System name: Employee Suggestion Program Records, HHS/OS/ASPER.
Security classification: None.
System location: This system is located in employee suggestion offices of the Department. See Appendix 1 for exact locations.
Categories of individuals covered by the system: Individuals who have made suggestions in OS and in Operating Divisions of the Department; and/or suggestions made by individuals in other Federal Departments requiring an HHS evaluation.
Categories of records in the system: Suggestions, evaluations of suggestions, name and address of individuals submitting suggestions, other identifying information such as salary and grade, including position title, and, optionally, a social security account number.
Authority for maintenance of the system: 5 U.S.C. 4501 et seq.
Records in this system are used to control, evaluate, and make award determinations on employee suggestions. These records are maintained in each component of the Department.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
To the Office of Personnel Management for information, possible award. Disclosure may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. In the event of litigation where the defendant is (a) the Department, any component of the Department, or any employee of the
Department in his or her official capacity; (b) the United States where the Department determines that the claim, if successful, is likely to directly affect the operations of the Department or any of its components; or (c) any Department employee in his or her individual capacity where the Justice
Department has agreed to represent such employee, the Department may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense, provided such disclosure is compatible with the purpose for which the records were collected.
Records may be disclosed to student volunteers, individuals working under a personal services contract, and other individuals performing functions for the Department but technically not having the status of agency employees, if they need access to the records in order to perform their assigned agency functions.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: The records are maintained in standard sized file cabinets.
Retrievability: The records are indexed in alphabetical order by the name of the employee submitting the suggestion.
Safeguards: Direct access restricted to authorized staff.
Retention and disposal: After final action, suggestion records are maintained for two years and then destroyed.
System manager(s) and address: See Appendix 1 for overall system manager and immediate system managers.
Notification procedure: Contact the appropriate system manager indicated in Appendix 1.
Record access procedures: Same as notification procedures. Requesters should also reasonably specify the record contents being sought. (These access procedures are in accordance with Department Regulations (45 CFR 5b.5(a)(2)) Federal Register, October 8, 1975, page 47410.)
Contesting record procedures: Contact the official at the address specified under notification procedures above, and reasonably identify the record and specify the information to be contested and state the corrective action sought and the reasons for the correction. (These procedures are in accordance with Department Regulations (45 CFR 5b.7) Federal Register, October 8, 1975, page
Record source categories: Incoming suggestions, responses, evaluations and other material obtained during course of adjudication.
List of System Managers and Locations for Employee Suggestion Matters.
Overall System Manager: Employee Suggestion Officer, Room 1232, Switzer Building, 330 C St., SW, Washington, DC 20201
Immediate System Managers: Employee Suggestion Officer, Social Security Administration, G-110 West High Rise, Baltimore, Maryland 21235
Employee Suggestion Officer, Health Care Financing Administration, GP3, East Low Rise, 6401 Security Blvd., Baltimore, Maryland 21235
Employee Suggestion Officer, Office of Human Development Services, Humphrey Building, Room 345D, 200 Independence Ave. SW, Washington, DC 20201
PHS OASH Employee Suggestion Officer, 17-75 Parklawn Building, Rockville, Maryland 20857
CDC Employee Suggestion Officer, 1600 Clifton Road NE., Building 1, 6062, Atlanta, Georgia 30333
FDA Employee Suggestion Officer, 5600 Fishers Lane, Room 9-57, Rockville, Maryland 20857
HRSA Employee Suggestion Officer, Room 14A-30 Parklawn Building, 5600 Fishers Lane, Rockville, Maryland 20857
ADAMHA Employee Suggestion Officer, 12C-05 Parklawn Building, 5600 Fishers Lane, Rockville, Maryland 20857
NIH Employee Suggestion Officer, Building 31, Room 3-B-07, Bethesda, Maryland 20205
Regional Employee Suggestion Officer, Region I, Department of Health and Human Services, John F. Kennedy Federal Building, Government Center--Room 2411, Boston, Massachusetts 02203
Regional Employee Suggestion Officer, Region II, Department of Health and Human Services, Regional Personnel Office, Operations Branch II, Room 39-120, 26 Federal Plaza, New York, New York 10007
Employee Suggestion Officer, Region III, Department of Health and Human Services, 3535 Market Street, Room 9400, Philadelphia, Pennsylvania 19101
Employee Suggestion Officer, Region IV, Department of Health and Human Services, 101 Marietta Towers, Room 1601, Atlanta, Georgia 30323
Employee Suggestion Officer, Region V, 31st Floor, 300 S. Wacker Drive, Chicago, Illinois 60606
Employee Suggestion Officer, Region VI, Department of Health and Human Services, 1200 Main Towers, Room 1000, Dallas, Texas 75202
Employee Suggestion Officer, Region VII, Department of Health and Human Services, Room 468, 601 E. 12th Street, Kansas City, Missouri 64106
Employee Suggestion Officer, Region VIII, Department of Health and Human Services, Federal Office Building, Room 1031, 1961 Stout Street, Denver, Colorado 80294
Employee Suggestion Officer, Region IX, Department of Health and Human Services, Federal Office Building, Room 419, 50 United Nations Plaza, San Francisco, California
Employee Suggestion Officer, Region X, Department of Health and Human Services, Arcade Plaza, Room 6039, 1321 Second Avenue, Seattle, Washington 98101