System
name. FRB—General Personnel Records
Security classification. Unclassified.
System location. Certain
records will be maintained at the Board’s central offices located
at:
Board of Governors of the Federal
Reserve System
20th Street and Constitution Avenue NW
Washington, DC 20551
Records are also stored by the Board’s supplier,
Workday, Inc., whose main headquarters is located at 6110 Stoneridge
Mall Road Pleasanton, CA 94588. Additional records may be held by
outside suppliers, including the Board’s primary benefits provider
Alight, whose main headquarters is located at 4 Overlook Point #4OP,
Lincolnshire, IL 60069.
System manager(s).
Lewis Andrews, Assistant Director
Division of Management
Board of Governors of the Federal Reserve System
20th Street and Constitution Avenue NW
Washington, DC 20551
202-452-3082
lewis.e.andrews@frb.gov
Authority for maintenance of
the system. Sections 10 and 11 of the Federal Reserve Act (12
U.S.C. 244 and 248) and Executive Order 9397.
Purpose(s) of the system. These records
are collected and maintained to assist the Board in its personnel
management and decisions and in the administration of its benefits
programs.
Categories
of individuals covered by the system. Past and present employees
of the Board and the Federal Reserve System and their beneficiaries,
dependents, survivor annuitants, and emergency contacts. The system
also contains information on applicants and contract workers and their
emergency contacts.
Categories
of records in the system. For past and present employees of the
Board or the Federal Reserve System, this system contains information
relating to employment determinations; salary and job classification
actions; leave; placement; personnel actions; academic assistance;
training and development activities; performance rating (but not the
performance evaluation itself); minority group and medical disability
designators; records relating to benefits and designation of beneficiary;
emergency contact information; address and name changes; information
concerning awards; prior federal service; military service and status;
relatives at the Board; passport and/or visa information; time and
attendance tracking information; and other information relating to
the status of the individual while employed.
For past and present employees,
information about the employee’s beneficiaries, dependents,
and survivor annuitants includes, but is not limited to, identifying
and biographical information (e.g., name, address, birth date, Social
Security number), marital status and disability status (as applicable),
relationship to employee, contact information (address, phone number,
etc.), and benefits information.
For past and present employees, applicants, and contractors,
the records may include identifying information, such as name, date
of birth, home address, mailing address, Social Security number, gender,
gender identity, personal pronouns, and personal telephone numbers.
The system also contains emergency contact information for these individuals
which includes, but is not limited to name, relationship to employee,
and contact information (address, phone number, etc.).
Record source categories. Information is provided by the individual to whom it applies (or
is derived from the information the individual supplied); Board officials;
the OPM Personnel Management Records System; other government agencies;
Federal Reserve Banks; and official transcripts from schools when
authorized by the employee.
Routine uses of records maintained in the system, including categories
of users and purposes of such uses. General routine uses A, B,
C, D, E, F, G, H, I, and J apply to this system. These general routine
uses are located at
https://www.federalreserve.gov/files/SORN-page-general-routine-uses-of-board-systems-of-records.pdf and are published in the
Federal Register at 83 Fed. Reg.
43,872, 43,873–74 (August 28, 2018). Records may also be used:
1.
to
disclose information to government training facilities (federal, state,
and local) and to nongovernment training facilities (private vendors
of training courses or programs, private schools, etc.) for training
purposes;
2.
to disclose information to educational institutions on appointment
of a recent graduate to a position at the Board, and to provide college
and university officials with information about their students who
are working in internships or other similar programs necessary to
a student’s obtaining credit for the experience gained;
3.
to disclose information to a Federal Reserve Bank or the Department
of Labor, Department of Veterans Affairs, Social Security Administration,
Department of Defense, or any federal agencies that have special civilian
employee retirement programs; or to a national, state, county, municipal,
or other publicly recognized charitable or income security administration
agency (e.g., state unemployment-compensation agencies), when necessary
to adjudicate a claim under the retirement, thrift, insurance, unemployment,
or health and welfare benefits programs of the Board, a Federal Reserve
Bank, or any agency cited above, or to an agency with governing authority
over such programs to conduct an analytical study or audit of benefits
being paid under such programs;
4.
