Privacy Act of 1974; System of Records, 45288-45291 [2020-16143]

Download as PDF 45288 Federal Register / Vol. 85, No. 144 / Monday, July 27, 2020 / Notices on areas where communication, training or changes in operations might improve delivery of products or services. Solicitation of Public Comments SBA is requesting comments on (a) Whether the collection of information is necessary for the agency to properly perform its functions; (b) whether the burden estimates are accurate; (c) whether there are ways to minimize the burden, including through the use of automated techniques or other forms of information technology; and (d) whether there are ways to enhance the quality, utility, and clarity of the information. Summary of Information Collection (1) Title: Generic Clearance for the Collection of Qualitative and Quantitative Feedback on Agency Service Delivery.’’ Description of Respondents: Program participants and stakeholders. Form Number: N/A. Total Estimated Annual Responses: 500,000. Total Estimated Annual Hour Burden: 70,000. Curtis Rich, Management Analyst. [FR Doc. 2020–16237 Filed 7–24–20; 8:45 am] BILLING CODE 8026–03–P SMALL BUSINESS ADMINISTRATION [Disaster Declaration # 16555 and # 16556; Ohio Disaster Number OH–00079] Administrative Declaration of a Disaster for the State of Ohio U.S. Small Business Administration. ACTION: Notice. AGENCY: This is a notice of an Administrative declaration of a disaster for the State of Ohio dated 07/20/2020. Incident: Severe Storms and Flooding. Incident Period: 05/18/2020 through 05/19/2020. DATES: Issued on 07/20/2020. Physical Loan Application Deadline Date: 09/18/2020. Economic Injury (EIDL) Loan Application Deadline Date: 04/20/2021. ADDRESSES: Submit completed loan applications to: U.S. Small Business Administration, Processing and Disbursement Center, 14925 Kingsport Road, Fort Worth, TX 76155. FOR FURTHER INFORMATION CONTACT: A. Escobar, Office of Disaster Assistance, U.S. Small Business Administration, 409 3rd Street SW, Suite 6050, Washington, DC 20416, (202) 205–6734. SUPPLEMENTARY INFORMATION: Notice is hereby given that as a result of the jbell on DSKJLSW7X2PROD with NOTICES SUMMARY: VerDate Sep<11>2014 19:31 Jul 24, 2020 Jkt 250001 details of the modified system as set forth under the caption, SUPPLEMENTARY INFORMATION. DATES: The system of records notice (SORN) is applicable upon its publication in today’s Federal Register, with the exception of the routine uses, which are effective August 26, 2020. We invite public comment on the routine uses or other aspects of this SORN. In accordance with 5 U.S.C. 552a(e)(4) and (e)(11), the public is given a 30-day period in which to submit comments. Percent Therefore, please submit any comments by August 26, 2020. For Physical Damage: ADDRESSES : The public, Office of Homeowners With Credit Available Elsewhere ...................... 2.500 Management and Budget (OMB), and Congress may comment on this Homeowners Without Credit Available Elsewhere .............. 1.250 publication by writing to the Executive Businesses With Credit AvailDirector, Office of Privacy and able Elsewhere ...................... 6.000 Disclosure, Office of the General Businesses Without Credit Counsel, SSA, Room G–401 West High Available Elsewhere .............. 3.000 Rise, 6401 Security Boulevard, Non-Profit Organizations With Baltimore, Maryland 21235–6401, or Credit Available Elsewhere ... 2.750 through the Federal e-Rulemaking Portal Non-Profit Organizations Withat http://www.regulations.gov, please out Credit Available Elsewhere ..................................... 2.750 reference docket number SSA–2015– 0056. All comments we receive will be For Economic Injury: Businesses & Small Agricultural available for public inspection at the Cooperatives Without Credit above address and we will post them to Available Elsewhere .............. 3.000 http://www.regulations.gov. Non-Profit Organizations WithFOR FURTHER INFORMATION CONTACT: out Credit Available Elsewhere ..................................... 2.750 Navdeep Sarai, Government Information Specialist, Privacy Implementation Division, Office of Privacy and The number assigned to this disaster Disclosure, Office of the General for physical damage is 16555 6 and for Counsel, SSA, Room G–401 West High economic injury is 16556 0. Rise, 6401 Security Boulevard, The State which received an EIDL Baltimore, Maryland 21235–6401, Declaration # is Ohio. telephone: (410) 966–5855, email: (Catalog of Federal Domestic Assistance Navdeep.Sarai@ssa.gov. Number 59008) SUPPLEMENTARY INFORMATION: We are Jovita Carranza, modifying the system manager section Administrator. to include contact information per OMB Circular A–108, Federal Agency [FR Doc. 2020–16187 Filed 7–24–20; 8:45 am] Responsibilities for Review, Reporting, BILLING CODE 8026–03–P and Publication under the Privacy Act. We are modifying the policies and practices for retention and disposal of SOCIAL SECURITY ADMINISTRATION records section to include the National [Docket No. SSA–2015–0056] Archives and Records Administration (NARA) General Records Schedule Privacy Act of 1974; System of (GRS) 2.3 Employee