarding 
discrimination; correspondence; contracts; contract proposals and other 
procurement documents; TSP documents; participant, beneficiary, and 
alternate payee files; initial and final FRTIB determinations of FERSA 
matters; Freedom of Information Act and Privacy Act requests and 
appeals, and decisions of those requests and appeals; drafts and legal 
reviews of proposed personnel actions; personnel records; litigation 
files; employee relations files; witness statements; summonses and 
subpoenas; affidavits; court transcripts; discovery requests and 
responses; and breach reports and supporting documents.

RECORD SOURCE CATEGORIES:
    Subject individuals; TSP participants, beneficiaries, and alternate 
payees; federal government records; current, and former, and potential 
employees (including Special Government Employees); contractors; 
interns, externs, and volunteers; the Social Security Administration; 
court records; articles from publications; and other organizations or 
individuals with relevant knowledge or information.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Clearance Processing: A record from this system of 
records may be disclosed to an appropriate federal, state, local, 
tribal, foreign, or international agency, if the information is 
relevant and necessary to a requesting agency's decision concerning the 
hiring or retention of an individual, or issuance of a security 
clearance, background investigation, license, contract, grant, or other 
benefit, or if the information is relevant and necessary to a FRTIB 
decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the reporting of an investigation of 
an employee, the letting of a contract, or the issuance of a license, 
grant or other benefit and when disclosure is appropriate to the proper 
performance of the official duties of the person making the request.
    3. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    4. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    5. Routine Use--Debt Collection: A record from this system of 
records may be disclosed to the Department of Justice, the Department 
of Treasury, or to a consumer reporting agency for collection action on 
any delinquent debt, pursuant to 5 U.S.C. 552a(b)(12).
    6. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    7. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    8. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    9. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal,

[[Page 43668]]

state, tribal, local, or foreign government agency or organization, or 
international organization, lawfully engaged in collecting law 
enforcement intelligence information, whether civil or criminal, or 
charged with investigating, prosecuting, enforcing or implementing 
civil or criminal laws, related rules, regulations or orders, to enable 
these entities to carry out their law enforcement responsibilities, 
including the collection of law enforcement intelligence.
    10. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    11. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    12. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    13. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    14. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    15. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    16. Routine Use--Collection of Debts, General: Names, addresses, 
telephone numbers, and email addresses of employees, former employees, 
participants, beneficiaries, alternate payees, and information 
pertaining to debts to the FRTIB may be disclosed to the Department of 
Treasury, Department of Justice, a credit agency, and a debt collection 
firm to collect the debt. Disclosure to a debt collection firm shall be 
made only under a contract that binds any such contractor or employee 
of such contractor to the criminal penalties of the Privacy Act.
    17. Routine Use--General Investigations, Third Parties: Information 
may be provided to third parties during the course of an investigation 
to the extent necessary to obtain information pertinent to the 
investigation.
    18. Routine Use--International Treaties or Conventions: A record 
relating to a case or matter may be disseminated to a foreign country 
pursuant to an international treaty or convention entered into and 
ratified by the United States or to an executive agreement.
    19. Routine Use--Foreign Country, Civil or Criminal Proceedings: A 
record may be disseminated to a foreign country, through the United 
States Department of State or directly to the representative of such 
country, to the extent necessary, to assist such country in civil or 
criminal proceedings in which the United States or one of its officers 
or agents has an interest.
    20. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    21. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Information from this system of records may be disclosed to a 
consumer reporting agency in accordance with 31 U.S.C. 3711(e).

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained electronically in computer databases, 
including cloud-based services, and on paper in secure facilities in a 
locked drawer behind a secured-access door.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by the name of the individual on whom they 
are maintained, and may also be retrieved by case number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are maintained in accordance with the General Records 
Retention Schedules issued by the National Archives and Records 
Administration (NARA) or an FRTIB records disposition schedule.

[[Page 43669]]

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 1000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    Pursuant to 5 U.S.C. 552a(k)(2), records from this system are 
exempt from the requirements of subsections (c)(3); (d); (e)(1); 
(e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a, provided, however, that 
if any individual is denied any right, privilege, or benefit that he or 
she would otherwise be entitled to by Federal law, or for which he or 
she would otherwise be eligible, as a result of the maintenance of 
these records, such material shall be provided to the individual, 
except to the extent that the disclosure of the material would reveal 
the identity of a source who furnished information to the Government 
with an express promise that the identity of the source would be held 
in confidence.

