Privacy Act of 1974; Systems of Records, 62537-62543 [2021-24567]

Agencies

• Office of Government Ethics

[Federal Register Volume 86, Number 215 (Wednesday, November 10, 2021)]
[Notices]
[Pages 62537-62543]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-24567]


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OFFICE OF GOVERNMENT ETHICS


Privacy Act of 1974; Systems of Records

AGENCY: Office of Government Ethics (OGE).

ACTION: Notice of Modification of Four Internal Systems of Records and 
Rescindment of One Internal System of Records.

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SUMMARY: The US. Office of Government Ethics (OGE) proposes to revise 
four and rescind one of its existing internal systems of records under 
the Privacy Act.
    The system of records to be rescinded is OGE/INTERNAL-2, which 
covers telephone call detail records that were used to verify employee 
telephone usage and to resolve billing discrepancies.
    The four systems of records to be revised are the following:
     OGE/INTERNAL-1 Pay, Leave and Travel Records, which 
contains records related to OGE employees' pay, leave, and travel, 
including information regarding leave accrual rate, usage, and 
balances, salary withholdings, travel expenses, and usage of the 
transit fare subsidy program;
     OGE/INTERNAL-3 Grievance Records, which contains records 
relating to grievances filed by OGE employees;
     OGE/INTERNAL-4 Computer Systems Activity and Access 
Records, which contains information on the use of official email 
systems, user access to OGE's computer networks, and records related to 
the verification or authorization of an individual's access to systems, 
files, or applications; and
     OGE/INTERNAL-5 Employee Locator and Emergency Notification 
Records, which contains information regarding the organizational 
location, telephone extension, and hours of duty of OGE employees, as 
well as their personal contact information and the name, relationship, 
and telephone number of employees' emergency contacts.

DATES: The revisions and rescindment will be effective on November 10, 
2021, subject to a 30-day period in which to comment on the new routine 
uses, described below. Please submit any comments by December 10, 2021. 
The new routine uses will be effective on that date.

ADDRESSES: Comments may be submitted to OGE by any of the following 
methods:
    Email: [email protected] (Include reference to ``OGE Internal SORNs'' 
in the subject line of the message.)
    Mail, Hand Delivery/Courier: Office of Government Ethics, Suite 
500, 1201 New York Avenue NW, Attention: Jennifer Matis, Associate 
Counsel, Washington, DC 20005-3917.
    Instructions: Comments may be posted on OGE's website, www.oge.gov. 
Sensitive personal information, such as account numbers or Social 
Security numbers, should not be included. Comments generally will not 
be edited to remove any identifying or contact information before 
posting.

FOR FURTHER INFORMATION CONTACT: Jennifer Matis at the U.S. Office of 
Government Ethics; telephone: 202-482-9216; TTY: 800-877-8339; FAX: 
202-482-9237; Email: [email protected].

SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974, 
5 U.S.C. 552a, this document provides public notice that OGE is 
proposing to revise and update the OGE/INTERNAL-1,-3,-4, and -5 systems 
of records in several respects, and rescind OGE/INTERNAL-2, Telephone 
Call Detail Records.
    First, OGE proposes to rescind one system of records that is no 
longer in use by OGE, OGE/INTERNAL-2, Telephone Call Detail Records. 
OGE no longer maintains these records and has

[[Page 62538]]

