Source: https://www.mspb.gov/mspbsearch/viewdocs.aspx?docnumber=278733&version=279053&application=HTML
Timestamp: 2019-04-26 14:47:35+00:00

Document:
1205.4 Disclosure of Privacy Act records.
1205.11 Access to Board records.
1205.12 Time limits and determinations.
Authority: 5 U.S.C. 552a and 1204.
Source: 64 FR 51043, Sept. 21, 1999, except where otherwise noted.
This subpart implements the Privacy Act of 1974, 5 U.S.C. 552a, (``the Act'') by stating the procedures by which individuals may determine the existence of, seek access to, and request amendment of Board records concerning themselves, and by stating the requirements that apply to Board employees' use and disclosure of those records.
§ 1205.2 Policy and scope.
The Board's policy is to apply these regulations to all records that can be retrieved from a system of records under the Board's control by using an individual's name or by using a number, symbol, or other way to identify the individual. These regulations, however, do not govern the rights of the parties in adversary proceedings before the Board to obtain discovery from adverse parties; those rights are governed by part 1201 and part 1209 of this chapter. These regulations also are not meant to allow the alteration, either before or after the Board has issued a decision on an appeal, of evidence presented during the Board's adjudication of the appeal.
(a) Inquiry means a request by an individual regarding whether the Board has a record that refers to that individual.
(b) Request for access means a request by an individual to look at or copy a record.
(c) Request for amendment means a request by an individual to change the substance of a particular record by addition, deletion, or other correction.
(d) Requester means the individual requesting access to or amendment of a record. The individual may be either the person to whom the requested record refers, a legal guardian acting on behalf of the individual, or a representative designated by that individual.
§ 1205.4 Disclosure of Privacy Act records.
(a) Except as provided in 5 U.S.C. 552a(b), the Board will not disclose any personal record information from systems of records it maintains to any individual other than the individual to whom the record refers, or to any other agency, without the express written consent of the individual to whom the record refers, or his or her representative or attorney.
§ 1205.11 Access to Board records.
(a) Submission of request. Inquiries or requests for access to records must be submitted to the appropriate regional or field office of the Board, or to the Clerk of the Board, U.S. Merit Systems Protection Board, 1615 M Street NW., Washington, DC 20419-0001. If the requester has reason to believe that the records are located in a regional or field office, the request must be submitted to that office. Requests submitted to the regional or field office must be addressed to the Regional Director or Chief Administrative Judge at the appropriate regional or field office listed in appendix II of 5 CFR part 1201.
(6) A conspicuous indication, both on the envelope and the letter, that the inquiry is a ``PRIVACY ACT REQUEST''.
(c) Identification. Each submission must follow the identification requirements stated in § 1205.13 of this part.
(d) Payment. Records usually will not be released until fees have been received.
§ 1205.12 Time limits and determinations.
(4) When other extenuating circumstances prevent the Board from processing the request within the 20-day period.
(b) Time extensions. When unusual circumstances exist, the Board may extend the time for making a determination on the request for no more than 10 additional workdays. If it does so, it will notify the requester of the extension.
(c) Improper request. If a request or an appeal is not properly labeled, does not contain the necessary identifying information, or is submitted to the wrong office, the time period for processing the request will begin when the correct official receives the properly labeled request and the necessary information.
(d) Determining officials. The Clerk of the Board, a Regional Director, or a Chief Administrative Judge will make determinations on requests.
(3) If the items described in paragraphs (a)(1) and (2) of the section are not available, a signed statement in which the requester asserts his or her identity and acknowledges understanding that misrepresentation of identity in order to obtain a record is a misdemeanor and subject to a fine of up to $5,000 under 5 U.S.C. 552a(i)(3).
(b) By mail. The identification of a requester making a request by mail must be certified by a notary public or equivalent official or contain other information to identify the requester. Information could be the date of birth of the requester and some item of information in the record that only the requester would be likely to know.
(3) The agreement of representation, where appropriate.
(2) It may mail copies of the records to the requester.
(b) A requester seeking personal access to records may be accompanied by another individual of the requester's choice. Under those circumstances, however, the requester must sign a statement authorizing the discussion and presentation of the record in the accompanying individual_s presence.
(a) Basis. In accordance with 5 U.S.C. 552a(k)(2), the Board may deny access to records that are of an investigatory nature and that are compiled for law enforcement purposes. Those requests will be denied only where access to them would otherwise be unavailable under Exemption (b)(7) of the Freedom of Information Act.
(b) Form. All denials of access under this section will be made in writing and will notify the requester of the right to judicial review.
(a) No fees will be charged except for making copies of records.
(b) Photocopies of records duplicated by the Board will be subject to a charge of 20 cents a page.
(c) If the fee to be assessed for any request is less than $100 (the cost to the Board of processing and collecting the fee), no charge will be made to the requester.
(d) Fees for copying audio tapes and computer records will be charged at a rate representing the actual costs to the Board, as shown in paragraphs (d)(1) through (d)(3) of this section.
(1) Audio tapes will be provided at a charge not to exceed $15 for each cassette tape.
(2) Computer printouts will be provided at a charge of 10 cents a page.
(3) Records reproduced on computer tapes, computer diskettes, or other electronic media, will be provided at the actual cost to the Board.
§ 1205.21 Request for amendment.
(c) A statement of the basis for the amendment, along with supporting documentation, if any.
§ 1205.22 Action on request.
(a) Amendment granted. If the Board grants the request for amendment, it will notify the requester and provide him or her with a copy of the amendment.
(2) The procedures for appealing the denial.
The Clerk of the Board, Regional Director, or Chief Administrative Judge will acknowledge a request for amendment within 10 workdays of receipt of the request in the appropriate office except under the unusual circumstances described in paragraphs (a)(1) through (a)(4) of § 1205.12 of this part.
(a) A partial or complete denial, by the Clerk of the Board, by the Regional Director, or by the Chief Administrative Judge, of a request for amendment may be appealed to the Chairman, Merit Systems Protection Board, 1615 M Street, NW., Washington, DC 20419-0001 within 10 workdays from the date of the denial.
(3) A statement of the reasons why the original denial should be overruled.
§ 1205.32 Decision on appeal.
(a) The Chairman will decide the appeal within 30 workdays unless the Chairman determines that there is good cause for extension of that deadline. If an appeal is improperly labeled, does not contain the necessary information, or is submitted to an inappropriate official, the time period for processing that appeal will begin when the Chairman receives the appeal and the necessary information.
(b) If the request for amendment of a record is granted on appeal, the Chairman will direct that the amendment be made. A copy of the amended record will be provided to the requester.
(3) The right to file a concise statement with the Board stating the reasons why the requester disagrees with the denial. This statement will become a part of the requester's record.

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