Relations Records, Records Item 041, Anti-Harassment Complaint Case Files. We are modifying the AGENCY: Deputy Commissioner of policies and practices for retrieval of Human Resources, Social Security records section to include the names of Administration (SSA). alleging victims, which could be SSA ACTION: Notice of a modified system of employees, contractors, volunteers or records. others performing services for the SUMMARY: In accordance with the agency as authorized by law, Privacy Act, we are issuing public Harassment Prevention Officers (HPO), notice of our intent to modify an or Deciding Management Officials existing system of records, the Anti(DMO). We are modifying the purpose(s) Harassment & Hostile Work of the system to clarify the scope of Environment Case Tracking and Records allegations covered by this system. We System (60–0380), last published on are revising routine use No. 4 and December 2, 2016. This notice publishes adding routine use No. 14, in Administrator’s disaster declaration, applications for disaster loans may be filed at the address listed above or other locally announced locations. The following areas have been determined to be adversely affected by the disaster: Primary Counties: Franklin Contiguous Counties: Ohio: Delaware, Fairfield, Licking, Madison, Pickaway, Union. The Interest Rates are: PO 00000 Frm 00130 Fmt 4703 Sfmt 4703 E:\FR\FM\27JYN1.SGM 27JYN1 Federal Register / Vol. 85, No. 144 / Monday, July 27, 2020 / Notices accordance with OMB Memorandum 17–12, Preparing for and Responding to a Breach of Personally Identifiable Information, which we previously published on November 11, 2018 at 83 FR 54969. Lastly, we are modifying this notice throughout to correct miscellaneous stylistic formatting and typographical errors of the previously published notice, and to ensure the language reads consistently across multiple systems. We are republishing the entire notice for ease of reference. In accordance with 5 U.S.C. 552a(r), we provided a report to OMB and Congress on this new system of records. Matthew Ramsey, Executive Director, Office of Privacy and Disclosure, Office of the General Counsel. SYSTEM NAME AND NUMBER: Anti-Harassment & Hostile Work Environment Case Tracking and Records System, 60–0380. SECURITY CLASSIFICATION: Unclassified. SYSTEM LOCATION: Social Security Administration, Deputy Commissioner of Human Resources, Office of Labor Management and Employee Relations, 6401 Security Boulevard, Baltimore, MD 21235. SYSTEM MANAGER(S): Social Security Administration, Deputy Commissioner of Human Resources, Office of Labor Management and Employee Relations, 6401 Security Boulevard, Baltimore, MD 21235, 410– 965–5855. jbell on DSKJLSW7X2PROD with NOTICES AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Title VII of the Civil Rights Act of 1964, 42 U.S.C. 2000e, et seq.; Age Discrimination in Employment Act of 1967, 29 U.S.C. 621, et seq.; The Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. 12101, et seq.; The ADA Amendments Act of 2008; The Rehabilitation Act of 1973 (Section 501), 29 U.S.C. 791; The Notification and Federal Employee Antidiscrimination and Retaliation Act of 2002 (No FEAR Act), Public Law 107–174; Genetic Information Nondiscrimination Act of 2008 (GINA), Public Law 110–233; Executive Order 13087, Executive Order 13152, and further amendments to Executive Order 11478 and Executive Order 11246; and Equal Employment Opportunity Commission Enforcement Guidance: Vicarious Employer Liability for Unlawful Harassment by Supervisors, Notice 915.002, V.C.1 (June 18, 1999). VerDate Sep<11>2014 19:31 Jul 24, 2020 Jkt 250001 PURPOSE(S) OF THE SYSTEM: RECORD SOURCE CATEGORIES: SSA takes seriously its obligation to maintain a work environment free from discrimination, including harassment. Managers and employees are responsible for preventing harassment from occurring and stopping harassment before it becomes severe or pervasive. The agency takes seriously all allegations of workplace harassment, and conducts prompt, thorough, and impartial investigations into allegations of harassment. The Anti-Harassment System captures and houses information regarding allegations of workplace harassment filed by SSA employees, contractors, or volunteers and others performing services for the agency as authorized by law alleging harassment by another SSA employee and any investigation and/or response taken as a result of the allegation. The AntiHarassment System also captures and houses information regarding allegations of workplace harassment filed by SSA employees alleging harassment by SSA contractors, or volunteers and others performing services for the agency as authorized by law and any investigation and/or response taken as a result of the allegation. Other allegations between individuals covered by this system may be captured and housed on a case-bycase basis. