Privacy Act of 1974; New System of Records, 62816-62818 [2021-24685]

Agencies

• General Services Administration

[Federal Register Volume 86, Number 216 (Friday, November 12, 2021)]
[Notices]
[Pages 62816-62818]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-24685]


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GENERAL SERVICES ADMINISTRATION


Privacy Act of 1974; New System of Records

AGENCY: General Services Administration (GSA).

ACTION: Notice of a new system of records.

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SUMMARY: This system of records clarifies GSA's procedures and 
authority to collect information related to reasonable accommodations. 
It does not create new authority to collect such information.

DATES: This system of records will go into effect without further 
notice on December 13, 2021 unless otherwise revised pursuant to 
comments received.

ADDRESSES: You may submit comments by any of the following methods:
     By email to the GSA Privacy Act Officer: 
[email protected].
     By mail to: Privacy Office (IDE), General Services 
Administration, 1800 F Street NW, Washington, DC 20405.

FOR FURTHER INFORMATION CONTACT: Call or email Richard Speidel, Privacy 
Act Officer, at 202-322-8246, or [email protected].

Qamar Hasan,
Acting Chief Privacy Officer, Office of the Deputy Chief Information 
Officer, General Services Administration.

SYSTEM NAME AND NUMBER:
    Reasonable Accommodation Records--GSA/HRO-1.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    This system is maintained by the Chief Human Capital Officer at 
GSA's Central Office at 1800 F Street NW, Washington, DC 20405. Records 
may also be located at the offices of supervisors assigned to GSA or 
supervisors assigned to other agencies that receive human resources 
services from GSA.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Human Resources Management, GSA 1800 F Street NW, 
Washington, DC 20405.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Rehabilitation Act of 1973, 29 U.S.C. 791; The Americans with 
Disabilities Act of 1990, 42 U.S.C. 12101; Title VII of the Civil 
Rights Act, 42 U.S.C. 2000e-16; the Family and Medical Leave Act of 
1993, 29 U.S.C. 2601; 40 U.S.C. 3173; E.O. 13164 (July 28, 2000); E.O. 
13548 (July 26, 2010); E.O. 14042 (September 9, 2021); and E.O. 14043 
(September 9, 2021).

PURPOSE(S) OF THE SYSTEM:
    This system is maintained for the purpose of considering, deciding, 
and implementing requests for reasonable accommodation or exemption 
from vaccine or other requirements made by GSA employees and 
applicants. Records may be shared with non-GSA personnel, pursuant to a 
contract or similar support agreement, when necessary to adjudicate the 
request.

[[Page 62817]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former GSA employees and applicants, or employees and 
applicants of other Federal entities that receive administrative 
support from GSA pursuant to an interagency agreement, who have 
requested reasonable accommodations under the Rehabilitation Act of 
1973, the Americans with Disabilities Act of 1990, Title VII of the 
Civil Rights Act, E.O. 14043, or other applicable authority.

CATEGORIES OF RECORDS IN THE SYSTEM:
     First, middle, and last name of the person who requires 
the accommodation;
     Address, phone number, and email address of the person who 
requires the accommodation;
     Date of the request;
     Event for which the request was made;
     Program or activity for which the request was made;
     Job (occupational series, grade level, and office) for 
which reasonable accommodation was requested;
     Information concerning the nature of the disability or the 
need for accommodation, including appropriate medical or other 
documentation when necessary to consider the request;
     Information about the requestor's religious beliefs, 
provided by the requestor in support of a request for accommodation or 
exemption from a requirement or penalty;
     Type of accommodation requested or received;
     Information concerning the agency's review of reasonable 
accommodation requests, to include information requested or received 
that forms the basis of an approval or denial, and any information 
obtained during the appeals process;
     Expense information associated with the requested 
accommodation;
     Whether an accommodation requested or provided occurred 
during pre-employment, during current employment, or former employment 
or for a particular event;
     How the requested accommodation would assist in job 
performance, participation in a GSA program or activity, or attendance 
at a GSA-sponsored meeting or event;
     The amount of time taken to process the request.
     Whether the request was granted or denied and the reason; 
and
     The sources of technical assistance consulted in trying to 
identify a possible reasonable accommodation.