no plans to do so in the future. All records previously maintained 
under this system of records notice (SORN) have been destroyed in 
accordance with the National Archives and Records Administration 
General Records Schedule.
    Second, OGE proposes to amend OGE/INTERNAL-1 Pay, Leave, and Travel 
Records, OGE/INTERNAL-3 Grievance Records, OGE/INTERNAL-4 Computer 
Systems Activity and Access Records, and OGE/INTERNAL-5 Employee 
Locator and Emergency Notification Records by updating the system 
locations, system managers, records access procedures, and notification 
procedures, in accordance with OGE's current organizational structure.
    Third, OGE proposes to add two additional routine uses to OGE/
INTERNAL-1 Pay, Leave, and Travel Records, OGE/INTERNAL-3 Grievance 
Records, OGE/INTERNAL-4, Computer Systems Activity and Access Records, 
and OGE/INTERNAL-5 Employee Locator and Emergency Notification Records 
in accordance with Office of Management and Budget guidance.
    OMB Memorandum M-17-12 Preparing for and Responding to a Breach of 
Personally Identifiable Information (January 3, 2017) requires Federal 
agencies to publish routine uses to authorize disclosure of records 
that may reasonably be needed by a Federal agency or Federal entity in 
connection with breach response efforts. To satisfy the routine use 
requirements in OMB M-17-12, OGE proposes to add the two following 
routine uses to each of the four systems of records described above:
    To appropriate agencies, entities, and persons when: (1) OGE 
suspects or has confirmed that there has been a breach of the system of 
records; (2) OGE has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, the agency 
(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 OGE's efforts to respond to the suspected or 
confirmed breach or to prevent, minimize, or remedy such harm.
    To another Federal agency or Federal entity, when OGE 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.
    Fourth, OGE proposes to update its standard routine uses for all 
four revised SORNS. It proposes to combine and update the routine uses 
pertaining to litigation in OGE/INTERNAL-1 Pay, Leave, and Travel 
Records, OGE/INTERNAL-3 Grievance Records, OGE/INTERNAL-4, Computer 
Systems Activity and Access Records, and OGE/INTERNAL-5 Employee 
Locator and Emergency Notification Records in accordance with OMB and 
Department of Justice guidance and applicable case law. The remaining 
routine uses have been redesignated accordingly. It also proposes 
adding a routine use for reporting violations or potential violations 
of civil or criminal law or regulation to the SORNs that do not 
currently have such a routine use and making the wording consistent 
among the SORNs that do currently have it. Finally, OGE proposes to 
modify in accordance with OMB guidance the routine uses pertaining to 
congressional requests for assistance in the three systems that have 
such a routine use.
    Fifth, OGE proposes to modify OGE/INTERNAL-1 Pay, Leave, and Travel 
Records to include records relating to requests for reasonable 
accommodations pursuant to the Rehabilitation Act of 1973 and Title VII 
of the Civil Rights Act. These records are similar in nature to those 
currently covered by the system and are collected and maintained 
according to similar procedures. OGE further proposes to change the 
system name to OGE/INTERNAL-1 Pay, Leave, Travel, and Reasonable 
Accommodation Records.
    Accordingly, OGE publishes the following notice of rescindment and 
revisions:

SYSTEM NAME AND NUMBER (Rescindment):
    OGE/INTERNAL-2, Telephone Call Detail Records

HISTORY:
    68 FR 3097.

 SYSTEM NAME AND NUMBER:
    OGE/INTERNAL-1, Pay, Leave, Travel, and Reasonable Accommodation 
Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Office of Government Ethics, Suite 500, 1201 New York Avenue NW, 
Washington, DC 20005-3917.

SYSTEM MANAGER(S):
    Deputy Director for Compliance, Office of Government Ethics, Suite 
500, 1201 New York Avenue NW, Washington, DC 20005-3917, email: 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 5525; 5 U.S.C. app. (Ethics in Government Act of 1978); 44 
U.S.C. 3101, 3102; 29 U.S.C. 701 et seq. (Rehabilitation Act of 1973); 
42 U.S.C. 2000e (Title VII of the Civil Rights Act).

PURPOSE(S) OF THE SYSTEM:
    These records are used to administer the pay, leave, and travel 
requirements of the Office of Government Ethics, including the 
administration of the transit fare subsidy program. The records are 
also used to collect and maintain records on employees who request or 
receive reasonable accommodation as required by the Rehabilitation Act 
of 1973 and Title VII of the Civil Rights Act.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current employees of the Office of Government Ethics. The records 
may be retained after an employee leaves the Office of Government 
Ethics.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains various records relating to pay, leave, travel 
and requests for reasonable accommodations pursuant to the 
Rehabilitation Act of 1973 and Title VII of the Civil Rights Act. This 
includes information such as: Name; date of birth; social security 
number; home address; grade; employing organization; disability status, 
religious affiliation, accommodation requested and/or granted, 
timekeeper number; salary; pay plan; number of hours worked; leave 
accrual rate, usage, and balances; Civil Service Retirement and Federal 
Employees Retirement System contributions; FICA withholdings; Federal, 
state, and local tax withholdings; Federal Employee's Group Life 
Insurance withholdings; Federal Employee's Health Benefits 
withholdings; charitable deductions; allotments; garnishment documents; 
travel expenses; and information on the leave transfer program and fare 
subsidy program.