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: SSA employees, contractors, or volunteers and others performing services for the agency as authorized by law who report allegations of workplace harassment to the Office of Civil Rights and Equal Opportunity (OCREO) or to management; SSA employees, contractors, or volunteers and others performing services for the agency as authorized by law against whom allegations of workplace harassment have been reported to OCREO or to management; and SSA HPOs, investigators, and DMOs who conduct program business or inquiries relative to reports of alleged workplace harassment. CATEGORIES OF RECORDS IN THE SYSTEM: This system maintains information collected or generated in response to an allegation of workplace harassment, which may include allegations of workplace harassment; information generated during fact-finding investigations; and other records related to the investigation, and/or response taken as a result of the allegation. PO 00000 Frm 00131 Fmt 4703 Sfmt 4703 45289 We obtain information in this system from alleged victims and harassers, witnesses, members of the public, law enforcement officers of other Federal agencies, and other individuals involved with the allegation. Some information, such as the alleged victim’s or harasser’s name, personal identification number (PIN), employee identification number, position, and job location is pre-populated in the system by using information contained in our Human Resource Operational Data Store system. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: We will disclose records pursuant to the following routine uses, however, we will not disclose any information defined as ‘‘return or return information’’ under 26 U.S.C. 6103 of the Internal Revenue Code, unless authorized by statute, the Internal Revenue Service (IRS), or IRS regulations. 1. To a congressional office in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or third party acting on the subject’s behalf. 2. To the Department of Justice (DOJ), a court or other tribunal, or another party before such court or tribunal, when: (a) SSA, or any component thereof; or (b) any SSA employee in his or her official capacity; or (c) any SSA employee in his or her individual capacity where DOJ (or SSA, where it is authorized to do so) has agreed to represent the employee; or (d) the United States or any agency thereof where SSA determines the litigation is likely to affect SSA or any of its components, is a party to the litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, a court or other tribunal, or another party before the tribunal is relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosures of the records to DOJ, court or other tribunal, or another party is a use of the information contained in the records that is compatible with the purpose for which the records were collected. 3. To the National Archives and Records Administration (NARA) under 44 U.S.C. 2904 and 2906. 4. To appropriate agencies, entities, and persons when: (a) SSA suspects or has confirmed that there has been a breach of the system of records; E:\FR\FM\27JYN1.SGM 27JYN1 jbell on DSKJLSW7X2PROD with NOTICES 45290 Federal Register / Vol. 85, No. 144 / Monday, July 27, 2020 / Notices (b) SSA has determined that as a result of the suspected or confirmed breach, there is a risk of harm to individuals, SSA (including its information systems, programs, and operations), the Federal Government, or national security; and (c) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connections with SSA’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm. 5. To the Office of the President in response to an inquiry from that office made on behalf of, and at the request of, the subject of the record or a third party acting on the subject’s behalf. 6. To contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We disclose information under this routine use only in situations in which SSA may enter into a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records. 7. To student volunteers, individuals working under a personal services contract, and other workers who technically do not have the status of Federal employees when they are performing work for SSA, as authorized by law, and they need access to personally identifiable information (PII) in SSA records in order to perform their assigned agency functions. 8. To any agency, person, or entity in the course of an investigation to the extent necessary to obtain information pertinent to the investigation. 9. To the alleged victim or harasser, or their representatives, the minimal information necessary to provide the status or the results of the investigation or case involving them. 10. To the Office of Personnel Management or the Merit Systems Protection Board (including the Office of Special Counsel) when information is requested in connection with appeals, special studies of the civil service and other merit systems, review of those agencies’ rules and regulations, investigation of alleged or possible prohibited personnel practices, and for such other functions of these agencies as may be authorized by law, e.g., 5 U.S.C. 1205 and 1206. 11. To the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, compliance by Federal agencies with VerDate Sep<11>2014 19:31 Jul 24, 2020 Jkt 250001 Uniformed Guidelines on Employee Selection Procedures, or other functions vested in the Commission. 