RECORD SOURCE CATEGORIES:
    Information is obtained from employees who requested or received 
reasonable accommodations from GSA or another agency that receives 
support services from GSA.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, all or a portion of the records or 
information contained in this system may be disclosed to authorized 
entities, as is determined to be relevant and necessary, outside GSA as 
a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    a. To medical personnel to meet a bona fide medical emergency.
    b. To another Federal agency to which GSA provides human resources 
services when the records are relevant and necessary to help determine 
whether the employee is entitled to an accommodation.
    c. To a Member of Congress or his or her staff on behalf of and at 
the request of the individual who is the subject of the record.
    d. To an authorized appeal, grievance, hearing, or complaints 
examiner; an equal employment opportunity investigator, arbitrator, or 
mediator; and an exclusive representative or other person authorized to 
investigate or settle a grievance, complaint, or appeal filed by an 
individual who is the subject of the record.
    e. To appropriate agencies, entities, and persons when (1) GSA 
suspects or has confirmed that there has been a breach of the system of 
records, (2) GSA has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, GSA (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 GSA's efforts to respond to the suspected or confirmed 
breach or to prevent, minimize, or remedy such harm.
    f. To another Federal agency or Federal entity, when GSA 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.
    g. To the Office of Personnel Management (OPM), the Office of 
Management and Budget (OMB), the Government Accountability Office 
(GAO), and the Equal Employment Opportunity Commission (EEOC) in 
accordance with their responsibilities for evaluating Federal programs.
    h. To the National Archives and Records Administration (NARA) for 
records management purposes.
    i. To an expert, consultant, or contractor of GSA engaged in a duty 
related to an agency function to the extent necessary to perform the 
function.
    j. To the Department of Justice or other Federal agency conducting 
litigation or in proceedings before any court, adjudicative or 
administrative body, when: (a) GSA or any component thereof, or (b) any 
employee of GSA in his/her official capacity, or (c) any employee of 
GSA in his/her individual capacity where DOJ or GSA has agreed to 
represent the employee, or (d) the United States or any agency thereof, 
is a party to the litigation or has an interest in such litigation, and 
GSA determines that the records are both relevant and necessary to the 
litigation.
    k. In connection with any litigation or settlement discussions 
regarding claims by or against the GSA, including public filing with a 
court, to the extent that GSA determines the disclosure of the 
information is relevant and necessary to the litigation or discussions.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system of records are stored electronically or on 
paper in secure facilities. Electronic records are stored on GSA's 
secure network.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Information covered by this system of records notice may be 
retrieved by the name of the individual employee.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    System records are retained and disposed of according to GSA 
records maintenance and disposition schedules and the requirements of 
the National Archives and Records Administration (General Records 
Schedule 2.3, item 20).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access is limited to authorized individuals with passwords or keys. 
Computer records are protected by a password system that is compliant 
with

[[Page 62818]]

National Institute of Standards and Technology standards. Paper records 
are stored in locked metal containers or in secured rooms when not in 
use. Information is released to authorized officials based on their 
need to know.

RECORD ACCESS PROCEDURES:
    Individuals wishing to access their own records should contact the 
system manager at the address above. See 17 CFR 146.3 for full details 
on what to include in a Privacy Act access request.

CONTESTING RECORD PROCEDURES:
    Individuals wishing to contest the content of records about 
themselves contained in this system of records should contact the 
system manager at the address above. See 17 CFR 146.8 for full details 
on what to include in a Privacy Act amendment request.

NOTIFICATION PROCEDURES:
    Individuals seeking notification of any records about themselves 
contained in this system of records should contact the system manager 
at the address above. See 17 CFR 146.3 for full details on what to 
include in a Privacy Act notification request.

EXEMPTION PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    N/A.

[FR Doc. 2021-24685 Filed 11-10-21; 8:45 am]
BILLING CODE 6820-14-P