HISTORY:
    80 FR 43428 (July 22, 2015).

SYSTEM NAME AND NUMBER:
    FRTIB-15, Internal Investigations of Harassment and Hostile Work 
Environment Allegations.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be maintained at an additional location for Business Continuity 
Purposes.

SYSTEM MANAGER(S):
    Human Resources Officer, Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002, (202) 942-
1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; 42 U.S.C. 2000e et seq.; and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    This system of records is maintained for the purpose of upholding 
FRTIB's policy to provide for a work environment free from all forms of 
harassment, including sexual harassment, and harassment on the basis of 
race, color, gender, national origin, religion, sexual orientation, 
age, genetic information, reprisal, parental status, or disability.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current or former FRTIB employees (including Special Government 
Employees), contractors, interns, externs, and volunteers who have 
filed a complaint or report of harassment or hostile work environment, 
or have been accused of harassing conduct; and witnesses or potential 
witnesses.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Current or former FRTIB employees (including Special Government 
Employees), contractors, interns, externs, and volunteers who have 
filed a complaint or report of harassment or hostile work environment, 
or have been accused of harassing conduct; and witnesses or potential 
witnesses.

RECORD SOURCE CATEGORIES:
    Subject individuals; supervisors and other FRTIB employees with 
knowledge; agency EEO and human resources specialists; employee 
relations staff; FRTIB attorneys; outside counsel retained by subject 
individuals; and medical professionals.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Clearance Processing: A record from this system of 
records may be disclosed to an appropriate federal, state, local, 
tribal, foreign, or international agency, if the information is 
relevant and necessary to a requesting agency's decision concerning the 
hiring or retention of an individual, or issuance of a security 
clearance, background investigation, license, contract, grant, or other 
benefit, or if the information is relevant and necessary to a FRTIB 
decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the reporting of an investigation of 
an employee, the letting of a contract, or the issuance of a license, 
grant or other benefit and when disclosure is appropriate to the proper 
performance of the official duties of the person making the request.
    3. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    4. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on

[[Page 43670]]

disclosure as are applicable to FRTIB officers and employees.
    5. Routine Use--Debt Collection: A record from this system of 
records may be disclosed to the Department of Justice, the Department 
of Treasury, or to a consumer reporting agency for collection action on 
any delinquent debt, pursuant to 5 U.S.C. 552a(b)(12).
    6. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    7. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    8. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    9. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    10. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    11. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    12. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    13. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    14. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    15. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    16. Routine Use--Complainant, Witnesses: Disclosure of information 
from this system of records about an investigation that may have been 
conducted may be made to the complaining party; the alleged harasser; 
and to a limited number of witnesses when the purpose of the disclosure 
is both relevant and necessary and is compatible with the purpose for 
which the information was collected.
    17. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    18. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained electronically in computer databases, 
including cloud-based services, and on paper in secure facilities in a 
locked drawer behind a secured-access door.

[[Page 43671]]

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by the name of the individual on whom they 
are maintained, and may also be retrieved by case number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are maintained in accordance with the General Records 
Retention Schedules issued by the National Archives and Records 
Administration (NARA) or an FRTIB records disposition schedule.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 1000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    Pursuant to 5 U.S.C. 552a(k)(2), records in this system are exempt 
from the requirements of subsections (c)(3); (d); (e)(1); (e)(4)(G), 
(H), (I); and (f) of 5 U.S.C. 552a, provided, however, that if any 
individual is denied any right, privilege, or benefit that he or she 
would otherwise be entitled to by Federal law, or for which he or she 
would otherwise be eligible, as a result of the maintenance of these 
records, such material shall be provided to the individual, except to 
the extent that the disclosure of the material would reveal the 
identity of a source who furnished information to the Government with 
an express promise that the identity of the source would be held in 
confidence.

HISTORY:
    80 FR 43428 (July 22, 2015).

SYSTEM NAME AND NUMBER:
    FRTIB-16, Congressional Correspondence Files.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be maintained at an additional location for Business Continuity 
Purposes.

