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Daily Rules, Proposed Rules, and Notices of the Federal Government

NATIONAL TRANSPORTATION SAFETY BOARD

Privacy Act of 1974, as Amended; Revisions to Existing Systems of Records

AGENCY: National Transportation Safety Board (NTSB).
ACTION: Notice of revised systems of records.
SUMMARY: The NTSB conducted a comprehensive review of previously published notices describing the systems of records it maintains pursuant to the Privacy Act of 1974. The NTSB is revising and republishing all its systems of records (systems) notices as a result of this review. The systems revisions are minor corrective and administrative changes that do not meet the threshold criteria established by the Office of Management and Budget (OMB) for either a new or altered system of records.
DATES: This action will be effective without further notice 30 days from the date of publication in theFederal Register, unless the NTSB receives comments that result in a contrary determination.
ADDRESSES: You may send written comments using any of the following methods:

1.Government-wide rulemaking Web site:Go tohttp://www.regulations.govand follow the instructions for sending your comments electronically.

2.Mail:Mail comments concerning this notice to Melba D. Moye, CIO-40, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594-2000.

3.Fax:(202) 314-6132, Attention: Melba D. Moye

4.Hand Delivery:6th Floor, National Transportation Safety Board, CIO-40, 490 L'Enfant Plaza, SW., Washington, DC, between 9 a.m. and 4:30 p.m., Monday through Friday, except Federal holidays.

All comments received will be available for public inspection at the above address.
FOR FURTHER INFORMATION CONTACT: Melba D. Moye, Office of Chief Information Officer, Records Management Division, (202) 314-6551.
SUPPLEMENTARY INFORMATION:

In accordance with the Privacy Act of 1974, as amended (codified at 5 U.S.C. 552a), the NTSB notes that each of the descriptions below includes a reference to the Chief of the NTSB's Records Management Division. Individuals may request access to or amendment of records pertaining to themselves by contacting the Chief of the NTSB's Records Management Division, or the Chief's designee. Several descriptions also reference particular General Records Schedules; these Schedules are from the National Archives and Records Administration (NARA), and are available on the NARA Web site.

Table of Contents: NTSB Systems of Records NTSB-1 (Revoked) NTSB-2 Official Personnel Folders NTSB-3 Personnel Security and Investigative Records NTSB-4 Employee Travel Records NTSB-5 Executive Branch Confidential Financial Disclosure Reports NTSB-6 Employee Payroll, Leave, and Attendance Records NTSB-7 Equal Employment Opportunity (EEO) Discrimination Complaint Records NTSB-8 FOIA and Privacy Act Request Records NTSB-9 (Revoked) NTSB-10 Employee Records of Disciplinary Action, Adverse Action, and Grievance and Appeal Files NTSB-11 Parking Permit Records NTSB-12 Employee Travel Card Records NTSB-13 Airman or Mariner Certificate Enforcement Actions NTSB-14 Information Request Database NTSB-15 Local Area Network Database NTSB-16 General Correspondence Database NTSB-17 Office of Transportation Disaster Assistance Family Member Database NTSB-18 Correspondence From Members of Congress NTSB-19 Training Center Student Registration Database NTSB-20 Public Affairs Phone Log NTSB-21 Respiratory Protection Program Records NTSB-22 Occupational Health and Safety Training Program NTSB-23 Transit Subsidy Program Records NTSB-24 Facility Security Access Control System NTSB-25 Employee Purchase Card Holders NTSB-26 Office of Workers' Compensation Claim Records NTSB-27 Employee Performance Folders NTSB-28 Employee Medical Folders NTSB-29 Job Application and Merit Promotion Files NTSB-30 Training Records NTSB-31 Labor-Management Relations Records NTSB-32 Public Financial Disclosure Reports and Other Name-Retrieved Ethics Program Records Appendix A: General Routine Uses Applicable to All Systems of Records Appendix B: Government-Wide Systems of Records Applicable to the NTSB NTSB-2 SYSTEM NAME:

Official Personnel Folders.

SYSTEM LOCATION:

Records on current Federal employees are located within the employing agency. Records maintained in paper may also be located at OPM or with personnel officers, or at other designated offices of local installations of the department or agency that employs the individual. When agencies determine that duplicates of these records need to be located in a second office, e.g., an administrative office closer to where the employee actually works, such copies are covered by this system. Some agencies have employed the Enterprise Human Resource Integration (EHRI) data system to store their records electronically. Although stored in EHRI, agencies are still responsible for the maintenance of their records. Former Federal employees' paper Official Personnel Folders (OPFs) are located at the National Personnel Records Center, National Archives and Records Administration (NARA), 111 Winnebago Street, St. Louis, Missouri 63118. Former Federal employees' electronic Official Personnel Folders (eOPF) are located in the EHRI data system that is administered by NARA.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current and certain former NTSB employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records include employee's name, Social Security number, date of birth, home address, home telephone number, and specialized education. Records reflect Federal service and work experience, including past and present positions held, grades, salaries, duty station locations, and notices of all personnel actions, such as appointments, promotions, reassignments, demotions, details, transfers, reductions-in-force, resignations, retirements, removal, and suspensions. Records also include information concerning election and/or waiver of Federal benefits, including employees' designation of beneficiaries for these and other programs.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301et seq.,1302, 2951, 3301, 4118, 8347; 5 CFR part 293; Executive Order Nos. 9,397, 9,830, and 12,107.