to
disclose to the Office of Personnel Management’s Federal Employees
Group Life Insurance Program or any contractor, information necessary
to verify election, declination, or waiver of regular and/or optional
life insurance coverage, eligibility for payment of a claim for life
insurance, or a Thrift Savings Program (TSP) election change and designation
of beneficiary;
5.
to
disclose to an employee, agent, contractor, or administrator of any
Board, Federal Reserve System, or federal government employee benefit
or savings plan, any information necessary to carry out any function
authorized under such plan, or to carry out the coordination or audit
of a benefit or savings plan;
6.
to
disclose information to any source from which additional information
is requested (to the extent necessary to identify the individual,
inform the source of the purpose(s) of the request, and to identify
the type of information requested), when necessary to obtain information
relevant to a Board decision to hire or retain an employee, issue
a security clearance, conduct a security or suitability investigation
of an individual, classify jobs, let a contract, or issue a license,
grant, or other benefits;
7.
to
disclose information to the executor of an individual’s estate,
the government entity probating a will, a designated beneficiary,
or to any person who is responsible for the care of an individual
to the extent necessary when the individual to whom a record pertains
is deceased, mentally incompetent, or under other legal disability,
and to disclose information to an individual’s emergency contact,
or, if the emergency contact is unavailable, to any person who the
Board believes is assisting the individual, when necessary to assist
that individual in obtaining any employment benefit or any working
condition, such as an accommodation under the Rehabilitation Act of
1973;
8.
to disclose information to a federal, state, or local agency to
the extent necessary to comply with laws governing reporting of communicable
diseases or when it is reasonably believed that an individual might
have contracted an illness or been exposed to or suffered from a health
hazard while employed in the federal work force;
9.
to
disclose to prospective nonfederal employers the following information
about a specifically identified current or former Board employee:
(1) tenure of employment; (2) civil service status; (3) length of
service at the Board and in the government; and (4) when separated,
the date and nature of action as shown on the job action;
10.
to
disclose information to a federal, state or local governmental entity
or agency (or its agent) when necessary to locate individuals who
are owed money or property either by a federal, state, or local agency,
or by a financial or similar institution;
11.
to disclose to a spouse or dependent child (or court-appointed guardian
thereof) of a Board employee enrolled in the Federal Employees Health
Benefits Program when the employee has changed from a self-and-family
to a self-only health benefits enrollment and to disclose to a spouse
information regarding the employee’s pension and Thrift Plan;
12.
to verify for an entity preparing to make a loan to an employee
the individual’s employment status and salary;
13.
to
disclose information to officials of labor organizations recognized
under applicable law, regulation, or policy when relevant and necessary
to their duties of exclusive representation concerning personnel policies,
practices, and matters affecting working conditions;
14.
to
disclose information to officials of foreign governments for clearance
before a Board employee is assigned to that country;
15.
to disclose information to a federal, state, or local agency for
determination of an individual’s entitlement to benefits in
connection with Federal Housing Administration programs or other federal
programs;
16.
to consider and select employees for incentive awards and other
honors and to publicize those granted (this may include disclosure
to other public and private organizations, including news media, which
grant or publicize employee awards);
17.
to disclose specific Board or civil service employment information
required under law by the Department of Defense on individuals identified
as members of the Ready Reserve to ensure continuous mobilization
readiness of Ready Reserve units and members, and to identify demographic
characteristics of Board or civil service retirees for national emergency
mobilization purposes;
18.
to
disclose relevant information with personal identifiers of Board employees
to authorized federal agencies and nonfederal entities for use in
computer matching. The matches will be performed to help eliminate
waste, fraud, and abuse in governmental programs; to help identify
individuals who are potentially in violation of civil or criminal
law or regulation; and to collect debts and overpayments owed to federal,
state, or local governments and their components. The information
disclosed may include, but is not limited to, the name, Social Security
number, date of birth, gender, annualized salary rate, service computation
date of basic active service, veteran’s preference, retirement
status, occupational services, health plan code, position occupied,
work schedule (full time, part time, or intermittent), duty station
location, standard metropolitan statistical area, special program
identifier, and submitting office number of Board employees; and
19.
to disclose information to the Office of Child Support Enforcement,
Administration for Children and Families, Department of Health and
Human Services, Federal Parent Locator System and Federal Offset System
for use in locating individuals, verifying Social Security numbers,
and identifying their incomes sources to establish paternity, establish
and modify orders of support for enforcement action.