SYSTEM MANAGER(S):
    Director, Office of External Affairs, Federal Retirement Thrift 
Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002, 
(202) 942-1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; 5 U.S.C. 301; and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    This system of records is maintained to catalog and respond to 
correspondence received from congressional offices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who submit inquiries, complaints, comments, or other 
correspondence to FRTIB, and the responding party on behalf of FRTIB.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Categories of records in this system include, but are not limited 
to the following information about individuals who have corresponded 
with FRTIB: Name; dates of birth; Social Security numbers; TSP account 
numbers; home and business address; email address; personal and 
business telephone numbers; who the correspondence is about; incoming 
correspondence; FRTIB's response; the FRTIB responder's name and 
business information; additional unsolicited personal information 
provided by the individual; and other related materials.

RECORD SOURCE CATEGORIES:
    Information used to compile records in this system is taken from 
incoming correspondence and FRTIB responses to incoming correspondence 
from congressional offices.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    3. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    4. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a

[[Page 43672]]

former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    5. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    6. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    7. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    8. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    9. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    10. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    11. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    12. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    13. Routine Use--Referral of Correspondence: A record from this 
system of records may be disclosed to another Federal agency to refer 
correspondence or refer to correspondence, given the nature of the 
issue.
    14. Routine Use--News Media and Public, Public Interest: 
Information in this system of records may be disclosed to the news 
media and the public, with the approval of the Senior Agency Official 
for Privacy, in consultation with counsel, when there exists a 
legitimate public interest in the disclosure of the information; when 
disclosure is necessary to preserve confidence in the integrity of 
FRTIB; or when it is necessary to demonstrate the accountability of 
FRTIB's officers, employees, or individuals covered by this system, 
except to the extent it is determined that the release of the specific 
information in the context of a particular case would constitute an 
unwarranted invasion of personal privacy.
    15. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    16. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases, all of which are stored in a secure location.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records may be retrieved by individual name; the name of the Member 
of Congress requesting a response; and the date of the correspondence.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are maintained in accordance with the General Records 
Retention Schedules issued by the National Archives and Records 
Administration (NARA) or an FRTIB records disposition schedule.

[[Page 43673]]

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 1000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    81 FR 7106 (Feb. 10, 2016).

SYSTEM NAME AND NUMBER:
    FRTIB-17, Telework and Alternative Work Schedule Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be maintained at an additional location for Business Continuity 
Purposes.

SYSTEM MANAGER(S):
    Human Resources Officer, Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002, (202) 942-
1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; 5 U.S.C. 301; 5 U.S.C. 6120; and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system of records is to collect and maintain 
records on prospective, current, and former FRTIB employees who have 
participated in, presently participate in, or have sought to 
participate in FRTIB's Telework Program.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Prospective, current, and former FRTIB employees who have been 
granted or denied authorization to participate in FRTIB's Telework 
Program to work at an alternative worksite apart from their official 
FRTIB duty station.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, position title, grade level, job series, and office name; 
official FRTIB duty station address and telephone number; alternative 
worksite address and telephone number(s); date telework agreement 
received and approved/denied; telework request and approval form; 
telework agreement; self-certification home safety checklist, and 
supervisor-employee checklist; type of telework requested (e.g., 
situational or core); regular work schedule; telework schedule; 
approvals/disapprovals; description and list of government-owned 
equipment and software provided to the teleworker; mass transit 
benefits received through FRTIB's mass transit subsidy program; parking 
subsidies received through FRTIB's subsidized parking program; and any 
other miscellaneous documents supporting telework.

RECORD SOURCE CATEGORIES:
    Subject individuals; subject individuals' supervisors.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    3. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    4. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    5. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    6. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting

[[Page 43674]]

the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, license, or treaty where FRTIB determines that the 
information would assist in the enforcement of civil or criminal laws.
    7. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    8. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    9. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    10. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    11. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    12. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    13. Routine Use--Medical Professionals: A record from this system 
may be disclosed to medical professionals to obtain information about 
an employee's medical background necessary to grant or deny approval of 
medical telework.
    14. Routine Use--Emergency Preparedness: A record from this system 
may be disclosed to federal, state, or local governments during actual 
emergencies, exercises, or Business Continuity Purpose tests for 
emergency preparedness and disaster recovery training exercises.
    15. Routine Use--Report of Injury, Department of Labor: A record 
from this system may be disclosed to the Department of Labor when an 
employee is injured when working at home while in the performance of 
normal duties.
    16. Routine Use--Telework Survey, Office of Personnel Management: A 
record from this system may be disclosed to the Office of Personnel 
Management (OPM) for use in its Telework Survey to provide consolidated 
data on participation in FRTIB's Telework Program.
    17. Routine Use--Third-Parties, Mediation/Alternative Dispute 
Resolution: A record from this system of records may be disclosed to 
appropriate third-parties contracted by FRTIB to facilitate mediation 
or other alternate dispute resolution procedures or programs.
    18. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    19. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases, all of which are stored in a secure location.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by any one or more of the following: Employee 
name; and the office in which the employee works, will work, or 
previously worked.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are maintained in accordance with the General Records 
Retention Schedule 1, item 42, issued by the National Archives and 
Records Administration (NARA).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords

[[Page 43675]]

set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 1000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    81 FR 7106 (Feb. 10, 2016).

