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Federal Register / Vol. 86, No. 213 / Monday, November 8, 2021 / Notices D. To contractors, cooperators, grantees, experts, consultants, students, and others performing or working on a contract, service, grant, cooperative agreement, or other assignment for the Federal Government, when necessary to accomplish an agency function related to this system of records.
E. 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 persons former area of responsibility.
F. To Federal, state, local, territorial, tribal, foreign, or international licensing agencies or associations which require information concerning the suitability or eligibility of an individual for a license or permit.
G. To a Member of Congress or staff acting upon the Members 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.
H. To the National Archives and Records Administration for purposes of records management inspections conducted under the authority of 44
U.S.C. 2904 and 2906.
I. To appropriate agencies, entities, and persons when 1 the Department suspects or has confirmed that there has been a breach of the system of records.
2 the Department has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, the Department including its information systems, programs, and operations, the Federal Government, or national security; and 3 the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Departments efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.
J. To another Federal agency or Federal entity, when the Department determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in 1 responding to a suspected or confirmed breach, or 2 preventing, minimizing, or remedying the risk of harm to
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individuals, the recipient agency or entity including its information systems, programs, and operations, the Federal Government, or national security, resulting from a suspected or confirmed breach.
K. To any agency, organization, or individual for the purpose of performing authorized audit or oversight operations of the Department and meeting related reporting requirements.
L. To such recipients and under such circumstances and procedures as are mandated by Federal statute or treaty.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:

All records in this system of records are maintained electronically and in paper and are in compliance with applicable executive orders, statutes, and agency implementing recommendations. Electronic records are stored in databases and/or on hard disks, removable storage devices, or other electronic media.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:

The Department will retrieve records by any of the categories of records, including, but not limited to, name, location, date of vaccination, or work status.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:

To the extent applicable, to ensure compliance with Americans with Disabilities Act ADA, the Rehabilitation Act, and the Genetic Information Nondiscrimination Act of 2008 GINA, medical information must be maintained on separate forms and in separate medical files and be treated as a confidential medical record. 42
U.S.C. 12112d3B; 42 U.S.C. sec 2000ff5a; 29 CFR 1630.14b1, c1, d4i; and 29 CFR 1635.9a. This means that medical information and documents must be stored separately from other personnel records. As such, the Department must keep medical records for at least one year from creation date. 29 CFR 1602.14. Further, records compiled under this SORN will be maintained in accordance with NARA General Records Schedule GRS
2.7, Items 010, 070 or 080, and NARA
records retention schedules DAA
GRS201700100001, DAAGRS2017
00100012, and DAAGRS20170010
0013, to the extent applicable.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:

The Department safeguards records in this system according to applicable rules and polices, including all applicable USDA automated systems
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security and access policies. The Department has imposed strict controls to minimize the risk of compromising the information that is being stored.
Users of individual computers can only gain access to the data by a valid user identification and password. Paper records are maintained in a secure, access-controlled room, with access limited to authorized personnel.
RECORD ACCESS PROCEDURES:

All requests for access to records must be in writing and should be addressed to the USDA Departmental FOIA Office, ATTN: Departmental FOIA Officer, 1400
Independence Avenue SW, South Building, Room 4104, Washington, DC
202500706, Email: USDAFOIA@
ocio.usda.gov. The envelope and letter should be clearly marked Privacy Act Access Request. The request must describe the records sought in sufficient detail to enable Department personnel to locate them with a reasonable amount of effort. The request must include a general description of the records sought and must include the requesters full name, current address, and date and place of birth. The request must be signed and either notarized or submitted under penalty of perjury. Additional details on procedures for access under the Privacy Act can be found in USDA
Department Regulation 3515002
Privacy Policy and Compliance for Personally Identifiable Information PII
or at Privacy Policy and Compliance for Personally Identifiable Information PII
usda.gov.
CONTESTING RECORD PROCEDURES:

Individuals seeking to contest or amend records maintained in this system of records must direct their requests to the address indicated in the RECORD ACCESS PROCEDURES
paragraph, above. All requests to contest or amend records must be in writing and the envelope and letter should be clearly marked Privacy Act Amendment Request. All requests must state clearly and concisely what record is being contested, the reasons for contesting it, and the proposed amendment to the record. Additional details on procedures for contesting or amending records under the Privacy Act can be found in USDA Department Regulation 3515002 Privacy Policy and Compliance for Personally Identifiable Information PII or at Privacy Policy and Compliance for Personally Identifiable Information PII usda.gov.
NOTIFICATION PROCEDURES:

Individuals may be notified if a record in this system of records pertains to them when the individuals request
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