Privacy Act of 1974; System of Records, 4661-4662 [2022-01706]

Agencies

• National Archives and Records Administration

[Federal Register Volume 87, Number 19 (Friday, January 28, 2022)]
[Notices]
[Pages 4661-4662]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-01706]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

[NARA-2022-012]


Privacy Act of 1974; System of Records

AGENCY: National Archives and Records Administration (NARA).

ACTION: Notice revising a system of records.

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SUMMARY: We propose to revise a system of records in our existing 
inventory of systems subject to the Privacy Act of 1974. The system is 
NARA 44, Reasonable Accommodation Request Records. We are revising it 
to make it more clear that the system includes records of requests for 
religious accommodations under Title VII of the Civil Rights Act of 
1964. Our existing SORN permits religious accommodation requests; 
however, we want to modify our SORN to expressly authorize such 
requests for people who may submit religious accommodation requests 
related to COVID vaccination requirements. We are also updating the 
SORN to reorganize the SORN into the current required format. In this 
notice, we publish the system of records notice in full for public 
notice and comment.

DATES: This revised system of records, NARA 44, is effective on January 
28, 2022.

ADDRESSES: National Archives and Records Administration, Regulations 
Desk, Strategy and Policy Division, Suite 4100, 8601 Adelphi Road, 
College Park, MD 20740.

FOR FURTHER INFORMATION CONTACT: Kimberly Keravuori, Regulatory and 
External Policy Program Manager, by email at 
[email protected] or by phone at 301.837.3151.

SUPPLEMENTARY INFORMATION: Our Reasonable Accommodation Request Records 
system of records (NARA 44) includes records of requests, processing, 
and decisions for reasonable accommodations submitted by current and 
former NARA employees and applicants. It specifically mentions 
accommodations for disabilities. Due to recent COVID-related executive 
orders, a Federal employee may now request an exception to a COVID 
vaccination based on religious requirements, so we feel it is 
appropriate to clarify that this system also includes reasonable 
accommodations for religious reasons. As a result, we are adding 
language to also specifically state that the system includes religious 
accommodation requests. We are adding a reference to such requestors in 
the ``categories of individuals covered'' section, adding a reference 
to religious accommodation requests in the ``categories of records in 
the system'' section and listing information on religious beliefs and 
practices in the types of information a requestor might submit, 
removing the phrase ``under the Rehabilitation Act'' from the end of 
the ``record source categories'' section so that it doesn't appear to 
limit the system to only requests for disability accommodations, and 
adding Title VII of the Civil Rights Act of 1964 to the authorities 
list.
    The Privacy Act of 1974, as amended (5 U.S.C. 552a) (``Privacy 
Act''), provides certain safeguards for an individual against an 
invasion of personal privacy. It requires Federal agencies that 
disseminate any record of personally identifiable information to do so 
in a manner that assures the action is for a necessary and lawful 
purpose, the information is current and accurate for its intended use, 
and the agency provides adequate safeguards to prevent misuse of such 
information. NARA intends to follow these principles when transferring 
information to another agency or individual as a ``routine use,'' 
including assuring that the information is relevant

[[Page 4662]]

for the purposes for which it is transferred.

David S. Ferriero,
Archivist of the United States.
NARA 44

SYSTEM NAME AND NUMBER:
    Reasonable Accommodation Request Records, NARA 44

SECURITY CLASSIFICATION:
    Unclassified

SYSTEM LOCATION:
    The Office of Equal Employment Opportunity at the National Archives 
in College Park maintains reasonable accommodation request files. The 
system address is the same as the system manager address.

SYSTEM MANAGER:
    For these case files, the system manager is the Director, Office of 
Equal Employment Opportunity. The business addresses for system 
managers are listed in Appendix B, last republished September 27, 2018 
(83 FR 48869). As system manager contact information is subject to 
change, for the most up-to-date information, visit our website at 
www.archives.gov/privacy/inventory.

AUTHORITY FOR MAINTAINING THE SYSTEM:
    5 U.S.C. 552a(a)(3), as amended.
    44 U.S.C. 2104(a), as amended.
    The Americans with Disabilities Act of 1990, as amended.
    Title VII of the Civil Rights Act of 1964, as amended.
    29 U.S.C. 791.
    Executive Order 13164.
    29 CFR part 1614.

PURPOSE OF THE SYSTEM:
    We use the information in this system to process and implement 
employee reasonable accommodation requests and any resulting 
accommodation.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by this system include current and former NARA 
employees and applicants who have requested accommodation pursuant to 
NARA policy for processing reasonable accommodation requests. This 
includes accommodations for employees and applicants with disabilities 
and for religious reasons.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Reasonable accommodation request records may contain some or all of 
the following records: Requests for reasonable accommodation including 
medical records or religious information, notes or records made during 
consideration of requests, and decisions on requests. These records may 
contain: The employee or applicant's name, email address, mailing 
address, phone number, medical information, information on their 
religious beliefs and practices, and any additional information 
provided by the employee related to the processing of the request. If 
an accommodation request is made by a family member, health 
professional, or representative of a NARA employee or applicant, the 
records may also contain that requestor's name, email address, mailing 
address, phone number, and any additional information provided by the 
requestor relating to the processing of the request.

RECORD SOURCE CATEGORIES:
    NARA obtains information in these files from employees, applicants, 
and any family members, health professionals, or representatives of a 
NARA employee or applicant, who request reasonable accommodation.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    We maintain reasonable accommodation request files to (or for):
    (a) Process and implement employee requests for reasonable 
accommodations, including manager review, reasonable accommodation 
staff review, medical or health staff review, and sharing with other 
people necessary to process or implement the request and any resulting 
accommodation;
    (b) disclosures generally permitted under 5 U.S.C. 552a(b) of the 
Privacy Act; and
    (c) routine uses A, B, C, D, E, F, G, and H listed in Appendix A 
apply to this system. Appendix A was last republished on December 20, 
2013 (78 FR 77255, 77287). For the most up-to-date information, see the 
Appendix on our website at www.archives.gov/privacy/inventory.

POLICIES AND PRACTICES FOR STORING RECORDS:
    Paper and electronic records.

POLICIES AND PRACTICES FOR RETRIEVING RECORDS:
    Staff may retrieve information in these case files by the name of 
the employee or applicant, or by request number.

POLICIES AND PRACTICES FOR RETAINING AND DISPOSING OF RECORDS:
    Reasonable accommodation request records are temporary records and 
we destroy them in accordance with disposition instructions in the NARA 
Records Schedule (a supplement to the NARA Files Maintenance and 
Records Disposition Manual). Individuals may request a copy of the 
disposition instructions from the NARA Privacy Act Officer (at the 
address listed in Appendix B).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    During normal hours of operation, we maintain paper records in 
areas accessible only by authorized NARA personnel. Authorized NARA 
personnel access electronic records via password-protected workstations 
located in attended offices or through a secure remote-access network. 
After business hours, buildings have security guards and secured doors, 
and electronic surveillance equipment monitors all entrances.

RECORDS ACCESS PROCEDURES:
    People who wish to access their records should submit a request in 
writing to the NARA Privacy Act Officer at the address listed in 
Appendix B.

CONTESTING RECORDS PROCEDURES:
    NARA's rules for contesting the contents of a person's records and 
appealing initial determinations are in 36 CFR part 1202.

NOTIFICATION PROCEDURES:
    People inquiring about their records should notify the NARA Privacy 
Act Officer at the address listed in Appendix B.

[FR Doc. 2022-01706 Filed 1-27-22; 8:45 am]
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