From the Privacy Act Online via GPO Access \[wais.access.gpo.gov\]

GENERAL SERVICES ADMINISTRATION

GSA/HRO-10

System name: Grievance Records.

System location: These records are located in the personnel offices of

GSA at the location listed in the appendix following the notice GSA/

HRO-6 or designated offices in GSA in which the grievances were

filed.

Categories of individuals covered by the system: Current or former

employees who have submitted grievances with GSA in accordance with

part 771 of the Office of Personnel Management (OPM) Regulations (5

CFR part 771) or a negotiated procedure.

Categories of records in the system: The system contains records

relating to grievances filed by agency employees under part 771 of

the OPM regulations. These case files contain all documents related

to the grievance including statements of witnesses, reports of

interviews and hearings, examiner\'s findings and recommendations, a

copy of the original and final decision, and related correspondence

and exhibits. This system includes files and records of internal

grievance and arbitration systems that are established through

negotiations with recognized labor organizations.

Authority for maintenance of the system: 5 U.S.C. 1302, 3301, and 3302;

E.O. 10577; 3 CFR 1954-1958 Comp., p218; E.O. 10987; 3 CFR 1959-1963

Comp., p519.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses: a. To disclose pertinent

information to the appropriate Federal, State, or local agency

responsible for investigating, prosecuting, enforcing, or

implementing a statute, rule, regulation, or order, where the

disclosing agency becomes aware of an indication of a violation or

potential violation of civil or criminal law or regulation.

b\. To disclose information to any source from which additional

information is requested in the course of processing a grievance, to

the extent necessary to identify the individual, inform the source of

the purposes(s) of the request, and identify the type of information

requested.

c\. 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 of

suitability investigation of an individual, the classifying of jobs,

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.

d\. To provide information to a congressional office from the record of

an individual in response to an inquiry from that congressional office

made at the request of that individual.

e\. To disclose information to another Federal agency or to a court

when the Government is party to a judicial proceeding before the

court.

f\. By GSA or the Office of Personnel Management in the production of

summary description statistics and analytical studies in support of

the function for which the records are collected and maintained, or

for related work force studies. While published statistics and studies

do not contain individual identifiers, in some instances the selection

of elements of data included in the study may be structured in such a

way as to make the data individually identifiable by inference.

g\. To disclose information to officials of the Merit Systems

Protection Board, including the Office of the Special Counsel; the

Federal Labor Relations Authority and its General Counsel, or the

Equal Employment Opportunity Commission when requested in performance

of their authorized duties.

h\. To disclose, in response to a request for discovery or for

appearance of a witness, information that is relevant to the subject

matter involved in a pending judicial or administrative proceeding.

i\. To provide information to officials of labor organizations

reorganized under the Civil Service Reform Act when relevant and

necessary to their duties of exclusive representation concerning

personnel policies, practices, and matters affecting work conditions.

j\. To an expert, a consultant, or a contractor of GSA to the extent

necessary to further the performance of a Federal duty.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage: These records are maintained in file folders.

Retrievability: These records are retrieved by the names of the

individuals on whom they are maintained.

Safeguards: These records are maintained in lockable metal filing

cabinets to which only authorized personnel have access.

Retention and disposal: These records are disposed of 3 years after

closing of the case. Disposal is by shredding or burning.

System manager(s) and address: The Director of Personnel, 18th and F

Streets NW, Washington, DC 20405. Mailing address: General Services

Administration (HP), Washington, DC 20405.

Notification procedure: It is required that individuals submitting

grievances be provided a copy of the record under the grievance

process. They may, however, contact the GSA personnel, or other

designated office, where the action was processed regarding the

existence of such records on them. They must furnish the following

information for their records to be located and identified: Name,

date of birth, approximate date of closing of the case and kind of

action taken, and the organization component involved.

Record access procedures: It is required that individuals submitting

grievances be provided a copy of the record under the grievance

process. However, after the action has been closed, an individual

may request access to the official copy of the grievance file by

contacting the GSA personnel or designated office where the action

was processed. Individuals must provide the following information

for their records to be located and identified: Name, date of birth,

approximate date of closing of the case and kind of action taken,

and organization component involved. Individuals requesting access

must also follow the GSA regulations as outlined in 41 CFR part 105-

64 regarding access to records.

Contesting record procedures: Review of requests from individuals

seeking amendment of their records which have been the subject of a

judicial or quasi-judicial action will be limited in scope. Review

of amendment requests of these records will be restricted to

determine if the record accurately documents the action of GSA\'s

ruling on the case and will not include a review of the merits of

the action, determination, or finding. Individuals wishing to

request amendment to their records to correct factual errors should

contact the GSA personnel or designated office where the grievance

was processed. Individuals must furnish the following information

for their records to be located and identified: Name, date of birth,

approximate date of closing of the case and kind of action taken,

and organizational component involved. Individuals must also follow

the GSA Privacy Act regulations regarding amendment to records (ADM

7900.4).

Record source categories: Information in this system of records is

provided by the individual on whom the record is maintained, by

testimony of witnesses, by agency officials, and from related

correspondence from organizations or persons.

Appendix- GSA/HRO Addresses of Locations of Administrative Services

Divisions

Central Office

Office of Administrative Services (HR), General Services

Administration, 18th and F Streets NW, Washington, DC 20405.

Regional Offices

Region 1: Director, Administrative Services Division (1BR), General

Services Administration, McCormack Post Office and Courthouse, Boston,

MA 02109.

Region 2: Director, Administrative Services Division (2BR), General

Services Administration, 26 Federal Plaza, New York, NY 10007.

Region 3: Director, Administrative Services Division (3BR), General

Services Administration, Ninth and Market Streets, Philadelphia, PA

19107\.

National Capital Region: Director, Administrative Services Division

(WBR), General Services Administration, 7th and D Streets SW,

Washington, DC 20497.

Region 4: Director, Administrative Services Division (4BR), General

Services Administration, Richard B. Russell Building, Atlanta, GA

30303\.

Region 5: Director, Administrative Services Division (5BR), General

Services Administration, 230 South Dearborn Street, Chicago, IL 60604.

Region 6: Director, Administrative Services Division (6BR), General

Services Administration, 1500 E. Bannister Road, Kansas City, MO

64131\.

Region 7: Director, Administrative Services Division (7BR), General

Services Administration, 819 Taylor Street, Fort Worth, TX 76102.

Region 8: Director, Administrative Services Division (8BR), General

Services Administration, Denver Federal Center, Bldg. 41, Denver, CO

80225\.

Region 9: Director, Administrative Services Division (9BR), General

Services Administration, 525 Market Street, San Francisco, CA 94105.

Region 10: Director, Administrative Services Division (10BR), General

Services Administration, GSA Center, Auburn, WA 98002.