PURPOSE(S):

The OPF, which may exist in various approved media, and other general personnel records files, is the official repository of the records, reports of personnel actions, and the documentation required in connection with these actions affected during an employee's Federal service. The personnel action reports and other documents, some of which are filed in the OPF, give legal force and effect topersonnel transactions and establish employee rights and benefits under pertinent laws and regulations governing Federal employment. These files and records are maintained by OPM and agencies in accordance with OPM regulations and instructions. They provide the basic source of factual data about a person's Federal employment while in the service and after his or her separation. Records in this system have various uses by agency personnel offices, including screening qualifications of employees; determining status, eligibility, and employee's rights and benefits under pertinent laws and regulations governing Federal employment; computing length of service; and other information needed to provide personnel services. These records may also be used to locate individuals for personnel research.

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

The OPF, which may exist in various approved media, and other general personnel records files, is the official repository of the records, reports of personnel actions, and the documentation required in connection with these actions affected during an employee's Federal service. The personnel action reports and other documents, some of which are filed in the OPF, give legal force and effect to personnel transactions and establish employee rights and benefits under pertinent laws and regulations governing Federal employment. These files and records are maintained by OPM and agencies in accordance with OPM regulations and instructions. They provide the basic source of factual data about a person's Federal employment while in the service and after his or her separation. Records in this system have various uses by agency personnel offices, including screening qualifications of employees; determining status, eligibility, and employee's rights and benefits under pertinent laws and regulations governing Federal employment; computing length of service; and other information needed to provide personnel services. These records may also be used to locate individuals for personnel research.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

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

These records are maintained in file folders, on lists and forms, microfilm or microfiche, and in computer processable storage media such as personnel system databases, PDF forms and data warehouse systems.

RETRIEVABILITY:

These records are retrieved by the name, Social Security number, or date of birth of the individuals about whom they concern.

SAFEGUARDS:

Paper or microfiche/microfilmed records are located in locked metal file cabinets or in secured rooms with access limited to those personnel whose official duties require access. Access to computerized records is limited, through use of user logins and passwords, access codes, and entry logs, to those whose official duties require access. Access to and use of these records is limited to those persons whose official duties require such access, and the Facility Security Access Control System (NTSB-24) logs the date and time that each electronic keycard was used to enter the location.

This system conforms to all applicable Federal laws and regulations, as well as NTSB policies and standards, as they relate to information security and data privacy. In this regard, the following laws and regulations may apply: The Privacy Act of 1974; the Federal Information Security Management Act of 2002; the Computer Fraud and Abuse Act of 1986; the Health Insurance Portability and Accountability Act of 1996; the E-Government Act of 2002; and corresponding regulations implementing these statutes.

RETENTION AND DISPOSAL:

The NTSB maintains records within this system for the period of the employee's service at the NTSB. When an employee leaves the NTSB to begin employment at another Federal agency, the NTSB transfers these records to the employee's new Federal agency. When an employee retires, resigns, or dies, the NTSB forwards the employee's record to the National Personnel Records Center for permanent storage, in accordance with General Records Schedule 1, item 1.

a. SYSTEM MANAGER(S) AND ADDRESS: Manager, OCIO/RM, U.S. Office of Personnel Management, 1900 E Street NW., Washington, DC 20415.

b. For current Federal employees, OPM has delegated to the employing agency the Privacy Act responsibilities concerning access, amendment, and disclosure of the records within this system notice. Chief, Human Resources Division, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594.

NOTIFICATION PROCEDURE:

Individuals wishing to inquire about whether this system of records contains information about them may contact the Chief, Records Management Division, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594. Individuals must comply with NTSB regulations regarding the Privacy Act, at 5 CFR part 802, and must furnish the following information for their records to be located and identified:

1. Full name(s);

2. Date of birth;

3. Social Security number;

4. Dates of employment; and

5. Signature.

a. Former Federal employees who want access to their Official Personnel Folders (OPF) should contact the National Personnel Records Center (Civilian), 111 Winnebago Street, St. Louis, Missouri 63118, regarding the records in this system. Individuals must furnish the following information for their records to be located and identified:

a. Full name.

b. Date of birth.

c. Social security number.

d. Last employing agency (including duty station) and approximate date(s) of the employment (for former Federal employees).

e. Signature.

RECORD ACCESS PROCEDURE:

Same as “Notification Procedure.”

CONTESTING RECORD PROCEDURE:

Same as “Notification Procedure.”

RECORD SOURCE CATEGORIES:

Information in this system is obtained from the individual to whom the record pertains and NTSB officials responsible for pay, leave, and activity reporting requirements.

RECORD SOURCE CATEGORIES:

Information in this system of records is provided by:

a. The individual on whom the record is maintained.

b. Educational institutions.

c. Agency officials and other individuals or entities.

d. Other sources of information maintained in an employee's OPF, in accordance with Code of Federal Regulations part 293, and OPM'sOperating Manual, “The Guide to Personnel Recordkeeping.”

EXEMPTIONS CLAIMED FOR THIS SYSTEM:

None.

NTSB-3 SYSTEM NAME:

Personnel Security and Investigative Records.