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. The individual to whom the record pertains.
    b. Office of Government Ethics officials responsible for pay, 
leave, and travel requirements.

[[Page 62539]]

    c. Other official personnel documents of the Office of Government 
Ethics.

ROUTINE USES:
    a. To disclose pertinent information to the appropriate Federal, 
State, or local agency responsible (hereinafter ``responsible agency'') 
for investigating, prosecuting, enforcing, or implementing a statute, 
rule, regulation, or order, when the record either alone or in 
conjunction with other information indicates a violation or potential 
violation of civil or criminal law or regulation.
    b. To disclose information when OGE determines that that the 
records are arguably relevant to a proceeding before a court, grand 
jury, or administrative or adjudicative body; or in a proceeding before 
an administrative or adjudicative body when the adjudicator determines 
the records to be relevant to the proceeding.
    c. To disclose information to the National Archives and Records 
Administration or the General Services Administration in records 
management inspections conducted under authority of 44 U.S.C. 2904 and 
2906.
    d. To disclose information to the Office of Management and Budget 
at any stage in the legislative coordination and clearance process in 
connection with private relief legislation as set forth in OMB Circular 
No. A-19.
    e. To disclose information to a Member of Congress or a 
congressional office in response to an inquiry made on behalf of, and 
at the request of, an individual who is the subject of the record.
    f. To disclose information to contractors, grantees, experts, 
consultants, detailees, and other non-OGE employees performing or 
working on a contract, service, or other assignment for the Federal 
Government, when necessary to accomplish an agency function related to 
this system of records.
    g. To disclose information to the Department of Labor in connection 
with a claim filed by an employee for compensation due to a job-
connected injury or illness.
    h. To disclose information to the Social Security Administration 
(SSA) and the Department of the Treasury as required in accordance with 
their authorized functions, including Federal Insurance Collections Act 
withholding and benefits for the SSA and the issuance of paychecks and 
savings bonds for the Treasury.
    i. To disclose information to State offices of unemployment 
compensation.
    j. To disclose information to Federal Employees Group Life 
Insurance or Health Benefits carriers in connection with survivor 
annuity or health benefits claims or records reconciliations.
    k. To disclose information to the Internal Revenue Service and 
State and local tax authorities.
    l. To disclose information to any source from which additional 
information is requested relevant to an OGE determination concerning an 
individual's pay, leave, or travel expenses, to the extent necessary to 
identify the individual, inform the source of the purpose(s) of the 
request, and to identify the type of information requested.
    m. To disclose information to a Federal agency, in response to its 
request in connection with the hiring or retention of an employee, the 
issuance of a security clearance, the conducting of a suitability or 
security investigation of an individual, the letting of a contract, or 
the issuance of a license, grant, or other benefit by the requesting 
agency, to the extent that the information is relevant and necessary to 
the requesting agency's decision on the matter.
    n. To disclose information to the authorized employees of another 
Federal agency that provides the Office of Government Ethics with 
manual and automated assistance in processing pay, leave, and travel.
    o. To disclose information to officials of the Office of Special 
Counsel, Office of Personnel Management, Federal Labor Relations 
Authority, Merit Systems Protection Board or the Equal Employment 
Opportunity Commission when requested in the performance of their 
authorized duties, including respectively in connection with cases and 
appeals, special studies of the civil service and other merit systems, 
review of personnel matters and practices, investigations of alleged or 
possible prohibited personnel and discrimination practices, Hatch Act 
matters, whistleblower protections, compliance with employee selection 
procedures and investigations of allegations of unfair labor practices 
or matters before the Federal Service Impasses Panel.
    p. To disclose information in compliance with orders, 
interrogatories, and other information requests relevant to garnishment 
orders that OGE is required to comply with in accordance with 42 U.S.C. 
659 (support garnishment) and 5 U.S.C. 5520a (commercial garnishment) 
to a court of competent jurisdiction, an authorized official, or to an 
authorized State agency as defined in 5 CFR parts 581 and 582.
    q. To provide information 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 working conditions.
    r. To disclose the names, social security numbers, home addresses, 
date of birth, date of hire, quarterly earnings, employer identifying 
information, and State of hire of employees to the Office of Child 
Support Enforcement, Administration for Children and Families, 
Department of Health and Human Services for the purposes of locating 
individuals to establish paternity, establishing and modifying orders 
of child support, identifying sources of income, and for other child 
support enforcement actions as required by the Personal Responsibility 
and Work Opportunity Reconciliation Act, Public Law 104-193, as 
amended.
    s. To disclose information to appropriate agencies, entities, and 
persons when: (1) OGE suspects or has confirmed that there has been a 
breach of the system of records; (2) OGE has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, the agency (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 OGE's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    t. To disclose information to another Federal agency or Federal 
entity, when OGE 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:
    These records are maintained in paper and/or electronic form.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    These records are retrieved by the name, social security number, or 
other identifier assigned to the individual on whom they are 
maintained.

