A.I.D. 10 – Employee Relations Records
Systems of Records Notice
AGENCY FOR INTERNATIONAL DEVELOPMENT
A.I.D.--10
System name: Employee Relations Records.
Security classification: Confidential.
System location: a. For active records: Employee Relations Branch,
Office of Personnel and Manpower, Agency for International
Development, 515 22nd Street NW, Washington, DC 20523.
b. For retired records: Washington National Records Center, 4205
Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: Any A.I.D.
employee or employee of another Federal Agency assigned to A.I.D.
under a Participating Agency Service Agreement who has filed a
complaint, grievance or appeal; has been the subject of an alimony or
child support claim; has been listed as a prisoner of war or missing
in action (POW/MIA); or has a medical problem affecting his
employment.
Categories of records in the system: Correspondence and indexes
covering complaints, grievances, appeals, life insurance, health
insurance, occupational health, workers' compensation, but not
including those records belonging to the Department of Labor; alimony
and child support, employee medical problems (but not including
medical records maintained by the Office of the Medical Director,
Department of State) and material relating to POW/MIA's.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended, especially secs. 621 and 625; Foreign Service Act
of 1946, as amended; Executive Order 10450 as amended August 5, 1954;
5 U.S.C. 301, 7301, 7531, 7532, 7533; sec. 914 of Pub.L. 92-255; and
sec. 201 of Pub.L. 91-616.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To a duly
appointed Hearing Examiner or Arbitrator for the purpose of
conducting a hearing in connection with an employee's appeal
involving a grievance.
To a union representative for the purpose of representing an
employee in order to protect the employee rights negotiated under the
union agreement.
To the Office of Personnel Management for the purpose of
determining if the Agency's course of action is correct.
To a health or life insurance carrier for the purpose of
determining the status of benefits paid or owed by or to an employee
pursuant to a health or life insurance compensation agreement.
To hospitals, clinics, and other medical treatment facilities
upon their request in order to provide information about health
insurance under the Federal Employees Group Health Insurance Program.
To law enforcement agencies, U.S. Government agencies, courts,
the Department of State, foreign governments and international
agencies, and Members of Congress, for the purposes set forth in the
Statement of General Routine Uses immediately preceding these
specific notices of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: By employee name.
Safeguards: Located in metal file cabinets with three-way
combination lock in secured premises with access limited to those
whose official duties require access.
Retention and disposal: Workers' compensation files are retired to
Federal Records Center, St. Louis, Missouri, for permanent retention
after resolution of case. Alcohol and drug abuse files are destroyed
by burning one to three years after separation of employee. POW/MIA
files are retained indefinitely. All other records are destroyed by
burning one to two years after resolution of a problem or final
decision on a pending matter.
System manager(s) and address: Chief, Employee Relations Branch,
at the location shown in the Systems Location Section above.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a(k)(5), all investigatory material in the record which
meets the criteria of these subsections is exempted from the notice,
access and contest requirements of sections (c)(3), (d), (e)(1),
(e)(4)(G), (H), and (I) and (f) 5 U.S.C. 552a in order to fulfill
commitments made to protect the confidentiality of sources, and to
maintain access to sources of information which are necessary to
determine suitability for employment. See Agency Regulations
published in this issue of the Federal Register.
Back to Top ^
|