SYSTEM LOCATION:

National Transportation Safety Board, Human Resources Division, 490 L'Enfant Plaza SW., Washington, DC 20594.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Employees, prospective employees, and potential contractors seeking access to sensitive materials or facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:

Personnel security folders containing the results of name checks, inquiries, record checks, and investigations furnished by the Office of Personnel Management (OPM), the Federal Bureau of Investigation, or a private service provider. Information in these records may contain dates and places of birth, citizenship, marital status, military status, and Social Security records. In addition, these records may contain investigative information concerning an individual's character, conduct, and behavior, as well as arrests, convictions, or judgments regarding any legal or regulatory violations. Records may also contain information from current and former supervisors, colleagues, associates, and educators; in addition, records may contain financial or medical records and any other information developed from the records listed above.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order No. 10,450.

PURPOSE(S):

The NTSB maintains this system to determine whether the employment of a job applicant, or retention of a current employee, is in the interest of the Government, as well as which persons may have access to classified or sensitive material and access to other facilities.

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

In addition to the disclosures permitted under subsection (b) of the Privacy Act, and described in Appendix A, below, the NTSB may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the following routine uses:

1. Disclosure to other Federal agencies when necessary to allow the individual to access classified or sensitive material that other Federal agencies maintain;

2. Disclosure to other Federal agencies or private organizations when necessary to allow the individual to visit a certain facility or site; and

3. Disclosure to OPM, when necessary for an investigation, personnel matter, or an assessment of agency compliance with Federal personnel security and suitability program requirements.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

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

Records are stored on paper in file folders within the Human Resources Division or Office of Management at the NTSB, at the address above.

RETRIEVABILITY:

These records are retrieved by either the name or Social Security number of the individuals about whom they concern.

SAFEGUARDS:

Records are maintained in locked metal file cabinets that are restricted through electronic keycards to enter the facility where records are located. Access to and use of these records is limited to those persons whose official duties require such access, and the Facility Security Access Control System (NTSB-24) logs the date and time that each electronic keycard was used to enter the location. This system conforms to all applicable Federal laws and regulations, as well as NTSB policies and standards, as they relate to information security and data privacy. In this regard, the following laws and regulations may apply: The Privacy Act of 1974; the Federal Information Security Management Act of 2002; the Computer Fraud and Abuse Act of 1986; the Health Insurance Portability and Accountability Act of 1996; the E-Government Act of 2002; and corresponding regulations implementing these statutes.

RETENTION AND DISPOSAL:

The NTSB maintains records within this system in accordance with OPM directives and General Records Schedule 18, item 22. In general, the NTSB destroys records in this system once the records are obsolete or no longer warrant retention, such as at the conclusion of three years following the year that the employee departed from the NTSB.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Human Resources Division, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594.

NOTIFICATION PROCEDURE:

Individuals wishing to inquire about whether this system of records contains information about them may contact the Chief, Records Management Division, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594. Individuals must comply with NTSB regulations regarding the Privacy Act, at 5 CFR part 802, and must furnish the following information for their records to be located and identified:

1. Full name(s);

2. Date of birth;

3. Social Security number;

4. Dates of employment; and

5. Signature.

RECORD ACCESS PROCEDURE:

Same as “Notification Procedure.”

CONTESTING RECORD PROCEDURE:

Same as “Notification Procedure.”

RECORD SOURCE CATEGORIES:

Information in this system is obtained from the individual to whom the record pertains, and may be obtained from NTSB officials, former employers, educational institutions, and individuals who are familiar with the individual, as well as officials from other Federal agencies.

EXEMPTIONS CLAIMED FOR THIS SYSTEM:

None.

NTSB—4 SYSTEM NAME:

Employee Travel Records.

SYSTEM LOCATION:

National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594. The National Business Center, which is a division of the Department of Interior, stores some information electronically off-site on behalf of the NTSB, at: National Business Center, DOI, Mail Stop D-2600, 7301 West Mansfield Avenue, Lakewood, Colorado 80235-2230. As described below, the National Business Center transfers the records to the Federal Records Center after the expiration of one year following the date of the employee's travel.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Employees and invitational travelers who have traveled pursuant to authorized official business of the NTSB.

CATEGORIES OF RECORDS IN THE SYSTEM:

Travel vouchers, which include receipts for various expenditures.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Travel Expense Amendments Act of 1975, Public Law 94-22, 89 Stat. 84 (codified at 5 U.S.C. 5701-5707).

PURPOSE(S):

The NTSB maintains this system to determine and verify amounts to be paid to an employee or invitational traveler for reimbursement of travel expenses for authorized, official travel performed on behalf of the NTSB.

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

In addition to the disclosures permitted under subsection (b) of the Privacy Act, and described in Appendix A, below, the NTSB may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the following routine use:

Disclosure to other Federal agencies that need the information for an audit or investigation.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

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

Records are system generated or scanned and saved in an electronic database. In addition, some copies of the records are stored on paper in file folders within the employee's office at the NTSB, at the address above.

RETRIEVABILITY:

These records are indexed by name.

SAFEGUARDS:

Paper records are maintained in lockable file cabinets that are restricted through electronic keycards to enter the facility where records are located. Computerized records are maintained in a secure, password protected computer system. Access to and use of these records is limited to those persons whose official duties require such access, and the Facility Security Access Control System (NTSB-24) logs the date and time that each electronic keycard was used to enter the location. This system conforms to all applicable Federal laws and regulations, as well as NTSB policies and standards, as they relate to information security and data privacy. In this regard, the following laws and regulations may apply: The Privacy Act of 1974; the Federal Information Security Management Act of 2002; the Computer Fraud and Abuse Act of 1986; the Health Insurance Portability and Accountability Act of 1996; the E-Government Act of 2002; and corresponding regulations implementing these statutes.