[[Page 62540]]

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are retained in accordance with the National Archives 
and Records Administration General Records Schedule (GRS) as follows:
    a. GRS 2.3: Employee Relations Records;
    b. GRS 2.4: Employee Compensation and Benefits Records; and
    c. GRS 1.1: Financial Management and Reporting Records.
    Disposal of paper records is by shredding, and disposal of 
electronic records is by deletion.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records are maintained in locked file storage areas or in 
specified areas to which only authorized personnel have access. 
Electronic records are protected from unauthorized access through 
password identification procedures, limited access, firewalls, and 
other system-based protection methods.

RECORD ACCESS PROCEDURES:
    Individuals requesting access to this system of records must follow 
the procedures set forth in OGE's Privacy Act regulations at 5 CFR part 
2606.

CONTESTING RECORD PROCEDURES:
    Individuals wishing to request amendment of records about 
themselves should contact the System Manager. Individuals must furnish 
the following information for their records to be located and 
identified:
    a. Full name.
    b. Social Security Number.
    c. Dates of employment.
    Individuals requesting amendment must also follow OGE's Privacy Act 
regulations regarding verification of identity and amendment of records 
(5 CFR part 2606).

NOTIFICATION PROCEDURES:
    Individuals wishing to inquire whether this system of records 
contains information about themselves must follow the procedures set 
forth in OGE's Privacy Act regulations at 5 CFR part 2606.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    68 FR 3097.

SYSTEM NAME AND NUMBER:
    OGE/INTERNAL-3, Grievance Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Office of Government Ethics, Suite 500, 1201 New York Avenue NW, 
Washington, DC 20005-3917.

SYSTEM MANAGER(S):
    Deputy Director for Compliance, Office of Government Ethics, Suite 
500, 1201 New York Avenue NW, Washington, DC 20005-3917, email: 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. app. (Ethics in Government Act of 1978); 5 U.S.C. 7121; 5 
CFR part 771.

PURPOSE(S) OF THE SYSTEM:
    These records are used to process grievances submitted by OGE 
employees for personal relief in a matter of concern or 
dissatisfaction.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current or former OGE employees who have filed grievances under 
OGE's administrative grievance procedures or under a negotiated 
grievance procedure.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains records relating to grievances filed by OGE 
employees under administrative procedures authorized by 5 CFR part 771, 
and records of negotiated grievance and arbitration systems that OGE 
has or may establish through negotiations with recognized labor 
organizations in accordance with 5 U.S.C. 7121. These files contain all 
documents related to the grievance, which may include statements of 
witnesses, reports of interviews and hearings, examiner's findings and 
recommendations, a copy of the original decision, and related 
correspondence and exhibits, employment history, arbitrator's decision 
or report, record of appeal to the Federal Labor Relations Authority, 
and a variety of employment and personnel records associated with the 
grievance.

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. The individual on whom the record is maintained.
    b. Testimony of witnesses.
    c. OGE officials.
    d. Related correspondence from organizations or persons.
    e. Union officials (if information deals with a negotiated 
grievance matter).
    f. Department of Labor, Federal Labor Relations Authority, or 
arbitrators involved in the grievance (if information deals with a 
negotiated grievance matter).

