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Federal Register / Vol. 86, No. 159 / Friday, August 20, 2021 / Notices
potential violation of civil or criminal law or regulation.
c. To an appeal, grievance, hearing, or complaints examiner; an equal employment opportunity investigator, arbitrator, or mediator; and an exclusive representative or other person authorized to investigate or settle a grievance, complaint, or appeal filed by an individual who is the subject of the record.
d. To the Office of Personnel Management OPM, the Office of Management and Budget OMB, and the Government Accountability Office GAO in accordance with their responsibilities for evaluating Federal programs.
e. To a Member of Congress or his or her staff on behalf of and at the request of the individual who is the subject of the record.
f. To an expert, consultant, or contractor of GSA in the performance of a Federal duty to which the information is relevant.
g. To the National Archives and Records Administration NARA for records management purposes.
h. Consistent with professional practices in other arts institutions, nationality and year of birth may be disclosed to the public when relevant to an artists work.
i. To appropriate agencies, entities, and persons when 1 GSA suspects or has confirmed that there has been a breach of the system of records, 2 GSA
has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, GSA
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 GSAs 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 GSA 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 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.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, AND RETAINING, AND
DISPOSING OF SYSTEM RECORDS: STORAGE:

All records are stored electronically.

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RETRIEVABILITY:

Records are retrievable based on any information captured, including but not limited to: Name, date of birth, place of birth, and current address.
SAFEGUARDS:

System records are safeguarded in accordance with the requirements of the Privacy Act. Access is limited to authorized individuals with passwords, and the database is maintained behind a firewall certified by the National Computer Security Association.
RETENTION AND DISPOSAL:

121.1/011 Durable Property Records.
This series contains records of both federally-owned and leased buildings used to document standing arrangements with local entities, and reference documents for ongoing management and planning and/or improvements to the properties. These records are maintained for compliance and often included in the design specifications for construction and other improvement projects throughout the propertys lifecycle. These records include permits, easements, agreements, commissioning and dedication documents, building evaluation and construction program planning records for that building, records related to environmental safety, fire, life, and security of the property, routine property evaluation and disposal case files, and related records.
Retention: Temporary. Cut off at the end of the fiscal year when building is sold, transferred, closed, or otherwise disposed of. Destroy 10 years after cutoff.
Legal Authority: DAA01212015
00010002 121.1/011.
121.1/040 Significant Art Inventory Records.
This series contains records used in identifying items within the building that are removable or replaceable, or have a significant historical and/or architectural value. For art associated with a building such as statuary, paintings, and architectural features, records such as inventories, case files, art maintenance records, art appraisals and art restoration documents and related materials are included.
Retention: Permanent. Cut off at the end of the fiscal year when the case file is closed, the artifact is destroyed, transferred, or otherwise deaccessioned. Transfer to NARA 15 years after cutoff.
Legal Authority: DAA01212015
00010007 121.1/040.
121.1/041 Routine Equipment and Art Inventory Records.
This series contains records used in identifying equipment and items within
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the building that are removable or replaceable. Included are inventories of heating, electrical, plumbing, and air handling equipment, vertical transportation equipment and records related to recording the condition, maintenance, and associated schedules, documentation, and schematics for that equipment. For managing statuary, paintings, and architectural features associated with a building, records include routine correspondence and maintenance reports, exhibition and curated collections management documents, proposal submissions, and other records not filed under 121.1/
040Significant Art Inventory Records.
Retention: Temporary. Cut off at the end of the fiscal year when art or equipment has been deaccessioned, obsolete, or superseded, a case file is closed, or when related documents expire. Destroy 5 fiscal years after cutoff.
Legal Authority: DAA01212015
00010008 121.1/041.
121.4/010 Significant Buildings Program Records.
This series contains records used to assess and plan the PBS program with regard to its owned and leased inventory, the overall programs managed in service to that inventory, and the decisions made based on that information. Significant records mean those records that reflect the Public Building Service program as a whole, nationwide compilations or negotiations, and general documents related to the entire program. Such records include agreements with national agencies regarding services, environmental, safety, property use, and disposal activity evaluations, compiled reports, strategic plans, service-wide correspondence, and annual reports on the program.
Retention: Permanent. Cut off at the end of the fiscal year after publishing of the report, termination of an agreement, or when record is superseded, canceled, or obsolete. Transfer to NARA 15 years after cutoff.
Legal Authority: DAA01212015
00010017 121.4/010.
121.4/011 Routine Buildings Program Records.
This series contains resource materials used to assess the PBS
program in general, and supports the records created in 121.4/010. Included in this series are such records as summary reports on building and property portfolio assets, space planning, acquisition, regional and national commercial real estate analyses, and related program management reports and initiative records.

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