Policies and practices
for storage of records. Paper records in this system are stored
in locked file cabinets with access limited to staff with a need to
know. Electronic records are stored on a secure server with access
limited to staff with a need to know.
Policies and practices for retrieval of records. Records can be retrieved by name or employee identification number
or other identifiers.
Policies and practices for retention and disposal of records. All records are retained for the appropriate period which ranges
from when superseded or obsolete to 129 years old. The retention for
Official Personal Files for employees separated prior to December
31, 1973, is currently under review. Until review is completed these
records will not be destroyed.
Administrative, technical, and physical safeguards. Paper records are secured by lock and key and electronic files are
stored on secure servers. The system has the ability to track individual
user actions within the system. The audit and accountability controls
are based on National Institute of Standards and Technology (NIST)
and Board standards, which, in turn, are based on applicable laws
and regulations. The controls assist in detecting security violations
and performance or other issues in the system. Access to the system
is restricted to authorized users who require access for official
business purposes. Users are classified into different roles and common
access and usage rights are established for each role. User roles
are used to delineate between the different types of access requirements
such that users are restricted to data that is required in the performance
of their duties. Periodic assessments and reviews are conducted to
determine whether users still require access, have the appropriate
role, and whether there have been any unauthorized changes.
Record access procedures. The Privacy Act allows individuals the right to access records maintained
about them in a Board system of records. Your request for access must:
(1) contain a statement that the request is made pursuant to the Privacy
Act of 1974; (2) provide either the name of the Board system of records
expected to contain the record requested or a concise description
of the system of records; (3) provide the information necessary to
verify your identity; and (4) provide any other information that may
assist in the rapid identification of the record you seek.
Current or former Board employees
may make a request for access by contacting the Board office that
maintains the record. The Board handles all Privacy Act requests as
both a Privacy Act request and as a Freedom of Information Act request.
The Board does not charge fees to a requestor seeking to access or
amend his/her Privacy Act records.
You may submit your Privacy Act request to the Secretary
of the Board, Board of Governors of the Federal Reserve System, 20th
Street and Constitution Avenue NW, Washington, DC 20551.
You may also submit your Privacy
Act request electronically by filling out the required information
at:
https://foia.federalreserve.gov/.
Contesting record procedures. The Privacy Act allows individuals to seek amendment of information
that is erroneous, irrelevant, untimely, or incomplete and is maintained
in a system of records that pertains to them. To request an amendment
to your record, you should clearly mark the request as a “Privacy
Act Amendment Request.” You have the burden of proof for demonstrating
the appropriateness of the requested amendment and you must provide
relevant and convincing evidence in support of your request.
Your request for amendment must:
(1) provide the name of the specific Board system of records containing
the record you seek to amend; (2) identify the specific portion of
the record you seek to amend; (3) describe the nature of and reasons
for each requested amendment; (4) explain why you believe the record
is not accurate, relevant, timely, or complete; and (5) unless you
have already done so in a related Privacy Act request for access or
amendment, provide the necessary information to verify your identity.
Notification procedures. Same as “Access procedures” above. You may also follow
this procedure in order to request an accounting of previous disclosures
of records pertaining to you as provided for by 5 U.S.C. 552a(c).
Exemptions promulgated
for the system. Certain portions of this system of records may
be exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H),
and (I), and (f) of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2)
and (k)(5).
History. This SORN was previously published in the Federal Register at 73 Fed. Reg. 24,984, 24,989 (May 6, 2008). The SORN was also
amended to incorporate two new routine uses required by OMB at 83
Fed. Reg. 43,872 (August 28, 2018).
