Billing Code 6732-01-P

FEDERAL MEDIATION AND CONCILIATION SERVICE

PRIVACY ACT of 1974; SYSTEM of RECORDS

AGENCY: Federal Mediation and Conciliation Service

ACTION: Notice of a new system of records.

SUMMARY: Federal Mediation and Conciliation Service (FMCS) Center for Conflict 

Resolution Education (CCRE) and the Division of Agency Initiatives (DAI) use this 

system to process conference attendee and participant registration. FMCS hosts, co-hosts, 

sponsors, or co-sponsors conferences designed to meet the real-world challenges of labor 

management relations, conflict resolution, mediation, and arbitration. FMCS uses 

additional vendors to register attendees and participants and to promote conferences. 

FMCS uses GovDelivery Communications Cloud to promote events and Cvent Event 

Solutions (Cvent) to register attendees and participants for conferences. 

DATES: This system of records will be effective without further notice on [INSERT 

DATE 30 DAYS AFTER DATE OF PUBLICATION IN THE FEDERAL 

REGISTER] unless otherwise revised pursuant to comments received. Comments must 

be received on or before [INSERT DATE 30 DAYS AFTER DATE OF 

PUBLICATION IN THE FEDERAL REGISTER].

ADDRESSES: You may send comments, identified by FMCS-00012, by any of the 

following methods: 

• Mail: FMCS, 250 E Street, SW, Washington, DC 20427.
• E-mail: privacy@fmcs.gov. Include FMCS-00012 on the subject line of the 

message.

FOR FURTHER INFORMATION CONTACT: Kimberly Warren, Digital Media 

Strategist, at kwarren@fmcs.gov or call 202-606-5364. NLMC questions, email address 

is nlmcinfo@fmcs.gov. 

SUPPLEMENTARY INFORMATION: To further promote the use of mediation, 

conflict resolution, and labor relations management in accordance with FMCS’s mission, 

FMCS sponsors and co-sponsors conferences. These conferences educate and train 

members of the public and private sectors. GovDelivery is a web-based email 

subscription management application, provided by Granicus, that allows members of the 

public to subscribe to get information from the FMCS via email. Subscribers can choose 

from numerous subscriptions offered by FMCS, including, but not limited to, press 

releases, training opportunities, and event-related notifications. Attendees and 

participants may subscribe via a secure webpage, to receive FMCS emails through a 

signup page on fmcs.gov.

Cvent, an on-line registration system, can handle conference registration and speaker 

information and allow attendees to register online for any FMCS events. Major functions 

of this system include RSVP/Decline status, schedule setting, and outgoing messages 

from FMCS to attendees. 

SYSTEM NAME AND NUMBER: FMCS Conference System – FMCS-00012. 

SYSTEM LOCATION: FMCS, 250 E Street, SW, Washington, DC 20427.
SYSTEM MANAGER(S): Greg Raelson, Director of Congressional and Public Affairs, 

email graelson@fmcs.gov, call 202-606-8081 or send mail to FMCS, 250 E Street, SW,

Washington, DC 20427, Attn: Greg Raelson. Cvent, Kimberly Warren, Digital Media 

Strategist, email kwarren@fmcs.gov, call 202-606-5364, or send mail to FMCS, 250 E 

Street, SW, Washington, DC 20427, Attn: Kimberly Warren. GovDelivery, call 800-314-

0147 or contact support at https://support.granicus.com/s/contactsupport.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 29 U.S.C. 172; 29 U.S.C. 

173 (e); and 29 C.F.R. 1403. 

