NARA Privacy Act Systems: NARA 44
SYSTEM NAME: Reasonable Accommodation Request Records.
FEDERAL REGISTER CITATION: 87 FR 4661
SYSTEM LOCATION: The Office of Equal Employment Opportunity at the National Archives in College Park maintains reasonable accommodation request files. The system address is the same as the system manager address.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include current and former NARA employees and applicants who have requested accommodation pursuant to NARA policy for processing reasonable accommodation requests. This includes accommodations for employees and applicants with disabilities and for religious reasons.
CATEGORIES OF RECORDS IN THE SYSTEM: NARA obtains information in these files from employees, applicants, and any family members, health professionals, or representatives of a NARA employee or applicant, who request reasonable accommodation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 552a(a)(3), as amended, 44 U.S.C. 2104(a), as amended, the Americans with Disabilities Act of 1990, as amended, Title VII of the Civil Rights Act of 1964, as amended; 29 U.S.C. 791l Executive Order 13164, and 29 CFR Part 1614.
PURPOSE OF THE SYSTEM:
We use the information in this system to process and implement employee reasonable accommodation requests and any resulting accommodation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
We maintain reasonable accommodation request files to (or for):
(a) Process and implement employee requests for reasonable accommodations, including manager review, reasonable accommodation staff review, medical or health staff review, and sharing with other people necessary to process or implement the request and any resulting accommodation;
(b) disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act; and
(c) routine uses A, B, C, D, E, F, G, H and I listed in Appendix A apply to this system. Appendix A was last republished on December 20, 2013 (78 FR 77255, 77287). For the most up-to-date information, see the Appendix on our website at www.archives.gov/privacy/inventory
POLICIES AND PRACTICES FOR STORING RECORDS: Paper and electronic records.
POLICIES AND PRACTICES FOR RETRIEVING RECORDS: Information in these case files may be retrieved by the employee or applicant's name, or request number.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: During normal hours of operation, we maintain paper records in areas accessible only by authorized NARA personnel. Authorized NARA personnel access electronic records via password-protected workstations located in attended offices or through a secure remote-access network. After business hours, buildings have security guards and secured doors, and electronic surveillance equipment monitors all entrances.
POLICIES AND PRACTICES FOR RETAINING AND DISPOSING OF RECORDS: Reasonable accommodation request records are temporary records and we destroy them in accordance with 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 (at the address listed in Appendix B).
SYSTEM MANAGER(S) AND ADDRESS:
For these case files, the system manager is the Director, Office of Equal Employment Opportunity. The business addresses for system managers are listed in Appendix B, last republished September 27, 2018 (83 FR 48869). As system manager contact information is subject to change, for the most up-to-date information, visit our website at www.archives.gov/privacy/inventory.
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: NARA obtains information in these files from employees, applicants, and any family members, health professionals, or representatives of a NARA employee or applicant, who request reasonable accommodation.