SYSTEM NAME AND NUMBER:
    FRTIB-18, Reasonable Accommodation Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be maintained at an additional location for Business Continuity 
Purposes.

SYSTEM MANAGER(S):
    Human Resources Officer, Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002, (202) 942-
1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; 5 U.S.C. 301; 42 U.S.C. 12101 et seq.; 44 U.S.C. 
3101; E.O. 13164; and E.O. 13548.

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system is to: (1) Allow FRTIB to collect and 
maintain records on prospective, current, and former employees with 
disabilities who request or receive a reasonable accommodation by 
FRTIB; (2) to track and report the processing of requests for FRTIB-
wide reasonable accommodations to comply with applicable laws and 
regulations; and (3) to preserve and maintain the confidentiality of 
medical information submitted by or on behalf of applicants or 
employees requesting a reasonable accommodation.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Prospective, current, and former FRTIB employees who request and/or 
receive a reasonable accommodation for a disability; and authorized 
individuals or representatives (e.g., family members or attorneys) who 
file a request for a reasonable accommodation on behalf of a 
prospective, current, or former employee.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name and employment information of employees needing an 
accommodation; requestor's name and contact information (if different 
than the employee who needs an accommodation); date request was 
initiated; information concerning the nature of the disability and the 
need for accommodation, including appropriate medical documentation; 
details of the accommodation request, such as: Type of accommodation 
requested, how the requested accommodation would assist in job 
performance, the sources of technical assistance consulted in trying to 
identify alternative reasonable accommodation, any additional 
information provided by the requestor related to the processing of the 
request, and whether the request was approved or denied, and whether 
the accommodation was approved for a trial period; and notification(s) 
to the employee and his/her supervisor(s) regarding the accommodation.

RECORD SOURCE CATEGORIES:
    Subject individuals; subject individuals' supervisors.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act requirements 
and limitations on disclosure as are applicable to FRTIB officers and 
employees.
    2. Routine Use--Clearance Processing: A record from this system of 
records may be disclosed to an appropriate federal, state, local, 
tribal, foreign, or international agency, if the information is 
relevant and necessary to a requesting agency's decision concerning the 
hiring or retention of an individual, or issuance of a security 
clearance, background investigation, license, contract, grant, or other 
benefit, or if the information is relevant and necessary to a FRTIB 
decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the reporting of an investigation of 
an employee, the letting of a contract, or the issuance of a license, 
grant or other benefit and when disclosure is appropriate to the proper 
performance of the official duties of the person making the request.
    3. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    4. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    5. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.

[[Page 43676]]

    6. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    7. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    8. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    9. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    10. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    11. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    12. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    13. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    14. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    15. Routine Use--Medical Professionals, Reasonable Accommodation 
Documentation: A record from this system of records may be disclosed to 
physicians or other medical professionals to provide them with or 
obtain from them the necessary medical documentation and/or 
certification for reasonable accommodations.
    16. Routine Use--Federal Agencies, Equal Employment and Reasonable 
Accommodation Issues: A record from this system of records may be 
disclosed to another federal agency or commission with responsibility 
for labor or employment relations or other issues, including equal 
employment opportunity and reasonable accommodation issues, when that 
agency or commission has jurisdiction over reasonable accommodation 
issues.
    17. Routine Use--Federal Agencies, Reasonable Accommodation 
Requirements: A record from this system of records may be disclosed to 
the Department of Labor (DOL), Office of Personnel Management (OPM), 
Equal Employment Opportunity Commission (EEOC), or Office of Special 
Counsel (OSC) to obtain advice regarding statutory, regulatory, policy, 
and other requirements related to reasonable accommodation.
    18. Routine Use--Mediation/Alternative Dispute Resolution: A record 
from this system of records may be disclosed to appropriate third-
parties contracted by the Agency to facilitate mediation or other 
alternative dispute resolution procedures or programs.
    19. Routine Use--Department of Defense, Procurement of Assistive 
Technologies: A record from this system of records may be disclosed to 
the Department of Defense (DOD) for the purpose of procuring assistive 
technologies and services through the Computer/Electronic Accommodation 
Program in response to a request for reasonable accommodation.
    20. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    21. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2)

[[Page 43677]]

preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases, all of which are stored in a secure location.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by any one or more of the following: Employee 
name or assigned case number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are maintained in accordance with the General Records 
Retention Schedule 1, item 24, issued by the National Archives and 
Records Administration (NARA).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 1000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    81 FR 7106 (Feb. 10, 2016).

