Privacy Program Resources

NARA Privacy Act Systems: NARA 44

SYSTEM NAME: Reasonable Accommodation Request Records.

FEDERAL REGISTER CITATION: 78 FR 77255

SYSTEM LOCATION: Reasonable accommodation request files are maintained in the Office of Equal Employment Opportunity. Files may also be maintained in the Office of Human Capital (Labor/Employee Relations and Benefit Branch).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include current and former NARA employees and applicants who request reasonable accommodation under the Rehabilitation Act, and any family member, health professional, or other person making such a request as a representative of a NARA employee or applicant.

CATEGORIES OF RECORDS IN THE SYSTEM: Reasonable accommodation request records may contain some or all of the following records: Requests for reasonable accommodation, including medical records, notes, or records made during consideration of requests; and decisions on requests. These records may contain: The employee or applicant's name, email address, mailing address, phone number, medical information, and any additional information provided by the employee related to processing the request. If an accommodation request is made by a family member, health professional, or other representative of a NARA employee or applicant, the records may also contain the requestor's name, email address, mailing address, phone number, and any additional information provided by the requestor related to processing the request.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 552a(a)(3), as amended, 29 U.S.C. 791, 44 U.S.C. 2104(a), as amended, the Americans with Disabilities Act of 1990, as amended, Executive Order 13164, and 29 CFR Part 1614.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Routine uses A, B, C, D, E, F, G and H listed in Appendix A apply to this system.

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

STORAGE: Paper and electronic records.

RETRIEVABILITY: Information in these case files may be retrieved by the employee or applicant's name, or request number.

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: NARA reasonable accommodation request records 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:

  1. For reasonable accommodation files located in the EEO office: Director, Office of Equal Employment Opportunity; and
     
  2. For reasonable accommodation files located in the Labor and Employee Relations Branch: Chief Human Capital Officer;

The business addresses for these system managers are listed in Appendix B.

NOTIFICATION PROCEDURE: People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed 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: NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES: Information in these reasonable accommodation files is obtained directly from NARA employees and applicants who request reasonable accommodation under the Rehabilitation Act, any family member, health professional, or other person making such a request as a representative of a NARA employee or applicant, and any health professional or other person providing information on behalf of a NARA employee or applicant.

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