12. To officials of labor organizations recognized under 5 U.S.C. chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting conditions of employment. 13. To Federal, State and local law enforcement agencies and private security contractors, as appropriate, information necessary: (a) To enable them to protect the safety of SSA employees and customers, the security of the SSA workplace, the operation of SSA facilities, or (b) to assist investigations or prosecutions with respect to activities that affect such safety and security or activities that disrupt the operations of SSA facilities. 14. To another Federal agency or Federal entity, when SSA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in: (a) Responding to a suspected or confirmed breach; or (b) 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: We will maintain records in this system in paper and electronic form. POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: We will retrieve records by the name of the alleging victim (which could be SSA employees, contractors, or volunteers and others performing services for the agency as authorized by law), the name of the alleged harasser, the name of the HPO, the name of the DMO, and unique case identifiers. POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS: In accordance with NARA rules codified at 36 CFR 1225.16, we maintain records in accordance with the approved NARA GRS 2.3 Employee Relations Records, Item 041 AntiHarassment Complaint Case Files. See https://www.archives.gov/files/recordsmgmt/grs/grs02-3.pdf. ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: We retain electronic and paper files with personal identifiers in secure PO 00000 Frm 00132 Fmt 4703 Sfmt 4703 storage areas accessible only by our authorized employees and contractors who have a need for the information when performing their official duties. Security measures include the use of codes and profiles, PIN and password, and personal identification verification cards. We further restrict the electronic records by the use of the PIN for only those employees who are authorized to access the system. We keep paper records in locked cabinets within secure areas, with access limited to only those employees who have an official need for access in order to perform their duties. We annually provide our employees and contractors with appropriate security awareness training that includes reminders about the need to protect PII and the criminal penalties that apply to unauthorized access to, or disclosure of, PII (e.g., 5 U.S.C. 552a(i)(1)). Furthermore, employees and contractors with access to databases maintaining PII must sign a sanctions document annually, acknowledging their accountability for inappropriately accessing or disclosing such information. RECORD ACCESS PROCEDURES: Individuals may submit requests for information about whether this system contains a record about them by submitting a written request to the system manager at the above address, which includes their name, Social Security number (SSN), or other information that may be in this system of records that will identify them. Individuals requesting notification of, or access to, a record by mail must include (1) a notarized statement to us to verify their identity or (2) must certify in the request that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. Individuals requesting notification of, or access to, records in person must provide their name, SSN, or other information that may be in this system of records that will identify them, as well as provide an identity document, preferably with a photograph, such as a driver’s license. Individuals lacking identification documents sufficient to establish their identity must certify in writing that they are the individual they claim to be and that they understand that the knowing and willful request for, or acquisition of, a record pertaining to another individual under false pretenses is a criminal offense. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45. E:\FR\FM\27JYN1.SGM 27JYN1 Federal Register / Vol. 85, No. 144 / Monday, July 27, 2020 / Notices CONTESTING RECORD PROCEDURES: NOTIFICATION PROCEDURES: Same as record access procedures. These procedures are in accordance with our regulations at 20 CFR 401.40 and 401.45. EXEMPTIONS PROMULGATED FOR THE SYSTEM: This system of records has been exempted from certain provisions of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). Rules have been promulgated in accordance with the requirements of 5 U.S.C. 553(b), (c), and (e) and have been published in the Federal Register (FR Doc. 2016–290335 Filed 12–1–16; 8:45 a.m.). HISTORY: [FR Doc. 2020–16143 Filed 7–24–20; 8:45 am] BILLING CODE 4191–02–P SOCIAL SECURITY ADMINISTRATION [Docket No. SSA–2019–0053] Privacy Act of 1974; Matching Program Social Security Administration (SSA). Notice of a New Matching Program. ACTION: In accordance with the provisions of the Privacy Act, as amended, this notice announces a new matching program with the Department of Veterans Affairs (VA), Veterans Benefits Administrarion (VBA). DATES: The deadline to submit comments on the proposed