Billing Code 6732-01-P

FEDERAL MEDIATION AND CONCILIATION SERVICE

PRIVACY ACT OF 1974; SYSTEM RECORDS

AGENCY: Federal Mediation and Conciliation Service.

ACTION: Notice of a New System of Records.

SUMMARY: Federal Mediation and Conciliation Service (FMCS) uses photographs, 

biographies, and agency contact information of employees to provide background 

information to the public, for use by stakeholders in preparation for services, and for 

trainings and conferences. FMCS may also use these documents for internal agency 

events and communications. 

DATES: This notice 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. New routine uses will be effective on 

[INSERT DATE 30 DAYS AFTER DATE OF PUBLICATION IN THE FEDERAL 

REGISTER]. 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-0003, by any of the 

following methods:

• Mail: Office of General Counsel, 250 E Street, SW, Washington, DC 20427. 

• E-mail: ogc@fmcs.gov. Include FMCS-0003 on the subject line of the message.

• Fax: (202) 606-5444.

FOR FURTHER INFORMATION CONTACT: Greg Raelson, Director of 

Congressional and Public Affairs, at graelson@fmcs.gov or at (202) 606-8081.
SUPPLEMENTARY INFORMATION: This new system is needed for collecting, 

storing and maintaining FMCS employee biographical information and FMCS employee 

and event photographs. 

SYSTEM NAME AND NUMBER: FMCS-0003

SECURITY CLASSIFICATION: Unclassified. 

SYSTEM LOCATION: Federal Mediation and Conciliation Service, 250 E Street, SW, 

Washington, DC 20427.

SYSTEM MANAGER(S): Greg Raelson, Director of Congressional and Public Affairs, 

email graelson@fmcs.gov, or send mail to Federal Mediation and Conciliation Service, 

250 E Street Southwest, Washington, DC 20427, Attn: Greg Raelson.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Federal Mediation and 

Conciliation Service, 29 U.S.C. § 172, et seq.; Departmental Regulations, 5 U.S.C. § 301.

PURPOSE(S) OF THE SYSTEM: The purposes of the system are as follows:

(a) The records are used for internal and external communications, and to provide the 

public with contact information and biographies of the employees who carry out 

FMCS’s mission and activities.

(b) To digitize FMCS photographic files in support of preserving the materials.

(c) To be used for reproduction by FMCS employees organizing such events as 

awards, ceremonies, farewell ceremonies and receptions, FMCS anniversary

ceremonies and receptions, conferences, workshops, speaking engagements, and 

FMCS training and education programs.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: All current and 

former FMCS employees, clients, visitors from other agencies, and members of the 

public.

CATEGORIES OF RECORDS IN THE SYSTEM: These records consist of digital 

photographs, digitized images of photographic prints, negatives, and slides, and indexing 

data including name, geographical district, biographies, business title, business email, 

business cell phone and office number, business office address, business address of 

events, and dates of events.

RECORD SOURCE CATEGORIES: Photographs and biographical information are

provided by FMCS employees on an ongoing basis. Donors include FMCS employees, 

FMCS clients, and visitors from the public or other agencies. Other records such as 

contact information are obtained from FMCS records.

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, these records 

or information contained therein may specifically be disclosed outside the Agency as a 

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

(a) As communication material at conferences, trainings, and speaking engagements 

where FMCS employees participate in their official capacity to demonstrate the 

experience and background of FMCS employees. 

(b) To current and prospective FMCS clients including other federal agencies to 

provide background information on individuals for public knowledge and 

awareness.
(c) To a Congressional office from the record of an individual in response to an 

inquiry from the Congressional office made at the request of that individual.

(d) To respond to subpoenas in any litigation or other proceeding.

(e) For distribution and presentation for news, public relations, official agency social 

media, community affairs, and client services purposes.

(f) In support of research activities conducted by FMCS employees and other 

agencies.

(g) 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.

(h) 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.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS: Records are stored

electronically on the public facing website located here. Also, records are stored on

FMCS’s shared and internal hard drives and on the FMCS’s Microsoft Office 365 

SharePoint site both accessible only to FMCS employees. Hard copies of photographs 

are also displayed in FMCS’s offices.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: Records on the 

public facing website can be searched by name, geographic district, and zip code. 

Records on the FMCS’s shared and internal drives can be searched by name, and date and 

name of the event. On SharePoint, records can be searched by the date and name of the 

event.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF 

RECORDS: Records are updated as needed and retained until no longer needed for 

business use. All records are retained and disposed of in accordance with General 

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

ADMINSTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: Electronic 

records on FMCS’s shared and internal drives, and on SharePoint are safeguarded in a 

secured environment and are maintained in a secure, password-protected electronic 

system that will utilize commensurate safeguards that may include firewalls, intrusion 

detection and prevention systems, and role-based access controls. Hard copy records are 

accessed in FMCS facilities that are limited to authorized personnel with official duties 

requiring access. FMCS facilities are equipped with security cameras and 24-hour 

security guard service. These records are kept in limited access areas in locked offices. 

All records are protected from unauthorized access through appropriate administrative, 
operational, and technical safeguards. These safeguards include restricting access to 

authorized personnel who have a “need to know”, using locks, and password protection 

identification features.

RECORD ACCESS PROCEDURES: Same as above.

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 Chief Privacy 

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

Washington, D.C. 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: August 16, 2021.

X

Sarah Cudahy,

General Counsel.