Privacy Act; Systems of Records
Federal Register: April 25, 2008 (Volume 73, Number 81)
Notices
Page 22390-22392
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DOCID:fr25ap08-73
GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; Notice of Updated Systems of Records
AGENCY: General Services Administration.
ACTION: Notice.
SUMMARY: GSA reviewed its Privacy Act systems to ensure that they are relevant, necessary, accurate, up-to-date, covered by the appropriate legal or regulatory authority, and in response to OMB M-07-16. This notice is a compilation of updated Privacy Act system of record notices.
DATES: Effective May 27, 2008.
FOR FURTHER INFORMATION CONTACT: Call or e-mail the GSA Privacy Act
Officer: Telephone 202-208-1317; e-mail gsa.privacyact@gsa.gov.
ADDRESSES: GSA Privacy Act Officer (CIB), General Services
Administration, 1800 F Street, NW., Washington, DC 20405.
SUPPLEMENTARY INFORMATION: GSA undertook and completed an agency wide review of its Privacy Act systems of records. As a result of the review
GSA is publishing updated Privacy Act systems of records notices.
Rather than make numerous piecemeal revisions, GSA is republishing updated notices for one of its systems. Nothing in the revised system notices indicates a change in authorities or practices regarding the collection and maintenance of information. Nor do the changes impact individuals' rights to access or amend their records in the systems of records. The updated system
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notices also include the new requirement from OMB Memorandum M-07-16 regarding a new routine use that allows agencies to disclose information in connection with a response and remedial efforts in the event of a data breach.
Dated: April 16, 2008.
Cheryl M. Paige,
Director, Office of Information Management.
GSA/OEA-1
SYSTEM NAME:
Records of Defunct Agencies.
LOCATION:
The system of records is located in the GSA regional office building, 7th & D Streets, SW., Washington, DC 20407, and at the GSA
National Payroll Center, 6BCY, 1500 E. Bannister Road, Kansas City, MO 64131-3088.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of defunct agencies, including but not limited to, presidential commissions, committees, small agencies, and boards, whose records the GSA services under a reimbursable agreement.
CATEGORIES OF RECORDS IN THE SYSTEM:
Payroll and financial records, including but not limited to, time and attendance cards, payment vouchers, employee health benefit records, requests for deductions, tax forms, including W-2 forms, overtime requests, leave data, retirement records, and vendor register and payment tapes.
AUTHORITY FOR MAINTAINING THE SYSTEM: 5 U.S.C. Part III, Subparts D and E, 26 U.S.C. Chapter 24 and 3501,
E.O. 9397, and 31 U.S.C. 1531.
PURPOSE:
To notify the public of the routine use and storage of payroll, personnel and financial records stored by GSA for defunct agencies that are sensitive in nature.
ROUTINE USES OF THE RECORDS IN THE SYSTEM, INCLUDING TYPES OF USERS AND
THE PURPOSES OF THE USES:
The GSA uses the records for concluding the administrative operations of the defunct agency. Routine uses include providing a copy of an employee's Department of the Treasury Form W-2, and Wage and Tax
Statement, to the State, city, or other local jurisdiction that has authority to tax the employee's pay. The agency also provides a record under a withholding agreement between a State, city, or other jurisdiction and the Department of the Treasury under 5 U.S.C. 5516, 5517, and 5520, or in response to the written request of an authorized official of the taxing jurisdiction to the Director, GSA National
Payroll Center (6BCY), 1500 East Bannister Road, Kansas City, MO 64131- 3088. The request must include a copy of the statute or ordinance showing the authority of the jurisdiction to tax the employee based on place of residence, place of employment, or both.
Under a withholding agreement between a city and the Department of the Treasury (5 U.S.C. 5520), the GSA furnishes copies of executed city tax withholding certificates to the city in response to a written request from the proper city official to the GSA official named in the paragraph above. Records are also released to the Government
Accountability Office for audits and to the Internal Revenue Service for use in investigations. Additional routine uses are: a. To disclose a record to the appropriate Federal, State, or local agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, or regulation, or order, where the GSA becomes aware of an indication of a violation, or potential violation of a civil or criminal law or regulation. b. In any legal proceeding, where pertinent, to which GSA is a party before a court or administrative body. c. To authorized officials engaged in investigating or settling a grievance, complaint, or appeal filed by an individual who is the subject of the record. d. To a Federal agency in connection with the hiring or retention of an employee; the issuance of a security clearance; the reporting of an investigation; the letting of a contract; or the issuance of a grant, license, or other benefit to the extent that the information is relevant and necessary to a decision. e. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), or the Government Accountability Office
(GAO) when the information is required for program evaluation purposes. f. To an expert, consultant, or contractor of GSA in the performance of a Federal duty to which the information is relevant and a physician to conduct a fitness-for-duty examination of a GSA officer or employee. g. To disclose a record to the OPM concerning pay, benefits, retirement deductions, and other information needed under that agency's responsibility to evaluate Federal personnel management. h. To the National Archives and Records Administration (NARA) for records management purposes. i. To appropriate agencies, entities, and persons when (1) the
Agency suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) the
Agency has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by GSA or another agency or entity) that rely upon the compromised information; 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 compromise and prevent, minimize, or remedy such harm.
To the extent that official personnel records in the GSA's custody are covered within systems of records published by the OPM as
Government-wide records, the records are considered part of the
Government-wide system. Other personnel records covered by notices published by the GSA and considered to be separate systems of records may be transferred to the OPM under personnel programs as a routine use.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records are in file folders and card files. Microfiche records on microfiche sheets are stored in cabinets. CD-ROMs and floppy disks are stored in file cabinets.
RETRIEVABILITY:
Payroll records are retrievable by Social Security Number and other records by name.
SAFEGUARDS:
When not in use by an authorized person, the records are stored in locked metal containers or in secured rooms.
RETENTION AND DISPOSAL:
The Division Director of the Agency Liaison Division and the
National Payroll Center disposes of the records as scheduled in the handbook, GSA Records Maintenance and Disposition System (OAD P 1820.2).
SYSTEM MANAGER AND ADDRESS:
The system managers are the Director, Agency Liaison Division (WB-
E),
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General Services Administration, 7th & D Streets, SW., Washington, DC 20407 and the Director, GSA National Payroll Center, 6BCY, 1500 E.
Bannister Road, Kansas City, MO 64131-3088.
NOTIFICATION PROCEDURE:
Requests to review or receive a copy of a record should be sent to the system manager named above.
RECORD ACCESS PROCEDURE:
See 41 CFR part 105-64, published in the Federal Register, for the procedures. Address your written request to review or copy records to the system manager, with the words ``Privacy Act Request'' written on the letter and on the envelope.
CONTESTING RECORD PROCEDURE:
See 41 CFR part 105-64.
RECORD SOURCES:
When it shuts down, the agency that the GSA services publishes a notice in the Federal Register transferring administrative responsibility for the records to the GSA.
FR Doc. E8-8904 Filed 4-24-08; 8:45 am
BILLING CODE 6820-34-P
