58 FR 51846

58 FR 51846, 51875 / 10-05-93

System Name: Bureau Personnel Management System (BPMS)

System Location: Federal Bureau of Investigation, J. Edgar Hoover Building, 10th and Pennsylvania Avenue, NW, Washington DC 20535.

Categories of Individuals Covered by the System: Federal Bureau of Investigation, employees and former employees.

Categories of Records in the System: The system contains personnel information which includes information set forth on:
(1) Standard Form 50--Notification of Personnel Action,
(2) SF 176-T-Federal Employee Group Life Insurance Plan,
(3) FBI form 12-60 in lieu of SF 1126--Notification of Pay Change,
(4) SF 2801 and CSC 1084--Application for and additional information in support of retirement, respectively,
(5) SF 2809-- Federal Employment Health Benefit Plan and
(6) various intra-agency forms and memoranda.

Authority for Maintenance of the System: The system is established and maintained pursuant to regulations set forth in the Federal Personnel Manual. title 5, U.S. Code, section 301 and title 44; U.S. Code, section 3101.

Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses: The BPMS is used (1) to prepare the Notification of Personnel Action, copies of which are furnished to the Office of Personnel Management, (2) to prepare Standard Form 52B--Request for Personnel Action, (3) to generate lists of employees which are used internally by authorized personnel for recordkeeping, planning, and decision making purposes, and (4) as a source for the dissemination of information (A) to federal, state and local agencies and to private organizations pursuant to service record inquiries and (B) pursuant to credit inquiries. In response to proper credit inquiries from credit bureaus and financial institutions, the FBI will verify employment and furnish salary and length of service.

In addition, information may be released to the news media and the public pursuant to 28 CFR 50.2 unless it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy; Member of Congress or staff acting upon the member's behalf when the member or staff requests the information on behalf of and at the request of the individual who is the subject of the record; and, to the National Archives and Records Administration and the General Services Administration in records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906.

Pursuant to Subsection (b)(3) of the Privacy Act, the Department of Justice May Disclose Relevant and Necessary Information to a Former Employee of the Department for Purposes of: responding to an official inquiry by a federal, state, or local government entity or professional licensing authority, in accordance with applicable Department regulations; or facilitating communications with a former employee that may be necessary for personnel-related or other official purposes where the Department requires information and/or consultation assistance from the former employee regarding a matter within that person's former area of responsibility.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:
Storage: Information maintained in BPMS is stored by disc and magnetic tape.

Retrievability: Information is retrieved (1) on-line through intelligent workstations and terminals by keying the name or Social Security Number of the employee and (2) off-line through data base retrievals, (It is noted the authority to solicit an employee's Social Security Number is based on title 26, Code of Federal Regulations, section 31.6011(b)-2(b).)

Safeguards: Areas housing the system and access terminals are located in secure buildings available to authorized FBI personnel and escorted maintenance and repair personnel only. Access terminals are operational only during normal daytime working hours at which time they are constantly attended. Access through terminals is protected by sign-on and passwords.

Retention and Disposal: Electronically stored records for employees and former employees are maintained indefinitely in a vault under the control of a vault supervisor. Pursuant to regulations set forth in the Federal Personnel Manual a copy of the Notification of Personnel Action is made a part of the employees' personnel file. The automated records are disposable when administrative needs have expired. (Job No. NC1-65-82-4, part E. 13c.(1)).

System Manager(s) and Address: Director, Federal Bureau of Investigation, John Edgar Hoover Building, 10th Street and Pennsylvania Avenue, NW, Washington, DC 20535.

Notification Procedure: Same as the above.

Record Access Procedures: A request for access to a record from this system shall be made in writing, with the envelope and the letter clearly marked "Privacy Access Request." Include in the request the name and return address of the requestor. Access requests will be directed to the Director, Federal Bureau of Investigation.

Contesting Record Procedures: Individuals desiring to contest or amend information maintained in the system should direct their request to the Director, FBI stating clearly and concisely what information is being contested, the reasons for contesting it, and the proposed amendment to the information sought.

Record Source Categories: Sources of information contained in this system are present and former FBI employees and employee personnel files.

Systems Exempted from Certain Provisions of the Act: None.