ROUTINE USES:
    a. To disclose pertinent information to the appropriate Federal, 
State, or local agency responsible (hereinafter ``responsible agency'') 
for investigating, prosecuting, enforcing, or implementing a statute, 
rule, regulation, or order, when the record either alone or in 
conjunction with other information indicates a violation or potential 
violation of civil or criminal law or regulation.
    b. To disclose information when OGE determines that that the 
records are arguably relevant to a proceeding before a court, grand 
jury, or administrative or adjudicative body; or in a proceeding before 
an administrative or adjudicative body when the adjudicator determines 
the records to be relevant to the proceeding.
    c. To disclose information to the National Archives and Records 
Administration or the General Services Administration in records 
management inspections conducted under authority of 44 U.S.C. 2904 and 
2906.
    d. To disclose information to the Office of Management and Budget 
at any stage in the legislative coordination and clearance process in 
connection with private relief legislation as set forth in OMB Circular 
No. A-19.
    e. To disclose information to a Member of Congress or a 
congressional office in response to an inquiry made on behalf of, and 
at the request of, an individual who is the subject of the record.
    f. To disclose information to contractors, grantees, experts, 
consultants, detailees, and other non-OGE employees performing or 
working on a contract, service, or other assignment for the Federal 
Government, when necessary to accomplish an agency function related to 
this system of records.
    g. To disclose information to any source from which additional 
information is required in the course of processing a grievance, to the 
extent necessary to identify the individual, inform the source of the 
purpose(s) of the request, and identify the type of information 
requested.
    h. To disclose information to a Federal agency in response to its 
request in connection with the hiring or retention of an employee, the 
issuance of a security clearance, the conducting of a security or 
suitability investigation of an individual, the letting of a contract, 
or the issuance of a license, grant, or other benefit by the requesting 
agency, to the extent that the information is relevant and necessary to 
requesting the agency's decision on the matter.

[[Page 62541]]

    i. To disclose information to officials of the Merit Systems 
Protection Board; the Office of Special Counsel; the Federal Labor 
Relations Authority; or the Equal Employment Opportunity Commission 
when requested in performance of their authorized duties, including 
respectively in connection with cases and appeals, special studies of 
the civil service and other merit systems, review of personnel matters 
and practices, investigations of alleged or possible prohibited 
personnel and discrimination practices, Hatch Act matters, 
whistleblower protections, compliance with employee selection 
procedures and investigations of allegations of unfair labor practices 
or matters before the Federal Service Impasses Panel.
    j. To provide information 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 working conditions.
    k. To provide information the Department of Labor in carrying out 
its functions regarding labor-management relations in the Federal 
service.
    l. To disclose information to appropriate agencies, entities, and 
persons when: (1) OGE suspects or has confirmed that there has been a 
breach of the system of records; (2) OGE has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, the agency (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 OGE's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    m. To disclose information to another Federal agency or Federal 
entity, when OGE 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:
    These records are maintained in paper and/or electronic form.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    These records are retrieved by the names of the individuals on whom 
they are maintained.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are retained in accordance with the National Archives 
and Records Administration General Records Schedule (GRS) 2.3 Employee 
Relations Records. Disposal of paper records is by shredding, and 
disposal of electronic records is by deletion.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records are maintained in locked file storage areas or in 
specified areas to which only authorized personnel have access. 
Electronic records are protected from unauthorized access through 
password identification procedures, limited access, firewalls, and 
other system-based protection methods.

RECORD ACCESS PROCEDURES:
    Individuals requesting access to this system of records must follow 
the procedures set forth in OGE's Privacy Act regulations at 5 CFR part 
2606.

CONTESTING RECORD PROCEDURES:
    Review of requests from individuals seeking amendment of their 
records which have been the subject of an administrative, judicial, or 
quasi-judicial action will be limited in scope. Review of amendment 
requests of these records will be restricted to determining if the 
record accurately documents the ruling on the case, and will not 
include a review of the merits of the action, determination, or 
finding. Individuals wishing to request amendment of their records to 
correct factual errors should contact the OGE Office of Administration 
and Information Management. Individuals must furnish the following 
information for their records to be located and identified:
    a. Name.
    b. Approximate date of closing of the case and kind of action 
taken.
    c. Organizational component involved.
    Individuals requesting amendment must also follow OGE's Privacy Act 
regulations regarding verification of identity and amendment of records 
(5 CFR part 2606).

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system of records 
contains information about them must follow the procedures set forth in 
OGE's Privacy Act regulations at 5 CFR part 2606.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    68 FR 3097.