RETENTION AND DISPOSAL:

Pursuant to General Records Schedule 9, items 3 and 4, the NTSB maintains records relating to reimbursing individuals for six years after payment of the allowable travel expenses and maintains routine administrative records for two years.

SYSTEM MANAGER(S) AND ADDRESS:

Chief Financial Officer, National Transportation Safety Board, 490 L'Enfant Plaza, SW., Washington, DC 20594.

NOTIFICATION PROCEDURE:

Individuals wishing to inquire about whether this system of records contains information about them may contact the Chief, Records Management Division, National Transportation Safety Board, 490 L'Enfant Plaza, SW., Washington, DC 20594. Individuals must comply with NTSB regulations regarding the Privacy Act, at 5 CFR part 802, and must furnish the following information for their records to be located and identified:

1. Full name(s);

2. Date of birth;

3. Social Security number;

4. Dates of employment; and

5. Signature.

RECORD ACCESS PROCEDURE:

Same as “Notification Procedure.”

CONTESTING RECORD PROCEDURE:

Same as “Notification Procedure.”

RECORD SOURCE CATEGORIES:

Information in this system is obtained from the individual to whom the record pertains.

EXEMPTIONS CLAIMED FOR THIS SYSTEM:

None.

NTSB-5 SYSTEM NAME:

Executive Branch Confidential Financial Disclosure Reports.

SYSTEM LOCATION:

National Transportation Safety Board, Office of General Counsel, 490 L'Enfant Plaza SW., Washington, DC 20594.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current and former NTSB employees who must submit confidential financial disclosure reports under the requirements of the Ethics in Government Act of 1978 (hereinafter “Ethics Act”), as amended, or to whom the Ethics Act otherwise applies. All such individuals are described in the categories listed in Government-wide system of records notice OGE/GOVT-2. The NTSB incorporates by reference the text of OGE/GOVT-2 into this Notice; as such, this Notice contains a summary of the information and provisions of OGE/GOVT-2 and descriptions of how NTSB-5 is consistent with OGE/GOVT-2, and identifies any differences between NTSB-5 and OGE/GOVT-2. OGE/GOVT-2 is available at 68 FR 3098 (Jan. 22, 2003), as updated at 68 FR 24744 (May 8, 2003).

CATEGORIES OF RECORDS IN THE SYSTEM:

This system contains information that is necessary for administration of all provisions of the Ethics Act and the Ethics Reform Act of 1989, as amended, and Executive Order 12,674, as modified. In particular, this system contains statements and amended statements of personal and family holdings and other interests in property; income; gifts and reimbursements; liabilities; agreements and arrangements; outside positions; and other information related to conflict-of-interest determinations. These statements may consist of certifications of no new interests for the reporting period, and may be supplemental or alternative confidential report forms.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Title I of the Ethics in Government Act of 1978, Public Law 95-521, 92 Stat. 1824 (codified as amended 5 U.S.C. 7301, 7351, 7353, and other scattered sections of 5 U.S.C.); 5 CFR part 2634; Executive Order 12,674 (as modified by Executive Order 12,731).

PURPOSE(S):

The NTSB collects the records in this system in order to comply with the Ethics Act, and implementing Office of Government Ethics (OGE) regulations and applicable Executive Orders. The collection of these records is necessary to assure compliance with statutory and regulatory requirements, to determine if an actual or apparent conflict of interest exists between the employment ofindividuals by the Federal Government and their outside employment and financial interests.

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

The NTSB notes that, when the Director or other authorized officials of OGE requests that the NTSB furnish OGE with records from this system, such disclosure will be in response to OGE's need for the records in the performance of their official duties under the Ethics Act, and other related statutes, regulations, and Executive Orders, pursuant to 5 U.S.C. 552a(b)(1). In addition to other disclosures permitted under subsection (b) of the Privacy Act, and described in Appendix A, below, the NTSB may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the following routine use:

1. Disclosure of information to any source when necessary to obtain information relevant to a conflict-of-interest investigation or determination; and

2. Disclosure of the confidential financial disclosure report or certificate of no new interests and any accompanying documents to reviewing officials in a new office, department, or agency when an employee transfers or is detailed from a covered position in one office, department, or agency to a covered position in another office, department, or agency.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

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

The NTSB primarily maintains these records on paper in file folders. In addition, the Office of General Counsel maintains certain information about current and former employees in searchable electronic databases.

RETRIEVABILITY:

Records in this system are indexed alphabetically by name.

SAFEGUARDS:

Paper records are maintained in locked file cabinets that are restricted through electronic keycards to enter the facility where records are located. Access to and use of these records is limited to those persons whose official duties require such access, and the Facility Security Access Control System (NTSB-24) logs the date and time that each electronic keycard was used to enter the location. This system conforms to all applicable Federal laws and regulations, as well as NTSB policies and standards, as they relate to information security and data privacy. In this regard, the following laws and regulations may apply: the Privacy Act of 1974; the Federal Information Security Management Act of 2002; the Computer Fraud and Abuse Act of 1986; the Health Insurance Portability and Accountability Act of 1996; the E-Government Act of 2002; and corresponding regulations implementing these statutes.