matching program is 30 days from the date of publication of this notice in the Federal Register. The matching program will be applicable on September 6, 2020, or once a minimum of 30 days after publication of this notice has elapsed, whichever is later. The matching program will be in effect for a period of 18 months. SUMMARY: jbell on DSKJLSW7X2PROD with NOTICES Matthew Ramsey, Executive Director, Office of Privacy and Disclosure, Office of the General Counsel. PARTICIPATING AGENCIES: 81 FR 87119, Anti-Harassment & Hostile Work Environment Case Tracking and Records System; 83 FR 54969, Anti-Harassment & Hostile Work Environment Case Tracking and Records System. AGENCY: Interested parties may comment on this notice by either telefaxing to (410) 966–0869, writing to Matthew Ramsey, Executive Director, Office of Privacy and Disclosure, Office of the General Counsel, Social Security Administration, G–401 WHR, 6401 Security Boulevard, Baltimore, MD 21235–6401, or emailing Matthew.Ramsey@ssa.gov. All comments received will be available for public inspection by contacting Mr. Ramsey at this street address. FOR FURTHER INFORMATION CONTACT: Interested parties may submit general questions about the matching program to Andrea Huseth, Division Director, Office of Privacy and Disclosure, Office of the General Counsel, Social Security Administration, G–401 WHR, 6401 Security Boulevard, Baltimore, MD 21235–6401, at telephone: (410) 966– 5855, or send an email to Andrea.Huseth@ssa.gov. SUPPLEMENTARY INFORMATION: None. ADDRESSES: Same as record access procedures. Individuals should also reasonably identify the record, specify the information they are contesting, and state the corrective action sought and the reason(s) for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate, or irrelevant. These procedures are in accordance with our regulations at 20 CFR 401.65(a). VerDate Sep<11>2014 19:31 Jul 24, 2020 Jkt 250001 45291 for Extra Help as part of the agency’s Medicare outreach efforts. CATEGORIES OF RECORDS: VA’s data file comes from compensation and pension payment data records. SSA matches VA data against Medicare Database (MDB) data. SSA will conduct the match using the Social Security number, name, date of birth, and VA claim number on both the VA file and the MDB. SYSTEM(S) OF RECORDS: VA will provide compensation and pension payment data from its Systes of Records (SOR) entitled ‘‘Compensation, Pension, Education, and Vocational Rehabilitation and Employment Records-VA’’ (58VA21/22/28), republished with updated name at 74 FR 14865 (April 1, 2009) and last amended at 77 FR 42593 (July 19, 2012). SSA will match the VA data with SSA SOR ‘‘Medicare Database File,’’ 60– 0321, last fully published at 71 FR 42159 (July 25, 2006) and amended at 72 FR 69723 (December 10, 2007) and 83 FR 54969 (November 1, 2018). [FR Doc. 2020–16144 Filed 7–24–20; 8:45 am] BILLING CODE 4191–02–P SSA and VA VBA. AUTHORITY FOR CONDUCTING THE MATCHING PROGRAM: DEPARTMENT OF STATE The legal authority for this computer matching are sections 1144(a)(1) and (b)(1), and 1860D–14(a)(3) of the Social Security Act (42 U.S.C. 1320b–14(a)(1) and (b)(1), 1395w–114(a)(3)). [Public Notice 11144] This matching program establishes the conditions under which the VA VBA will provide SSA with VA compensation and pension payment data. This disclosure will provide SSA with information necessary to verify an individual’s self-certification of eligibility for the Medicare Prescription Drug (Medicare Part D) subsidy (Extra Help). It will also enable SSA to identify individuals who may qualify for Extra Help as part of the agency’s Medicare outreach efforts. CATEGORIES OF INDIVIDUALS: The individuals whose information is involved in this matching program are those who are recorded in VA compensation and pension payment records and are matched with data in SSA’s Medicare Database system of records. Such individuals have selfcertified eligibility to SSA for the Medicare Prescription Drug (Medicare Part D) subsidy (Extra Help). In addition, SSA will use the information to identify individuals who may quality Frm 00133 Notice of request for public comment and submission to OMB of proposed collection of information. ACTION: PURPOSE(S): PO 00000 30-Day Notice of Proposed Information Collection: Affidavit Regarding a Change of Name Fmt 4703 Sfmt 4703 The Department of State has submitted the information collection described below to the Office of Management and Budget (OMB) for approval. In accordance with the Paperwork Reduction Act of 1995 we are requesting comments on this collection from all interested individuals and organizations. The purpose of this Notice is to allow 30 days for public comment. DATES: Submit comments up to August 26, 2020. ADDRESSES: Written comments and recommendations for the proposed information collection should be sent within 30 days of publication of this notice to www.reginfo.gov/public/do/ PRAMain. Find this particular information collection by selecting ‘‘Currently under 30-day Review—Open for Public Comments’’ or by using the search function. SUPPLEMENTARY INFORMATION: SUMMARY: E:\FR\FM\27JYN1.SGM 27JYN1