SYSTEM NAME AND NUMBER:
    OGE/INTERNAL-4, Computer Systems Activity and Access Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Office of Government Ethics, Suite 500, 1201 New York Avenue NW, 
Washington, DC 20005-3917.

SYSTEM MANAGER(S):
    Chief Information Officer, Office of Government Ethics, Suite 500, 
1201 New York Avenue NW, Washington, DC 20005-3917, email: 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. app. (Ethics in Government Act of 1978); 40 U.S.C. 1441 
note.

PURPOSE(S) OF THE SYSTEM:
    The data in this system of records is used by OGE systems and 
security personnel, or persons authorized to assist these personnel, to 
plan and manage system services, to monitor for improper use, and to 
otherwise perform their official duties.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who access OGE network computers or servers, including 
individuals who send and receive electronic communications, access 
internet sites, or access system databases, files, or applications from 
OGE computers or who send electronic communications to OGE computers; 
and individuals attempting to access OGE computers or systems without 
authorization.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system of records may include: records on the use 
of OGE email systems, including the email address of the sender and 
receiver of the email message, subject, date, and time; records on user 
access to OGE's office networks; records relating to verification or 
authorization of an individual's access to systems, files, or 
applications, such as user IDs, user names, title, and agency.

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. Individuals who access the systems.
    b. Office of Government Ethics employees and contractors 
responsible for managing the systems.

[[Page 62542]]

    c. Computer activity logs and tracking systems.

ROUTINE USES:
    a. To disclose pertinent information to the appropriate Federal, 
State, or local agency responsible (hereinafter ``responsible agency'') 
for investigating, prosecuting, enforcing, or implementing a statute, 
rule, regulation, or order, when the record either alone or in 
conjunction with other information indicates a violation or potential 
violation of civil or criminal law or regulation.
    b. To disclose information when OGE determines that that the 
records are arguably relevant to a proceeding before a court, grand 
jury, or administrative or adjudicative body; or in a proceeding before 
an administrative or adjudicative body when the adjudicator determines 
the records to be relevant to the proceeding.
    c. To disclose information to the National Archives and Records 
Administration or the General Services Administration in records 
management inspections conducted under authority of 44 U.S.C. 2904 and 
2906.
    d. To disclose information to the Office of Management and Budget 
at any stage in the legislative coordination and clearance process in 
connection with private relief legislation as set forth in OMB Circular 
No. A-19.
    e. To disclose information to contractors, grantees, experts, 
consultants, detailees, and other non-OGE employees performing or 
working on a contract, service, or other assignment for the Federal 
Government, when necessary to accomplish an agency function related to 
this system of records.
    f. To disclose information to a Member of Congress or a 
congressional office in response to an inquiry made on behalf of, and 
at the request of, an individual who is the subject of the record.
    g. To disclose information to a Federal, State, local, tribal or 
foreign agency, or a private contractor, in response to its request in 
connection with the hiring or retention of any employee, the issuance 
of a security clearance, the conduct of a security or suitability 
investigation, the reporting of an investigation on an employee, the 
letting of a contract, or the issuance of a grant, license, or other 
benefit to an employee by the agency, but only to the extent that the 
information disclosed is relevant and necessary to the agency's 
decision on the matter.
    i. To disclose information to appropriate agencies, entities, and 
persons when: (1) OGE suspects or has confirmed that there has been a 
breach of the system of records; (2) OGE has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, the agency (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 OGE's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    j. To disclose information to another Federal agency or Federal 
entity, when OGE 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:
    These records are maintained in paper and/or electronic form.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    These records may be retrieved by user name, user ID, email 
address, or other identifying search term employed, depending on the 
record category.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are retained in accordance with General Records 
Schedule (GRS) 3.2 Information Systems Security Records. Disposal of 
paper records is by shredding, and disposal of electronic records is by 
deletion.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    These records are located in locked storage areas with controlled 
entry, or automated systems to which only authorized personnel have 
access. The use of password protection identification features and 
other automated data processing system protection methods also restrict 
access.

RECORD ACCESS PROCEDURES:
    Individuals requesting access to this system of records must follow 
the procedures set forth in OGE's Privacy Act regulations at 5 CFR part 
2606.