RETENTION AND DISPOSAL:

In accordance with General Records Schedule 25, the NTSB retains these records for a period of six years after filing, or for such other period of time as set forth in Schedule 25 for certain types of ethics records. The NTSB may retain records needed in an ongoing investigation for a period that exceeds six years, until the investigation no longer requires such records. At the expiration of the retention period, the NTSB destroys these records by shredding them.

SYSTEM MANAGER(S) AND ADDRESS:

Designated Agency Ethics Official, National Transportation Safety Board, 490 East L'Enfant Plaza SW., Washington, DC 20594.

NOTIFICATION PROCEDURE:

Individuals wishing to inquire about whether this system of records contains information about them may contact the Designated Agency Ethics Official at the following address: National Transportation Safety Board, 490 L'Enfant Plaza, SW., Washington, DC 20594. Individuals must comply with NTSB regulations regarding the Privacy Act, at 5 CFR part 802, and must furnish the following information for their records to be located and identified:

1. Full name(s);

2. Dates of employment; and

3. Signature.

RECORD ACCESS PROCEDURES:

Same as “Notification Procedure.”

CONTESTING RECORD PROCEDURES:

Same as “Notification Procedure.”

RECORD SOURCE CATEGORIES:

Current and former NTSB employees, or designated persons on behalf of such employees, such as trustees, attorneys, accountants, bankers, or relatives; Federal officials who review the records to make conflict-of-interest determinations; persons alleging conflicts of interest or violations of other ethics laws, and persons contacted during any investigation of the allegations.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

NTSB-6 SYSTEM NAME:

Employee Payroll, Leave, and Attendance Records.

SYSTEM LOCATION:

National Transportation Safety Board, Human Resources Division, 490 L'Enfant Plaza SW., Washington, DC 20594. The National Business Center, which is a division of the Department of Interior, stores some information electronically off-site on behalf of the NTSB, at: National Business Center, DOI, Payroll Operations Division, Mail Stop D-2600, 7301 West Mansfield Avenue, Lakewood, Colorado 80235-2230. In addition, the NTSB stores payroll records pertaining to individuals who have retired from the NTSB at the National Archives and Records Administration, National Personnel Records Center (Civilian Personnel Records Center), 111 Winnebago Street, St. Louis, Missouri 63118.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All current and former employees of the NTSB.

CATEGORIES OF RECORDS IN THE SYSTEM:

The agency's system consists of four files. Official personnel files held by the NTSB are governed by the U.S. Office of Personnel Management (OPM)regulations, at 5 CFR parts 293 and 297.

1. Official personnel file: This file consists of the forms and documents that record employees' Standard Form 50s, copies of benefits election forms, and applications used for qualification determinations. This is a paper file.

2. Security File: This file is described at NTSB-3, above. Duplicates of the security records described in NTSB-3 may also exist in this system, designated as NTSB-6.

3. Payroll file: This file consists of documents related to employees' pay and related payroll deductions that are not filed in the official personnel file. These files may contain copies of income tax forms, savings bond elections, net deposits and allotments, union dues elections, benefits elections, and records regarding garnishments. This is a paper file.

4. Time and attendance reports: This system consists of credit hour records,biweekly summaries of hours worked and leave taken, flextime records, leave applications, authorized premium pay, danger pay requests, and corrections. This information is maintained in an electronic system, and some records may exist on microfiche.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 CFR Parts 293 and 297; Executive Order 12107.

PURPOSE(S):

The NTSB uses these records to establish and maintain employee qualifications, benefits and pay.

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

In addition to the disclosures permitted under subsection (b) of the Privacy Act, and described in Appendix A, below, the NTSB may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the following routine uses:

1. Disclosure to the Treasury Department for payroll purposes or for the issuance of savings bonds;

2. Disclosure to the Office of Personnel Management for retirement, health and life insurance purposes, and to carry out the Government-wide personnel management functions of the NTSB;

3. Disclosure to the National Finance Center for the Thrift Savings Plan and Temporary Continuation of Coverage;

4. Disclosure to the Social Security Administration for compliance with the Federal Insurance Compensation Act;

5. Disclosure to the Internal Revenue Service for taxable earnings and withholding purposes, or for audit and inspection and investigation purposes;

6. Disclosure to the Combined Federal Campaign for charitable contribution purposes;

7. Disclosure to the American Federation of Government Employees for union dues;

8. Disclosure to state and local government tax entities for income tax purposes;

9. Disclosure to holders of judgment liens, for the purposes of garnishments; and

10. Disclosure to arbitrators pursuant to a negotiated labor agreement or to Equal Employment Opportunity investigators who hear or investigate employee grievances or complaints of discrimination.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

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

Official personnel files, security files, and payroll files and are kept in file folders, which the NTSB maintains within metal file cabinets in a locked office. Time and attendance reports are maintained in an electronic system, as described above.

RETRIEVABILITY:

Official personnel files, payroll files, and time and attendance reports are indexed by name.