Agencies

[Federal Register Volume 85, Number 144 (Monday, July 27, 2020)]
[Notices]
[Pages 45288-45291]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-16143]


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SOCIAL SECURITY ADMINISTRATION

[Docket No. SSA-2015-0056]


Privacy Act of 1974; System of Records

AGENCY: Deputy Commissioner of Human Resources, Social Security 
Administration (SSA).

ACTION: Notice of a modified system of records.

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

SUMMARY: In accordance with the Privacy Act, we are issuing public 
notice of our intent to modify an existing system of records, the Anti-
Harassment & Hostile Work Environment Case Tracking and Records System 
(60-0380), last published on December 2, 2016. This notice publishes 
details of the modified system as set forth under the caption, 
SUPPLEMENTARY INFORMATION.

DATES: The system of records notice (SORN) is applicable upon its 
publication in today's Federal Register, with the exception of the 
routine uses, which are effective August 26, 2020. We invite public 
comment on the routine uses or other aspects of this SORN. In 
accordance with 5 U.S.C. 552a(e)(4) and (e)(11), the public is given a 
30-day period in which to submit comments. Therefore, please submit any 
comments by August 26, 2020.

ADDRESSES: The public, Office of Management and Budget (OMB), and 
Congress may comment on this publication by writing to the Executive 
Director, Office of Privacy and Disclosure, Office of the General 
Counsel, SSA, Room G-401 West High Rise, 6401 Security Boulevard, 
Baltimore, Maryland 21235-6401, or through the Federal e-Rulemaking 
Portal at http://www.regulations.gov, please reference docket number 
SSA-2015-0056. All comments we receive will be available for public 
inspection at the above address and we will post them to http://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: Navdeep Sarai, Government Information 
Specialist, Privacy Implementation Division, Office of Privacy and 
Disclosure, Office of the General Counsel, SSA, Room G-401 West High 
Rise, 6401 Security Boulevard, Baltimore, Maryland 21235-6401, 
telephone: (410) 966-5855, email: [email protected].

SUPPLEMENTARY INFORMATION: We are modifying the system manager section 
to include contact information per OMB Circular A-108, Federal Agency 
Responsibilities for Review, Reporting, and Publication under the 
Privacy Act. We are modifying the policies and practices for retention 
and disposal of records section to include the National Archives and 
Records Administration (NARA) General Records Schedule (GRS) 2.3 
Employee Relations Records, Item 041, Anti-Harassment Complaint Case 
Files. We are modifying the policies and practices for retrieval of 
records section to include the names of alleging victims, which could 
be SSA employees, contractors, volunteers or others performing services 
for the agency as authorized by law, Harassment Prevention Officers 
(HPO), or Deciding Management Officials (DMO). We are modifying the 
purpose(s) of the system to clarify the scope of allegations covered by 
this system. We are revising routine use No. 4 and adding routine use 
No. 14, in

[[Page 45289]]

accordance with OMB Memorandum 17-12, Preparing for and Responding to a 
Breach of Personally Identifiable Information, which we previously 
published on November 11, 2018 at 83 FR 54969. Lastly, we are modifying 
this notice throughout to correct miscellaneous stylistic formatting 
and typographical errors of the previously published notice, and to 
ensure the language reads consistently across multiple systems. We are 
republishing the entire notice for ease of reference.
    In accordance with 5 U.S.C. 552a(r), we provided a report to OMB 
and Congress on this new system of records.

Matthew Ramsey,
Executive Director, Office of Privacy and Disclosure, Office of the 
General Counsel.

SYSTEM NAME AND NUMBER:
    Anti-Harassment & Hostile Work Environment Case Tracking and 
Records System, 60-0380.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Social Security Administration, Deputy Commissioner of Human 
Resources, Office of Labor Management and Employee Relations, 6401 
Security Boulevard, Baltimore, MD 21235.

SYSTEM MANAGER(S):
    Social Security Administration, Deputy Commissioner of Human 
Resources, Office of Labor Management and Employee Relations, 6401 
Security Boulevard, Baltimore, MD 21235, 410-965-5855.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Title VII of the Civil Rights Act of 1964, 42 U.S.C. 2000e, et 
seq.; Age Discrimination in Employment Act of 1967, 29 U.S.C. 621, et 
seq.; The Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. 
12101, et seq.; The ADA Amendments Act of 2008; The Rehabilitation Act 
of 1973 (Section 501), 29 U.S.C. 791; The Notification and Federal 
Employee Antidiscrimination and Retaliation Act of 2002 (No FEAR Act), 
Public Law 107-174; Genetic Information Nondiscrimination Act of 2008 
(GINA), Public Law 110-233; Executive Order 13087, Executive Order 
13152, and further amendments to Executive Order 11478 and Executive 
Order 11246; and Equal Employment Opportunity Commission Enforcement 
Guidance: Vicarious Employer Liability for Unlawful Harassment by 
Supervisors, Notice 915.002, V.C.1 (June 18, 1999).