CONTESTING RECORD PROCEDURES:
    Individuals wishing to request amendment of records about 
themselves should contact the System Manager. Individuals must furnish 
the following information for their records to be located and 
identified:
    a. Full name.
    b. Assigned computer location.
    c. Description of information being sought (including the time 
frame during which the record(s) may have been generated).
    Individuals requesting amendment must also follow OGE's Privacy Act 
regulations regarding verification of identity and amendment of records 
(5 CFR part 2606).

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system of records 
contains information about themselves must follow the procedures set 
forth in OGE's Privacy Act regulations at 5 CFR part 2606.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    68 FR 3097.

SYSTEM NAME AND NUMBER:
    OGE/INTERNAL-5, Employee Locator and Emergency Notification 
Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Office of Government Ethics, Suite 500, 1201 New York Avenue NW, 
Washington, DC 20005-3917.

SYSTEM MANAGER(S):
    Deputy Director for Compliance, Office of Government Ethics, Suite 
500, 1201 New York Avenue NW, Washington, DC 20005-3917, email: 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. app. (Ethics in Government Act of 1978); 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:
    Information is collected for this system in order to identify an 
individual for OGE officials to contact, should an emergency of a 
medical or other nature involving the employee occur while the employee 
is on the job. Also, these records may be used by authorized OGE 
personnel to contact individuals working from home or at an authorized 
alternative worksite or, on infrequent occasions, to contact 
individuals absent from work about work-related issues.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current employees of the Office of Government Ethics.

[[Page 62543]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains information regarding the organizational 
location, telephone extension, and hours of duty of individual OGE 
employees. The system also contains the home address and telephone 
number of the employee and the name, relationship, and telephone number 
of an individual or individuals to contact in the event of a medical or 
other emergency involving the employee. The system contains an 
additional freeform ``note'' field for personal medical information for 
employees who choose to voluntarily complete it.

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. The individual on whom the record is maintained.

ROUTINE USES:
    a. To disclose information when OGE that that the records are 
arguably relevant to a proceeding before a court, grand jury, or 
administrative or adjudicative body; or in a proceeding before an 
administrative or adjudicative body when the adjudicator determines the 
records to be relevant to the proceeding.
    c. To disclose information to appropriate agencies, entities, and 
persons when: (1) OGE suspects or has confirmed that there has been a 
breach of the system of records; (2) OGE has determined that as a 
result of the suspected or confirmed breach there is a risk of harm to 
individuals, the agency (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 OGE's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    d. To disclose information to another Federal agency or Federal 
entity, when OGE 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.
    e. To disclose pertinent information to the appropriate Federal, 
State, or local agency responsible (hereinafter ``responsible agency'') 
for investigating, prosecuting, enforcing, or implementing a statute, 
rule, regulation, or order, when the record either alone or in 
conjunction with other information indicates a violation or potential 
violation of civil or criminal law or regulation.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in paper and/or electronic form.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    These records are retrieved by the name of the individual on whom 
they are maintained.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    These records are retained in accordance with the National Archives 
and Records Administration General Records Schedule (GRS) 5.3: 
Continuity and Emergency Planning Records. Disposal of paper records is 
by shredding, and disposal of electronic records is by deletion.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records are maintained in locked file storage areas or in 
specified areas to which only authorized personnel have access. 
Electronic records are maintained in a secured electronic system 
accessible only to on-site OGE employees. An individual OGE employee 
has access only to his or her own record. In addition, individual 
records in the system are available to authorized OGE personnel whose 
duties require access.

RECORD ACCESS PROCEDURES:
    Individuals requesting access to this system of records must follow 
the procedures set forth in OGE's Privacy Act regulations at 5 CFR part 
2606.

CONTESTING RECORD PROCEDURES:
    OGE employees have full access to and complete control over their 
individual record and may amend information at any time, or they may 
contact the System Manager. Individuals must furnish the following 
information for their records to be located and identified:
    a. Full name.
    Individuals requesting amendment must also follow OGE's Privacy Act 
regulations regarding verification of identity and amendment of records 
(5 CFR part 2606).

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system of records 
contains information about themselves must follow the procedures set 
forth in OGE's Privacy Act regulations at 5 CFR part 2606.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    68 FR 3097.

    Approved: November 5, 2021.
Emory Rounds,
Director, U.S. Office of Government Ethics.
[FR Doc. 2021-24567 Filed 11-9-21; 8:45 am]
BILLING CODE 6345-03-P