SAFEGUARDS:

Records are maintained in locked file cabinets that are restricted through electronic keycards to enter the facility where records are located. Computerized records are maintained in a secure, password protected computer system. Access to and use of these records is limited to those persons whose official duties require such access, and the Facility Security Access Control System (NTSB-24) logs the date and time that each electronic keycard was used to enter the location. This system conforms to all applicable Federal laws and regulations, as well as NTSB policies and standards, as they relate to information security and data privacy. In this regard, the following laws and regulations may apply: The Privacy Act of 1974; the Federal Information Security Management Act of 2002; the Computer Fraud and Abuse Act of 1986; the Health Insurance Portability and Accountability Act of 1996; the E-Government Act of 2002; and corresponding regulations implementing these statutes.

RETENTION AND DISPOSAL:

The NTSB retains and disposes of records within this system as follows:

1. The NTSB retains each employee's official personnel file until the end of the first thirty days following the date of the individual's separation from the NTSB if the individual is not thereafter employed by a Federal agency, pursuant to General Records Schedule 1, item 1. After expiration of the thirty-day period, the NTSB sends records to the National Archives and Records Administration, National Personnel Records Center, 111 Winnebago Street, St. Louis, Missouri. However, if following the separation from the NTSB, the individual is employed by another Federal agency, the NTSB maintains the records until that Federal agency requests the records from the NTSB;

2. Security records are kept for three years following an employee's separation, as described at NTSB-3, above;

3. The NTSB retains payroll records for three calendar years following the year in which the employee separates; and

4. The NTSB retains time and attendance reports for six years after the year of the employee's separation.

SYSTEM MANAGER AND ADDRESS:

Chief, Human Resources Division, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594.

NOTIFICATION AND PROCEDURE:

Individuals wishing to inquire about whether this system of records contains information about them may contact the Chief, Records Management Division, National Transportation Safety Board, 490 L'Enfant Plaza, SW., Washington, DC 20594. Individuals must comply with NTSB regulations regarding the Privacy Act, at 5 CFR part 802, and must furnish the following information for their records to be located and identified:

1. Full name(s);

2. Date of birth;

3. Social Security number;

4. Dates of employment; and

5. Signature.

RECORD ACCESS PROCEDURE:

Same as “Notification Procedure.”

CONTESTING RECORD PROCEDURE:

Same as “Notification Procedure.”

RECORD SOURCE CATEGORIES:

Individuals about whom the records concern, individuals' supervisors, and NTSB employees acting in their official capacities.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

NTSB-7 SYSTEM NAME:

Equal Employment Opportunity (EEO) Discrimination Complaint Records.

SYSTEM LOCATION:

National Transportation Safety Board, Office of Equal Employment Opportunity Diversity and Inclusion, 490 L'Enfant Plaza SW., Washington, DC 20594.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals, classes of individuals, or organizations which have consulted an EEO Counselor regarding discrimination on the basis of race, color, religion, sex, national origin, physical disability,genetic information, or age because of a determination, or decision made by a Safety Board official or which have filed a formal allegation of discrimination.

CATEGORIES OF RECORDS IN THE SYSTEM:

This system of records contains information or documents concerning pre-complaint processing and formal allegations of discrimination. The records consist of counselors' reports, the initial allegations, letters or notices to the individual or organization, materials placed into the record to support or refute the decision or determination, statements of witnesses, investigative reports, instructions about action to be taken to comply with decisions, and related correspondence, opinions, recommendations, and final administrative actions.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order No. 11,478; 42 U.S.C. 2000e; 29 U.S.C. 633a; 29 CFR part 1614.

PURPOSE(S):

The NTSB uses these records to initiate, investigate, and resolve discrimination complaints within the NTSB. The NTSB may also use these records as a data source for management information for production of summary descriptive statistics and analytical studies in support of the function for which the NTSB collects and maintains the records, or for related personnel management functions or manpower studies. In addition, the NTSB may use these records to locate specific individuals for personnel research or other personnel management functions.

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

In addition to the disclosures permitted under subsection (b) of the Privacy Act, and described in Appendix A, below, the NTSB may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the following routine uses:

1. Disclosure to the Office of Personnel Management, Merit Systems Protection Board (including its Office of the Special Counsel), Equal Employment Opportunity Commission, the Federal Labor Relations Authority (including the General Counsel of the Authority and the Federal Service Impasses Panel), the Federal Mediation and Conciliation Service, and to an arbitrator, in carrying out their functions;

2. Disclosure to other Federal or foreign agencies that need the information for an audit or investigation of a civil, criminal, or regulatory violation or potential violation;

3. A record from this system of records may be disclosed to a Federal, state or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract or the issuance of a license, grant or other benefit;

4. Disclosure to a Federal agency, in response to its request, in connection with hiring or retaining an employee, issuing a security clearance, conducting a security or suitability investigation of an individual, or classifying jobs, to the extent that the information is relevant and necessary to the requesting agency's decisions on the matter;

5. Disclosure in response to a subpoena to the NTSB where Federal agencies having the power to subpoena other Federal agencies' records, such as the Internal Revenue Service or the Civil Rights Commission, have issued the subpoena;

6. Where a contract between an NTSB office and a labor organization recognized under Executive Order No. 11,491 or 5 U.S.C. Chapter 71 provides that the agency will disclose personal records relevant to the organization's mission, the NTSB may disclose records in this system of records to such organization;

7. Disclosure to a private entity with which the NTSB maintains a contractual relationship for the purposes of investigating discrimination claims or collating, analyzing, aggregating or otherwise refining records in this system, where the private entity is subject to a non-disclosure agreement and understands that it must honor Privacy Act safeguards with respect to such records;

8. In the event of litigation where the defendant is (a) the NTSB, any component of the NTSB, or any employee of the NTSB in his or her official capacity; (b) the United States, where the NTSB determines that the claim, if successful, is likely to directly affect the operations of the NTSB or any of its components; or (c) any NTSB employee in his or her individual capacity where the Department of Justice has agreed to represent such employee, the NTSB may disclose such records as it deems desirable or necessary to the Department of Justice to enable the NTSB to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected;

9. Records may be disclosed to student volunteers, individuals working under a personal services contract, and other individuals performing functions for the NTSB but technically not having the status of NTSB employees, if they need access to the records to perform their assigned agency functions.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

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

These records are maintained in file folders, binders, and index cards.