PURPOSE(S) OF THE SYSTEM:
    SSA takes seriously its obligation to maintain a work environment 
free from discrimination, including harassment. Managers and employees 
are responsible for preventing harassment from occurring and stopping 
harassment before it becomes severe or pervasive. The agency takes 
seriously all allegations of workplace harassment, and conducts prompt, 
thorough, and impartial investigations into allegations of harassment. 
The Anti-Harassment System captures and houses information regarding 
allegations of workplace harassment filed by SSA employees, 
contractors, or volunteers and others performing services for the 
agency as authorized by law alleging harassment by another SSA employee 
and any investigation and/or response taken as a result of the 
allegation. The Anti-Harassment System also captures and houses 
information regarding allegations of workplace harassment filed by SSA 
employees alleging harassment by SSA contractors, or volunteers and 
others performing services for the agency as authorized by law and any 
investigation and/or response taken as a result of the allegation. 
Other allegations between individuals covered by this system may be 
captured and housed on a case-by-case basis.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    SSA employees, contractors, or volunteers and others performing 
services for the agency as authorized by law who report allegations of 
workplace harassment to the Office of Civil Rights and Equal 
Opportunity (OCREO) or to management; SSA employees, contractors, or 
volunteers and others performing services for the agency as authorized 
by law against whom allegations of workplace harassment have been 
reported to OCREO or to management; and SSA HPOs, investigators, and 
DMOs who conduct program business or inquiries relative to reports of 
alleged workplace harassment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system maintains information collected or generated in 
response to an allegation of workplace harassment, which may include 
allegations of workplace harassment; information generated during fact-
finding investigations; and other records related to the investigation, 
and/or response taken as a result of the allegation.

RECORD SOURCE CATEGORIES:
    We obtain information in this system from alleged victims and 
harassers, witnesses, members of the public, law enforcement officers 
of other Federal agencies, and other individuals involved with the 
allegation. Some information, such as the alleged victim's or 
harasser's name, personal identification number (PIN), employee 
identification number, position, and job location is pre-populated in 
the system by using information contained in our Human Resource 
Operational Data Store system.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    We will disclose records pursuant to the following routine uses, 
however, we will not disclose any information defined as ``return or 
return information'' under 26 U.S.C. 6103 of the Internal Revenue Code, 
unless authorized by statute, the Internal Revenue Service (IRS), or 
IRS regulations.
    1. To a congressional office in response to an inquiry from that 
office made on behalf of, and at the request of, the subject of the 
record or third party acting on the subject's behalf.
    2. To the Department of Justice (DOJ), a court or other tribunal, 
or another party before such court or tribunal, when:
    (a) SSA, or any component thereof; or
    (b) any SSA employee in his or her official capacity; or
    (c) any SSA employee in his or her individual capacity where DOJ 
(or SSA, where it is authorized to do so) has agreed to represent the 
employee; or
    (d) the United States or any agency thereof where SSA determines 
the litigation is likely to affect SSA or any of its components, is a 
party to the litigation or has an interest in such litigation, and SSA 
determines that the use of such records by DOJ, a court or other 
tribunal, or another party before the tribunal is relevant and 
necessary to the litigation, provided, however, that in each case, the 
agency determines that disclosures of the records to DOJ, court or 
other tribunal, or another party is a use of the information contained 
in the records that is compatible with the purpose for which the 
records were collected.
    3. To the National Archives and Records Administration (NARA) under 
44 U.S.C. 2904 and 2906.
    4. To appropriate agencies, entities, and persons when:
    (a) SSA suspects or has confirmed that there has been a breach of 
the system of records;

[[Page 45290]]

