Privacy Program Resources

NARA Privacy Act Systems: NARA 17

SYSTEM NAME: Grievance Records.


SYSTEM LOCATION: Grievance records are maintained in the Office of Human Capital (Employee Relations and Benefits Branch locations at the National Archives at College Park, MD and St. Louis, MO).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include current and former NARA employees who have submitted grievances to NARA in accordance with Office of Personnel Management (OPM) Regulations (5 CFR part 771) or in accordance with internal negotiated grievance procedures.

CATEGORIES OF RECORDS IN THE SYSTEM: Grievance records may include: statements of witnesses; reports of interviews and hearings; findings and recommendations of examiners; copies of the original and final decisions; and related correspondence and exhibits. These files may contain some or all of the following information about an individual: Name; address; social security number; correspondence symbol; telephone number; occupation; grade; salary information; educational background; employment history; medical information; and names of supervisors and witnesses.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 1302, 3301, 3302, and 7121; Executive Order 10577 (3 CFR 1954 through 1958); Executive Order 10987 (3 CFR 1959 through 1963).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains grievance records on individuals in order to process grievances submitted by or on behalf of NARA employees in accordance with OPM regulations or internal negotiated grievance procedures.

NARA may disclose only enough information in grievance records to any source from which additional information is requested in the course of processing a grievance in order to: identify the source to the extent necessary; inform the source of the purpose(s) of the request; and identify the type of information requested from the source. NARA may also disclose information in grievance files to officials of labor organizations recognized under the Civil Service Reform Act when the information is relevant to the officials' duties of exclusive representation concerning personnel policies, practices, and matters affecting work conditions. The routine use statements A, D, E, F, G, H, and I described in Appendix A also apply to this system of records.


STORAGE: Paper and electronic records.

RETRIEVABILITY: Information in grievance records may be retrieved by the name of the individual.

SAFEGUARDS: During business hours, paper records are maintained in areas accessible only to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment

RETENTION AND DISPOSAL: Grievance files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS: The system manager is the Chief Human Capital Officer. The business address for this system manager is listed in Appendix B.

NOTIFICATION PROCEDURE: People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address given in Appendix B.

RECORD ACCESS PROCEDURES: People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address given in Appendix B.

CONTESTING RECORD PROCEDURES: Review of requests from individuals seeking amendment of their records that 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 the NARA ruling on the case and will not include a review of the merits of the action, determination, or finding. NARA rules for contesting the contents and appealing initial determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES: Information in grievance records may be obtained from: individuals on whom records are maintained; witnesses; NARA officials; and NARA payroll and personnel specialists.

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