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Privacy Act Systems - DOL/OASAM-19

SYSTEM NAME:

    Negotiated Grievance Procedure and Unfair Labor Practice Files.

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    1. Human Resources Center, U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, D.C. 20210; and national and regional personnel offices.
    2. Office of the Solicitor, U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, D.C. 20210; and regional offices of the Solicitor.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Department employees who have filed grievances under negotiated grievance procedures, and Department employees who have filed unfair labor practices charges against the Department.

CATEGORIES OF RECORDS IN THE SYSTEM:

    This system contains a variety of records relating to employee grievances filed under procedures established by labor-management negotiations, and unfair labor practice charges filed under the Federal Service Labor-Management Relations Act. The records may include information such as: employee’s name, grade, job title, employment history, arbitrator’s decision or report, record of appeal to the Federal Labor Relations Authority, and a variety of employment and personnel records associated with a grievance or charge.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    5 U.S.C. 7121 for grievances, 5 U.S. 7116 for unfair labor practices, Federal Service Labor-Management Relations Act and related amendments of 5 U.S.C. 5596(b) for back pay.

PURPOSE(S):

    Records are used to process an employee’s grievance filed under a negotiated grievance procedure, or an unfair labor practice charge filed by an employee or union.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

    In addition to the universal routine uses listed in the General Prefatory Statement to this document, records that are relevant and necessary may be disclosed as follows:

    1. To disclose information to officials of the Merit System Protection Board or the Office of Special Counsel, when requested in connection with appeals, special studies of the civil service and other merit systems, review of Department rules and regulations, investigations or alleged or possible prohibited personnel practices, and such other functions as may be authorized by law.
    2. To disclose information to the Equal Employment Opportunity Commission when requested in connection with investigations into alleged or possible discrimination practices or examination of affirmative employment programs.
    3. To disclose information to the Federal Labor Relations Authority or its General Counsel when requested in connection with investigations of allegations of unfair labor practices or matters before the Federal Service Impasses Panel.
    4. To disclose information to the union when requested in connection with the union’s representation of the Department employee who has filed the grievance or unfair labor practice.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

    Files are stored electronically and on paper.

RETRIEVABILITY:

    Records may be retrieved by name and/or case file number.

SAFEGUARDS:

    Access by authorized personnel only. Computer security safeguards are used for electronically stored data and locked locations for paper files.

RETENTION AND DISPOSAL:

    Records are destroyed 5 years after expiration of agreement. (NC1-64-77-10 item 29a1)

SYSTEM MANAGER(S) AND ADDRESS:

    Director, Office of Human Resources Policy and Strategic Planning, Human Resources Center, U.S. Department of Labor, 200 Constitution Avenue, N.W. Washington, D.C. 20210.

NOTIFICATION PROCEDURE:

    Individuals wishing to inquire whether this system contains records pertaining to them should contact the System Manager at the address listed above.

RECORD ACCESS PROCEDURES:

    Individuals wishing to request access to records in this system should contact the System Manager at the address listed above.

CONTESTING RECORD PROCEDURES:

    Individuals wishing to petition for amendment to their records contained in this system should contact the System Manager at the address listed above.

RECORD SOURCE CATEGORIES:

    Individual employees who have filed grievances and charges, employee/supervisor interviews, investigative and employment records, and findings of arbitrators and other tribunals.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    Under the specific exemption provided by 5 U.S.C. 552a(k)(2), this system of records is exempted from the following provisions of the Privacy Act: (c)(3), (d), (e)(l), (e)(4)(G), (H), and (I), and (f). Release of information from the complaint file to the complainant may be denied in anticipation of a civil action or proceeding, in instances where premature release of documents could hamper the decision-making process, where the release of personal information may result in an invasion of personal privacy, and where release of confidential statements could lead to intimidation or harassment of witnesses and impair future investigations by making it more difficult to collect similar information.