SYSTEM NAME AND NUMBER:
    FRTIB-19, Freedom of Information Act Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Records are maintained at the Federal Retirement Thrift Investment 
Board, 77 K Street NE, Suite 1000, Washington, DC 20002. Records may 
also be maintained at an additional location for Business Continuity 
Purposes.

SYSTEM MANAGER(S):
    Chief FOIA Officer, Retirement Thrift Investment Board, 77 K Street 
NE, Suite 1000, Washington, DC 20002, (202) 942-1600.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 8474; 5 U.S.C. 552; and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    The purpose of this system is to support the processing of record 
access requests made pursuant to the Freedom of Information Act (FOIA), 
whether FRTIB receives such requests directly from the requestor or via 
referral from another agency. In addition, this system is used to 
support litigation arising from such requests and appeals, and to 
assist FRTIB in carrying out any other responsibilities under the FOIA.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system of records covers all individuals who submit requests 
pursuant to the FOIA; individuals whose requests and/or records have 
been referred to FRTIB by other agencies; attorneys or other persons 
representing individuals submitting such requests and appeals; 
individuals who are the subjects of such requests and appeals; 
individuals who file litigation based on their requests; Department of 
Justice (DOJ) and other government litigators; and/or FRTIB employees 
assigned to handle such requests or appeals.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system include, but are not limited to: (1) Records 
received, created, or compiled in processing FOIA requests or appeals, 
including original requests and appeals, intra- or inter-agency 
memoranda, referrals, correspondence notes, fee schedules, assessments, 
cost calculations, and other documentation related to the referral and/
or processing of the FOIA request or appeal, correspondence with the 
individuals or entities that submitted the requests, and copies of 
requested records; (2) the type of information in the records may 
include requestors' and their attorneys' or representatives' contact 
information, the contact information of FRTIB employees, the name of 
the individual subject of the request or appeal, fee determinations, 
unique case identifier, and other identifiers provided by a requestor 
about him or herself or about the individual whose records are 
requested.

RECORD SOURCE CATEGORIES:
    Records are obtained from those individuals who submit requests and 
administrative appeals pursuant to the FOIA or who file litigation 
regarding such requests and appeals; the agency record keeping systems 
searched in the process of responding to such requests and appeals; 
FRTIB employees assigned to handle such requests, appeals, and/or 
litigation; other agencies or entities that have referred to FRTIB 
requests concerning FRTIB records, or that have consulted with FRTIB 
regarding handling of particular requests; and submitters or subjects 
of records or information that have provided assistance to FRTIB in 
making access or amendment determinations.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information about covered individuals may be disclosed without 
consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:
    1. Routine Use--Audit: A record from this system of records may be 
disclosed to an agency, organization, or individual for the purpose of 
performing an audit or oversight operations as authorized by law, but 
only such information as is necessary and relevant to such audit or 
oversight function when necessary to accomplish an agency function 
related to this system of records. Individuals provided information 
under this routine use are subject to the same Privacy Act

[[Page 43678]]