PURPOSE(S) OF THE SYSTEM: The purpose of the system is for collecting, 

processing, and maintaining participant’s or attendee’s basic contact information for 

FMCS conferences. The basic information is required to determine the participant’s or 

attendee’s region or geographical location and to have adequate preparation for the 

conference. This information is also used to assess the best allocation of FMCS 

resources. The system gives a detailed structure of the conference including the 

conference program, keynote sessions, list of invited speakers with their background 

information, timetables for the conference meetings, venues of the conference, 

conference sponsors, and conference fees. The system is made up of interrelated 

components to perform to task, for example a computer system and IT system (multiple 

computers joined by a network). The system also includes GovDelivery which handles

digital subscription management and deliver opt-in email and other messaging to FMCS 

audiences. Audiences include, but are not limited to, citizens who are interested in 

receiving news and updates from the FMCS, seek to register for FMCS events and 
conferences, and who opt to receive targeted communications or specific topics related to 

conflict management. Cvent is also a component of the FMCS Conference system. 

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: The categories 

of individuals in this system include: the public (as attendees or participants), conference 

speakers, and Federal employees who register on the FMCS website for participation in 

selected training workshops, webinars, training sessions, and conference sessions hosted 

by FMCS.

CATEGORIES OF RECORDS IN THE SYSTEM: The categories of records 

maintained in the system include:

1) List of conference programs, including event location, time, date, conference 

events and agendas;

2) Information pertaining to registration including names, registration fees, 

conference description, and professional affiliation;

3) Attendee’s information or participant information including first name, last name, 

email address, title, office, employer/organization, address, room #/ mail code, 

city, state, zip/postal code, country, and telephone and fax number; and

4) Information concerning the basis for and supporting documentation regarding the 

conference.

RECORD SOURCE CATEGORIES: The information pertaining to this system is 

primarily collected via website from individuals requesting to register for an event 

sponsored by FMCS. The sources of information include attendees, speakers, exhibitors, 

officials, education professionals, FMCS employees, and guests. 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING 

CATEGORIES OF USERS AND 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 the FMCS as a 

routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: 

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 record, either alone or in conjunction 

with other information creates an indication of a violation or potential violation of 

civil or criminal laws or regulations.

b) To disclose information to the National Archives and Records Administration 

(NARA) for use in its records management inspections; to the Government 

Accountability Office (GAO) for oversight purposes; to the Department of Justice 

(DOJ) to obtain that department’s advice regarding disclosure obligations under 

the Freedom of Information Act (FOIA); or to the Office of Management and 

Budget (OMB) to obtain that office’s advice regarding obligations under the 

Privacy Act. 

c) To disclose information to the National Archives and Records Administration 

(NARA) or the General Services Administration in records management 

inspections conducted under authority of 44 U.S.C. 2904 and 2906.

d) To a former employee of the Agency for purposes of responding to an
official inquiry by a federal, state, or local government entity or professional 

licensing authority, in accordance with applicable Agency regulations; or 

facilitating communications with a former employee that may be necessary for 

personnel-related or other official purposes where the Agency requires 

information and/or consultation assistance from the former employee regarding a 

matter within that person’s former area of responsibility.

e) To disclose information to contractors, grantees, experts, consultants, detailees, 

and other non-Government employees performing or working on a contract,

service, or other assignment for the Federal Government when necessary to 

accompany an agency function related to this system of records.

f) To officials of labor organizations recognized under 5 U.S.C. Chapter 71 upon 

receipt of a formal request and in accordance with the conditions of 5 U.S.C. 7114 

when relevant and necessary to their duties of exclusive representation concerning 

personnel policies, practices, and matters affecting working conditions.

g) 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. 

h) In an appropriate proceeding before a court, grand jury, or administrative or 

adjudicative body or official, when FMCS or other Agency representing FMCS 

determines the records are relevant and necessary to the proceeding; or in an 

appropriate proceeding before an administrative or adjudicative body when the 

adjudicator determines the records to be relevant to the proceeding.
i) To the Department of Justice, including Offices of the U.S. Attorneys; another 

Federal agency conducting litigation or in proceedings before any court, 

adjudicative, or administrative body; another party in litigation before a court, 

adjudicative, or administrative body; or to a court, adjudicative, or administrative 

body. Such disclosure is permitted only when it is relevant and necessary to the 

litigation or proceeding, and one of the following is a party to the litigation or has 

an interest in such litigation:

1) FMCS, or any component thereof;

2) Any employee or former employee of FMCS in their official capacity;