RETRIEVABILITY:

These records are indexed by the names of the individuals or organizations concerning which the NTSB maintains them.

SAFEGUARDS:

Records are maintained in lockable file cabinets that are restricted through electronic keycards to enter the facility where records are located. Access to and use of these records is limited to those persons whose official duties require such access, and the Facility Security Access Control System (NTSB-24) logs the date and time that each electronic keycard was used to enter the location. This system conforms to all applicable Federal laws and regulations, as well as NTSB policies and standards, as they relate to information security and data privacy. In this regard, the following laws and regulations may apply: The Privacy Act of 1974; the Federal Information Security Management Act of 2002; the Computer Fraud and Abuse Act of 1986; the Health Insurance Portability and Accountability Act of 1996; the E-Government Act of 2002; and corresponding regulations implementing these statutes.

RETENTION AND DISPOSAL:

The records are retained for four years after final disposition of the EEO complaint. After the four-year period expires, the NTSB destroys the records, pursuant to General Records Schedule 1, item 25.

SYSTEM MANAGER AND ADDRESS:

Director, Office of Equal Employment Opportunity Diversity and Inclusion, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594.

NOTIFICATION AND PROCEDURE:

Individuals wishing to inquire about whether this system of records contains information about them may contact the Chief, Records Management Division, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594. Individuals must comply with NTSB regulations regarding the Privacy Act, at 5 CFR part 802, and must furnish the following information for their records to be located and identified:

1. Full name(s);

2. Date of birth;

3. Social Security number;

4. Dates of employment; and

5. Signature.

RECORD ACCESS PROCEDURES:

Same as “Notification Procedure.”

CONTESTING RECORD PROCEDURES:

Same as “Notification Procedure.”

RECORD SOURCE CATEGORIES:

The NTSB obtains the records in this system from: The individual to whom the record pertains; the NTSB or other officials; NTSB employees or other witnesses; and the EEO director or other such persons or organizations who create or submit official documents relating to the counseling or formal allegation.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

To the extent that any records in this system consist of attorney work product or attorney-client communications, 5 U.S.C. 552a(d)(5) may apply to preclude access to any information compiled in reasonable anticipation of a civil action or proceeding.

NTSB—8 SYSTEM NAME:

FOIA and Privacy Act Request Records.

SYSTEM LOCATION:

National Transportation Safety Board, Office of Chief Information Officer, Records Management Division, 490 L'Enfant Plaza SW., Washington, DC 20594.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Persons who submit requests for NTSB records under the Freedom of Information Act (FOIA) or the Privacy Act (PA), and administrative appeals based on responses to those requests.

CATEGORIES OF RECORDS IN THE SYSTEM:

Copies of written or electronic requests from individuals or organizations made under the provisions of the FOIA or PA, NTSB response letters, copies of requested records, and records concerning an administrative appeal of the response, where the requester has submitted such an appeal.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Freedom of Information Act, as amended, (codified at 5 U.S.C. 552); the Privacy Act of 1974, as amended (codified at 5 U.S.C. 552a).

PURPOSE(S):

The NTSB maintains these records to process requests made under the provisions of the Freedom of Information Act and Privacy Act of 1974.

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

In addition to the disclosures permitted under subsection (b) of the Privacy Act, and described in Appendix A, below, the NTSB may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the following routine uses:

1. Disclosure to a court, or other deciding agency or official, when a requester has filed an appeal or court suit concerning a request; and

2. Disclosure to another Federal agency when consultation or referral is required to process a request.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

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

Records of correspondence regarding a requester's request or appeal are stored manually in file folders and electronically, in a database. Records within the scope of a requester's request may be stored on audiotapes and/or videotapes, on computer disks, and electronically, in databases.

RETRIEVABILITY:

The NTSB retrieves records in this system by unique assigned number for each request, by the requester's name, or by the investigation number, where the requester seeks information from a particular accident investigation.

SAFEGUARDS:

Paper records are maintained in lockable file cabinets or shelving and computerized records are maintained in secure, password protected computer system. Access to and use of these records is limited to those persons whose official duties require such access that is restricted through electronic keycards to enter the facility where records are located. Access to and use of these records is limited to those persons whose official duties require such access, and the Facility Security Access Control System (NTSB—24) logs the date and time that each electronic keycard was used to enter the location. This system conforms to all applicable Federal laws and regulations, as well as NTSB policies and standards, as they relate to information security and data privacy. In this regard, the following laws and regulations may apply: The Privacy Act of 1974; the Federal Information Security Management Act of 2002; the Computer Fraud and Abuse Act of 1986; the Health Insurance Portability and Accountability Act of 1996; the E-Government Act of 2002; and corresponding regulations implementing these statutes.