requirements and limitations on disclosure as are applicable to FRTIB 
officers and employees.
    2. Routine Use--Clearance Processing: A record from this system of 
records may be disclosed to an appropriate federal, state, local, 
tribal, foreign, or international agency, if the information is 
relevant and necessary to a requesting agency's decision concerning the 
hiring or retention of an individual, or issuance of a security 
clearance, background investigation, license, contract, grant, or other 
benefit, or if the information is relevant and necessary to a FRTIB 
decision concerning the hiring or retention of an employee, the 
issuance of a security clearance, the reporting of an investigation of 
an employee, the letting of a contract, or the issuance of a license, 
grant or other benefit and when disclosure is appropriate to the proper 
performance of the official duties of the person making the request.
    3. Routine Use--Congressional Inquiries: A record from this system 
of records may be disclosed to a Congressional office from the record 
of an individual in response to an inquiry from that Congressional 
office made at the request of the individual to whom the record 
pertains.
    4. Routine Use--Contractors, et al.: A record from this system of 
records may be disclosed to contractors, grantees, experts, 
consultants, the agents thereof, and others performing or working on a 
contract, service, grant, cooperative agreement, or other assignment 
for FRTIB, when necessary to accomplish an agency function related to 
this system of records. Individuals provided information under this 
routine use are subject to the same Privacy Act requirements and 
limitations on disclosure as are applicable to FRTIB officers and 
employees.
    5. Routine Use--Former Employees: A record from this system of 
records may be disclosed to a former employee of the FRTIB, in 
accordance with applicable regulations, for purposes of responding to 
an official inquiry by a federal, state, or local government entity or 
professional licensing authority; or facilitating communications with a 
former employee that may be necessary for personnel-related or other 
official purposes where the FRTIB requires information or consultation 
assistance from the former employee regarding a matter within that 
person's former area of responsibility.
    6. Routine Use--Investigations, Third Parties: A record from this 
system of records may be disclosed to third parties during the course 
of a law enforcement investigation to the extent necessary to obtain 
information pertinent to the investigation, provided disclosure is 
appropriate to the proper performance of the official duties of the 
third party officer making the disclosure.
    7. Routine Use--Investigations, Other Agencies: A record from this 
system of records may be disclosed to appropriate federal, state, 
local, tribal, or foreign government agencies or multilateral 
governmental organizations for the purpose of investigating or 
prosecuting the violations of, or for enforcing or implementing, a 
statute, rule, regulation, order, license, or treaty where FRTIB 
determines that the information would assist in the enforcement of 
civil or criminal laws.
    8. Routine Use--Law Enforcement Intelligence: A record from this 
system of records may be disclosed to a federal, state, tribal, local, 
or foreign government agency or organization, or international 
organization, lawfully engaged in collecting law enforcement 
intelligence information, whether civil or criminal, or charged with 
investigating, prosecuting, enforcing or implementing civil or criminal 
laws, related rules, regulations or orders, to enable these entities to 
carry out their law enforcement responsibilities, including the 
collection of law enforcement intelligence.
    9. Routine Use--Law Enforcement Referrals: A record from this 
system of records may be disclosed to an appropriate federal, state, 
tribal, local, international, or foreign agency or other appropriate 
authority charged with investigating or prosecuting a violation or 
enforcing or implementing a law, rule, regulation, or order, where a 
record, either on its face or in conjunction with other information, 
indicates a violation or potential violation of law, which includes 
criminal, civil, or regulatory violations and such disclosure is proper 
and consistent with the official duties of the person making the 
disclosure.
    10. Routine Use--Litigation, DOJ or Outside Counsel: A record from 
this system of records may be disclosed to the Department of Justice, 
FRTIB's outside counsel, other federal agency conducting litigation or 
in proceedings before any court, adjudicative or administrative body, 
when: (1) FRTIB, or (b) any employee of FRTIB in his or her official 
capacity, or (c) any employee of FRTIB in his or her individual 
capacity where DOJ or FRTIB has agreed to represent the employee, or 
(d) the United States or any agency thereof, is a party to the 
litigation or has an interest in such litigation, and FRTIB determines 
that the records are both relevant and necessary to the litigation and 
the use of such records is compatible with the purpose for which FRTIB 
collected the records.
    11. Routine Use--Litigation, Opposing Counsel: A record from this 
system of records may be disclosed to a court, magistrate, or 
administrative tribunal in the course of presenting evidence, including 
disclosures to opposing counsel or witnesses in the course of civil 
discovery, litigation, or settlement negotiations or in connection with 
criminal law proceedings or in response to a subpoena.
    12. Routine Use--NARA/Records Management: A record from this system 
of records may be disclosed to the National Archives and Records 
Administration (NARA) or other federal government agencies pursuant to 
the Federal Records Act.
    13. Routine Use--Redress: A record from this system of records may 
be disclosed to a federal, state, tribal, local, international, or 
foreign government agency or entity for the purpose of consulting with 
that agency or entity: (1) To assist in making a determination 
regarding redress for an individual in connection with the operations 
of a FRTIB program; (2) for the purpose of verifying the identity of an 
individual seeking redress in connection with the operations of a FRTIB 
program; or (3) for the purpose of verifying the accuracy of 
information submitted by an individual who has requested such redress 
on behalf of another individual.
    14. Routine Use--Security Threat: A record from this system of 
records may be disclosed to federal and foreign government intelligence 
or counterterrorism agencies when FRTIB reasonably believes there to be 
a threat or potential threat to national or international security for 
which the information may be useful in countering the threat or 
potential threat, when FRTIB reasonably believes such use is to assist 
in anti-terrorism efforts, and disclosure is appropriate to the proper 
performance of the official duties of the person making the disclosure.
    15. Routine Uses--Federal Agencies, FOIA Processing: A record from 
this system of records may be disclosed to a federal agency or other 
federal entity that furnished the record or information for the purpose 
of permitting that agency or entity to make a decision regarding access 
to or correction of the record or information, or to a federal agency 
or entity for purposes of providing guidance or advice regarding the 
handling of a particular request.
    16. Routine Uses--Department of Justice, Advice: A record from this 
system of records may be disclosed to the Department of Justice (DOJ) 
to