3) Any employee or former employee of FMCS in their capacity where the 

Department of Justice or FMCS has agreed to represent the employee;

4) The United States, a Federal agency, or another party in litigation before a 

court, adjudicative, or administrative body, upon the FMCS General 

Counsel's approval, pursuant to 5 CFR part 295 or otherwise.

j) To any federal agency, organization, or person for the purposes of performing 

audit or oversight operations related to the operation of this system of records as 

authorized by law, but only information necessary and relevant to such audit or 

oversight function.

k) To disclose information to appropriate agencies, entities, and persons when: 

(1) FMCS suspects or has confirmed that there has been a breach of the system of 

records; (2) FMCS has determined that as a result of the suspected or confirmed 

breach there is a risk of harm to individuals, FMCS (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 FMCS’s efforts to respond to the suspected 

or confirmed breach or to prevent, minimize, or remedy such harm.

l) To disclose information to another Federal agency or Federal entity, when FMCS 

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.

m) To disclose to professional affiliations, licensing entities, and employers to verify 

attendance and course completion. 

n) To disclose, in a limited capacity, to vendor(s) to provide requested 

accommodations associated with conference attendance or participation. 

POLICIES AND PRACTICES FOR STORAGE OF RECORDS: These records are 

maintained in electronic form only accessible to authorized personnel. Electronic records 

are stored on the agency’s internal servers with restricted access to only authorized 

personnel and designated officials as determined by agency officials. Cvent and 

GovDelivery are hosted subscription systems, and all records are maintained by the 

hosting company. 

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: The records are 

retrieved by the name or other programming identifier assigned to an individual in the 
electronic database system. Records may also be retrieved by the title of the conference 

and entity associated with the attendee’s or participant’s registration. 

POLICIES AND PRACTICES FOR RETENTION OF DISPOSAL OF RECORDS:

All records are retained and disposed of in accordance with General Records Schedule 

6.4, issued by the National Archives and Records Administration, and FMCS. Records 

are destroyed when three years old or when they are no longer needed for business use. 

ADMINSTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: Regarding 

the Conference system, on premises there is a NetApp Network attached Windows File 

System shared folder with permissions set to only allow those with designated access by 

membership thru a Windows Azure group membership. Group access and modification is 

controlled by IT which uses a privileged administrator account. Array is physically 

located in a locked computer room with limited badge access. Cvent and GovDelivery are 

remote hosted subscription systems accessed by username/password maintained by the 

host company and created by the user of the systems. FMCS administrators maintain 

accounts/access and content for the hosted spaces. Cvent and GovDelivery are both 

FedRAMP authorized vendors and use government accepted procedures for keeping data 

safe.

RECORD ACCESS PROCEDURES: Attendees and participants may access the 

GovDelivery system via links placed on client web pages or in system-generated emails. 

GovDelivery subscribers have access to their own personal data in the system. Cvent 

registrants may access their personal data through their registration confirmation or by 

contacting FMCS. Individuals must provide the following information for their records 

to be located and identified: (1) Full name, (2) Address, and (3) A reasonably identifying 
description of the record content requested. Requests can be submitted via fmcs.gov/foia/, 

via email to privacy@fmcs.gov, or via mail to FMCS, Privacy Office, 250 E Street, SW,

Washington, DC 20427. See 29 CFR 1410.3, Individual access requests.

CONTESTING RECORDS PROCEDURES: See 29 CFR 1410.6, Requests for 

correction or amendment of records, on how to contest the content of any records. 

Privacy Act requests to amend or correct records may be submitted to the Privacy Office 

at privacy@fmcs.gov or Privacy Officer at FMCS, Privacy Office, 250 E Street, SW,

Washington, DC 20427. Also, see https://www.fmcs.gov/privacy-policy/. 

NOTIFICATION PROCEDURES: See 29 CFR 1410.3(a), Individual access requests.

EXEMPTIONS PROMULGATED FOR THE SYSTEM: None. 

HISTORY: None.

Dated: July 19, 2022.

Anna Davis,

Deputy General Counsel.