RETENTION AND DISPOSAL:

The NTSB retains the records in this system until disposition or destruction is authorized by title 44 of the United States Code or the National Archives and Records Administration's General Records Schedule 14. The NTSB also disposes of records within this system in accordance with General Records Schedule 14.

SYSTEM MANAGER AND ADDRESS:

Freedom of Information Act Officer, National Transportation Safety Board, Attention: FOIA and Privacy Act Requester Service Center, CIO-40, 490 L'Enfant Plaza SW., Washington, DC 20594.

NOTIFICATION AND PROCEDURE:

Individuals wishing to inquire about whether this system of records contains information about them may contact the Chief, Records Management Division, National Transportation Safety Board, 490 L'Enfant Plaza SW., Washington, DC 20594. Individuals must comply with NTSB regulations regarding the Privacy Act, at 5 CFR part 802, and must furnish the following information for their records to be located and identified:

1. Full name(s);

2. Subject of FOIA request or Privacy Act record;

3. Date of FOIA or Privacy Act request; and

4. Signature.

RECORD ACCESS PROCEDURE:

Same as “Notification Procedure.”

CONTESTING RECORD PROCEDURE:

Same as “Notification Procedure.”

RECORD SOURCE CATEGORIES:

Individuals who submit requests and administrative appeals pursuant to FOIA and PA, agency records obtained in the process of responding to such requests and appeals and NTSB personnel who handle such requests and appeals. These requests are accepted by fax, public web, postal mail, and email.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

NTSB-10 SYSTEM NAME:

Employee Records of Disciplinary Action, Adverse Action, and Grievance and Appeal Files.

SYSTEM LOCATION:

National Transportation Safety Board, Human Resources Division, 490 L'Enfant Plaza SW., Washington, DC 20594.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Current and former National Transportation Safety Board Federal employees against whom such action has been proposed or taken in accordance with 5 CFR parts 315 (subparts H and I), 432, 752, or 754.

CATEGORIES OF RECORDS IN THE SYSTEM:

Current and former National Transportation Safety Board Federal employees against whom such action has been proposed or taken in accordance with 5 CFR parts 315 (subparts H and I), 432, 752, or 754, or who have filed grievances pursuant to 5 CFR part 771.

CATEGORIES OF RECORDS IN THE SYSTEM:

This system contains records and documents concerning: (1) the processing of disciplinary and adverse actions, performance-based reduction in grade and removal actions, and grievances and appeals of such actions; (2) the termination of employees serving initial appointment probation and return to their former grade of employees serving supervisory or managerial probation; and (3) grievances raised by agency employees, except EEO complaints and grievances filed under negotiated grievance procedures in accordance with 5 U.S.C. 7121. The records include, as appropriate: Copies of the notice of proposed action; materials upon which the NTSB relied to support the reasons in the notice; replies by the employee; statements of witnesses and affidavits; hearing notices; reports of investigations; agency decisions; and records of resolutions or settlement agreements, which may include reports of interviews and hearing examiners; findings and recommendations, copies of original decisions, related correspondence and exhibits, and records concerning reconsideration requests.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 1302, 3301, 3321, 4303, 4308, 5115, 5338, 7151, 7301, 7504, 7514, 7543, 7701, and 8347; 5 CFR part 771.

PURPOSE(S):

The NTSB maintains this system of records regarding the proposal, processing, and documentation of disciplinary and adverse employment actions in order to comply with 5 CFR parts 315 (subparts H and I), 432, 752, or 754; in addition, the NTSB maintains grievance information in accordance with 5 CFR part 771.

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

In addition to the disclosures permitted under subsection (b) of the Privacy Act, and described in Appendix A, below, the NTSB may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the following routine uses:

1. Disclosure to labor organization officials to provide information defined under 5 U.S.C. chapter 71, when the information is relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting working conditions;

2. Disclosure to other Federal or foreign agencies that need the information for an audit or investigation of a civil, criminal, or regulatory violation or potential violation;

3. Disclosure to any source from which the NTSB requests additional information for processing any of the covered actions or in regard to an appeal or administrative review procedure, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested;

4. Disclosure to a Federal agency, in response to its request, in connection with hiring or retaining an employee, issuing a security clearance, conducting a security or suitability investigation of an individual, or classifying jobs, to the extent that the information is relevant and necessary to the requesting agency's decisions on the matter;

5. Disclosure to another Federal agency, to a court, or to a party in litigation before a court or in an administrative proceeding being conducted by a Federal agency, when the Government is a party to the judicial or administrative proceeding;

6. Disclosure to other agencies or contractors for other agencies, when disclosure is necessary to locate individuals for personnel research or survey response and in producing summary descriptive statistics and analytical studies in support of the function for which the other organization seeks to collect the record, or for related workforce studies; the NTSB notes that, while published statistics and studies do not contain individual identifiers, in some instances the selection of elements of data included in the study may be structured in such a way as to make the data individually identifiable by inference;

7. Disclosure to a party engaged in litigation of information that is relevant to subject matter concerning a pending judicial or administrative proceeding, when such disclosure is subject to discovery or order from a court with competent jurisdiction;

8. Disclosure to the Merit System Protection Board in connection with appeals, special studies of the civil service and other me