[[Page 43679]]

obtain advice regarding statutory and other requirements under the 
FOIA.
    17. Routine Use--OGIS, FOIA Responsibilities: A record from this 
system of records may be disclosed to the National Archives and Records 
Administration, Office of Government Information Services (OGIS), to 
the extent necessary to fulfill its responsibilities in 5 U.S.C. 552(h) 
to review administrative agency policies, procedures, and compliance 
with the FOIA, and to facilitate OGIS's offering of mediation services 
to resolve disputes between persons making FOIA requests and 
administrative agencies.
    18. Routine Use--Breach Mitigation and Notification: A record from 
this system may be disclosed to appropriate agencies, entities, and 
persons when (1) FRTIB suspects or has confirmed that there has been a 
breach of the system of records, (2) FRTIB has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, FRTIB (including its information systems, programs, and 
operations), the Federal Government, or national security; and (3) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with FRTIB's efforts to respond to 
the suspected or confirmed breach or to prevent, minimize, or remedy 
such harm.
    19. Routine Use--Response to Breach of Other Records: A record from 
this system may be disclosed to another Federal agency or Federal 
entity, when FRTIB determines that information from this system of 
records is reasonably necessary to assist the recipient agency or 
entity in (1) responding to a suspected or confirmed breach or (2) 
preventing, minimizing, or remedying the risk of harm to individuals, 
the recipient agency or entity (including its information systems, 
programs, and operations), the Federal Government, or national 
security, resulting from a suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and electronic form, including on 
computer databases, all of which are stored in a secure location.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by any one or more of the following: The name 
of the requestor; the number assigned to the request or appeal; and in 
some instances, the name of the attorney representing the requestor or 
appellant, and/or the name of an individual who is the subject of such 
a request or appeal.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retained and disposed of in accordance with the General 
Records Schedule 4.2, item 020, issued by the National Archives and 
Records Administration (NARA).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    FRTIB has adopted appropriate administrative, technical, and 
physical controls in accordance with FRTIB's security program to 
protect the security, confidentiality, availability, and integrity of 
the information, and to ensure that records are not disclosed to or 
accessed by unauthorized individuals.
    Paper records are stored in locked file cabinets in areas of 
restricted access that are locked after office hours. Electronic 
records are stored on computer networks and protected by assigning 
usernames to individuals needing access to the records and by passwords 
set by unauthorized users that must be changed periodically.

RECORD ACCESS PROCEDURES:
    Individuals seeking to determine whether this system of records 
contains information about themselves should submit a written request 
to the FOIA Officer, FRTIB, 77 K Street NE, Suite 1000, Washington, DC 
20002, and include the following information:
    a. Full name;
    b. Any available information regarding the type of record involved;
    c. The address to which the record information should be sent; and
    d. You must sign your request.
    Attorneys or other persons acting on behalf of an individual must 
provide written authorization from that individual, such as a Power of 
Attorney, in order for the representative to act on their behalf. 
Individuals requesting access must also comply with FRTIB's Privacy Act 
regulations regarding verification of identity and access to such 
records, available at 5 CFR part 1630.

CONTESTING RECORD PROCEDURES:
    See Record Access Procedures above.

NOTIFICATION PROCEDURES:
    See Record Access Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    81 FR 7106 (Feb. 10, 2016).

[FR Doc. 2020-15468 Filed 7-16-20; 8:45 am]
BILLING CODE 6760-01-P