Privacy Act of 1974; System of Records, 46701-46702 [2021-17807]

Agencies

• Federal Mediation and Conciliation Service

[Federal Register Volume 86, Number 158 (Thursday, August 19, 2021)]
[Notices]
[Pages 46701-46702]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-17807]


=======================================================================
-----------------------------------------------------------------------

FEDERAL MEDIATION AND CONCILIATION SERVICE


Privacy Act of 1974; System of Records

AGENCY: Federal Mediation and Conciliation Service.

ACTION: Notice of a new system of records.

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

SUMMARY: Federal Mediation and Conciliation Service (FMCS) uses 
photographs, biographies, and agency contact information of employees 
to provide background information to the public, for use by 
stakeholders in preparation for services, and for trainings and 
conferences. FMCS may also use these documents for internal agency 
events and communications.

DATES: This notice will be effective without further notice on 
September 20, 2021 unless otherwise revised pursuant to comments 
received. New routine uses will be effective on September 20, 2021. 
Comments must be received on or before September 20, 2021.

ADDRESSES: You may send comments, identified by FMCS-0003, by any of 
the following methods:
     Mail: Office of General Counsel, 250 E Street SW, 
Washington, DC 20427.
     Email: [email protected]. Include FMCS-0003 on the subject line 
of the message.
     Fax: (202) 606-5444.

FOR FURTHER INFORMATION CONTACT: Greg Raelson, Director of 
Congressional and Public Affairs, at [email protected], 202-606-8081.

SUPPLEMENTARY INFORMATION: This new system is needed for collecting, 
storing and maintaining FMCS employee biographical information and FMCS 
employee and event photographs.

SYSTEM NAME AND NUMBER:
FMCS-0003

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Federal Mediation and Conciliation Service, 250 E Street SW, 
Washington, DC 20427.

SYSTEM MANAGER(S):
    Greg Raelson, Director of Congressional and Public Affairs, email 
[email protected], or send mail to Federal Mediation and Conciliation 
Service, 250 E Street Southwest, Washington, DC 20427, Attn: Greg 
Raelson.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Federal Mediation and Conciliation Service, 29 U.S.C. 172, et seq.; 
Departmental Regulations, 5 U.S.C. 301.

PURPOSE(S) OF THE SYSTEM:
    The purposes of the system are as follows:
    (a) The records are used for internal and external communications, 
and to

[[Page 46702]]

provide the public with contact information and biographies of the 
employees who carry out FMCS's mission and activities.
    (b) To digitize FMCS photographic files in support of preserving 
the materials.
    (c) To be used for reproduction by FMCS employees organizing such 
events as awards, ceremonies, farewell ceremonies and receptions, FMCS 
anniversary ceremonies and receptions, conferences, workshops, speaking 
engagements, and FMCS training and education programs.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All current and former FMCS employees, clients, visitors from other 
agencies, and members of the public.

CATEGORIES OF RECORDS IN THE SYSTEM:
    These records consist of digital photographs, digitized images of 
photographic prints, negatives, and slides, and indexing data including 
name, geographical district, biographies, business title, business 
email, business cell phone and office number, business office address, 
business address of events, and dates of events.

RECORD SOURCE CATEGORIES:
    Photographs and biographical information are provided by FMCS 
employees on an ongoing basis. Donors include FMCS employees, FMCS 
clients, and visitors from the public or other agencies. Other records 
such as contact information are obtained from FMCS records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the Agency as a routine 
use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    (a) As communication material at conferences, trainings, and 
speaking engagements where FMCS employees participate in their official 
capacity to demonstrate the experience and background of FMCS 
employees.
    (b) To current and prospective FMCS clients including other federal 
agencies to provide background information on individuals for public 
knowledge and awareness.
    (c) To a Congressional office from the record of an individual in 
response to an inquiry from the Congressional office made at the 
request of that individual.
    (d) To respond to subpoenas in any litigation or other proceeding.
    (e) For distribution and presentation for news, public relations, 
official agency social media, community affairs, and client services 
purposes.
    (f) In support of research activities conducted by FMCS employees 
and other agencies.
    (g) To appropriate agencies, entities, and persons when (1) FMCS 
suspects or has confirmed that there has been a breach of the system of 
records, (2) FMCS has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, FMCS 
(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 FMCS's efforts to respond to the suspected or 
confirmed breach or to prevent, minimize, or remedy such harm.
    (h) To another Federal agency or Federal entity, when FMCS 
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 stored electronically on the public facing website 
located here. Also, records are stored on FMCS's shared and internal 
hard drives and on the FMCS's Microsoft Office 365 SharePoint site both 
accessible only to FMCS employees. Hard copies of photographs are also 
displayed in FMCS's offices.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records on the public facing website can be searched by name, 
geographic district, and zip code. Records on the FMCS's shared and 
internal drives can be searched by name, and date and name of the 
event. On SharePoint, records can be searched by the date and name of 
the event.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are updated as needed and retained until no longer needed 
for business use. All records are retained and disposed of in 
accordance with General Records Schedule 6.4, issued by the National 
Archives and Records Administration.

ADMINSTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Electronic records on FMCS's shared and internal drives, and on 
SharePoint are safeguarded in a secured environment and are maintained 
in a secure, password-protected electronic system that will utilize 
commensurate safeguards that may include firewalls, intrusion detection 
and prevention systems, and role-based access controls. Hard copy 
records are accessed in FMCS facilities that are limited to authorized 
personnel with official duties requiring access. FMCS facilities are 
equipped with security cameras and 24-hour security guard service. 
These records are kept in limited access areas in locked offices. All 
records are protected from unauthorized access through appropriate 
administrative, operational, and technical safeguards. These safeguards 
include restricting access to authorized personnel who have a ``need to 
know'', using locks, and password protection identification features.

RECORD ACCESS PROCEDURES:
    Same as above.

CONTESTING RECORDS PROCEDURES:
    See 29 CFR 1410.6, Requests for correction or amendment of records, 
on how to contest the content of any records. Privacy Act requests to 
amend or correct records may be submitted to the Chief Privacy Officer 
at [email protected] or Chief Privacy Officer, FMCS 250 E Street SW 
Washington, DC 20427. Also, see https://www.fmcs.gov/privacy-policy/.

NOTIFICATION PROCEDURES:
    See 29 CFR 1410.3(a), Individual access requests.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

    Dated: August 16, 2021.
Sarah Cudahy,
General Counsel.
[FR Doc. 2021-17807 Filed 8-18-21; 8:45 am]
BILLING CODE 6732-01-P