    (b) SSA has determined that as a result of the suspected or 
confirmed breach, there is a risk of harm to individuals, SSA 
(including its information systems, programs, and operations), the 
Federal Government, or national security; and
    (c) the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connections with SSA's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    5. To the Office of the President in response to an inquiry from 
that office made on behalf of, and at the request of, the subject of 
the record or a third party acting on the subject's behalf.
    6. To contractors and other Federal agencies, as necessary, for the 
purpose of assisting SSA in the efficient administration of its 
programs. We disclose information under this routine use only in 
situations in which SSA may enter into a contractual or similar 
agreement with a third party to assist in accomplishing an agency 
function relating to this system of records.
    7. To student volunteers, individuals working under a personal 
services contract, and other workers who technically do not have the 
status of Federal employees when they are performing work for SSA, as 
authorized by law, and they need access to personally identifiable 
information (PII) in SSA records in order to perform their assigned 
agency functions.
    8. To any agency, person, or entity in the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation.
    9. To the alleged victim or harasser, or their representatives, the 
minimal information necessary to provide the status or the results of 
the investigation or case involving them.
    10. To the Office of Personnel Management or the Merit Systems 
Protection Board (including the Office of Special Counsel) when 
information is requested in connection with appeals, special studies of 
the civil service and other merit systems, review of those agencies' 
rules and regulations, investigation of alleged or possible prohibited 
personnel practices, and for such other functions of these agencies as 
may be authorized by law, e.g., 5 U.S.C. 1205 and 1206.
    11. To the Equal Employment Opportunity Commission when requested 
in connection with investigations into alleged or possible 
discriminatory practices in the Federal sector, examination of Federal 
affirmative employment programs, compliance by Federal agencies with 
Uniformed Guidelines on Employee Selection Procedures, or other 
functions vested in the Commission.
    12. To officials of labor organizations recognized under 5 U.S.C. 
chapter 71 when relevant and necessary to their duties of exclusive 
representation concerning personnel policies, practices, and matters 
affecting conditions of employment.
    13. To Federal, State and local law enforcement agencies and 
private security contractors, as appropriate, information necessary:
    (a) To enable them to protect the safety of SSA employees and 
customers, the security of the SSA workplace, the operation of SSA 
facilities, or
    (b) to assist investigations or prosecutions with respect to 
activities that affect such safety and security or activities that 
disrupt the operations of SSA facilities.
    14. To another Federal agency or Federal entity, when SSA 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in:
    (a) Responding to a suspected or confirmed breach; or
    (b) 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:
    We will maintain records in this system in paper and electronic 
form.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    We will retrieve records by the name of the alleging victim (which 
could be SSA employees, contractors, or volunteers and others 
performing services for the agency as authorized by law), the name of 
the alleged harasser, the name of the HPO, the name of the DMO, and 
unique case identifiers.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    In accordance with NARA rules codified at 36 CFR 1225.16, we 
maintain records in accordance with the approved NARA GRS 2.3 Employee 
Relations Records, Item 041 Anti-Harassment Complaint Case Files. See 
https://www.archives.gov/files/records-mgmt/grs/grs02-3.pdf.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    We retain electronic and paper files with personal identifiers in 
secure storage areas accessible only by our authorized employees and 
contractors who have a need for the information when performing their 
official duties. Security measures include the use of codes and 
profiles, PIN and password, and personal identification verification 
cards. We further restrict the electronic records by the use of the PIN 
for only those employees who are authorized to access the system. We 
keep paper records in locked cabinets within secure areas, with access 
limited to only those employees who have an official need for access in 
order to perform their duties.
    We annually provide our employees and contractors with appropriate 
security awareness training that includes reminders about the need to 
protect PII and the criminal penalties that apply to unauthorized 
access to, or disclosure of, PII (e.g., 5 U.S.C. 552a(i)(1)). 
Furthermore, employees and contractors with access to databases 
maintaining PII must sign a sanctions document annually, acknowledging 
their accountability for inappropriately accessing or disclosing such 
information.

RECORD ACCESS PROCEDURES:
    Individuals may submit requests for information about whether this 
system contains a record about them by submitting a written request to 
the system manager at the above address, which includes their name, 
Social Security number (SSN), or other information that may be in this 
system of records that will identify them. Individuals requesting 
notification of, or access to, a record by mail must include (1) a 
notarized statement to us to verify their identity or (2) must certify 
in the request that they are the individual they claim to be and that 
they understand that the knowing and willful request for, or 
acquisition of, a record pertaining to another individual under false 
pretenses is a criminal offense.
    Individuals requesting notification of, or access to, records in 
person must provide their name, SSN, or other information that may be 
in this system of records that will identify them, as well as provide 
an identity document, preferably with a photograph, such as a driver's 
license. Individuals lacking identification documents sufficient to 
establish their identity must certify in writing that they are the 
individual they claim to be and that they understand that the knowing 
and willful request for, or acquisition of, a record pertaining to 
another individual under false pretenses is a criminal offense.
    These procedures are in accordance with our regulations at 20 CFR 
401.40 and 401.45.

[[Page 45291]]

CONTESTING RECORD PROCEDURES:
    Same as record access procedures. Individuals should also 
reasonably identify the record, specify the information they are 
contesting, and state the corrective action sought and the reason(s) 
for the correction with supporting justification showing how the record 
is incomplete, untimely, inaccurate, or irrelevant. These procedures 
are in accordance with our regulations at 20 CFR 401.65(a).

NOTIFICATION PROCEDURES:
    Same as record access procedures. These procedures are in 
accordance with our regulations at 20 CFR 401.40 and 401.45.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    This system of records has been exempted from certain provisions of 
the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). Rules have been 
promulgated in accordance with the requirements of 5 U.S.C. 553(b), 
(c), and (e) and have been published in the Federal Register (FR Doc. 
2016-290335 Filed 12-1-16; 8:45 a.m.).

HISTORY:
    81 FR 87119, Anti-Harassment & Hostile Work Environment Case 
Tracking and Records System; 83 FR 54969, Anti-Harassment & Hostile 
Work Environment Case Tracking and Records System.

[FR Doc. 2020-16143 Filed 7-24-20; 8:45 am]
BILLING CODE 4191-02-P