41 C.F.R. Subpart 105–64.2—Access to Records
Title 41 - Public Contracts and Property Management
You may request access to your record in person or by writing to the system manager or, in the case of geographically dispersed records, to the office maintaining the records (see Appendix A). Parents or guardians may obtain access to records of minors or when a court has determined that the individual of record is incompetent. If appearing in person, you must properly identify yourself through photographic identification such as an agency identification badge, passport, or driver's license. Records will be available during normal business hours at the offices where the records are maintained. You may examine the record and be provided a copy on request. If you want someone else to accompany you when reviewing a record, you must first sign a statement authorizing the disclosure of the record; the statement will be maintained with your record. If you request access in writing, mark both the envelope and the request letter “Privacy Act Request.” Include in the request your full name and address; a description of the records you seek; the title and number of the system of records as published in the If you are the parent or guardian of a minor, or of a person judicially determined to be incompetent, you must provide full information about the individual of record. You also must properly identify yourself and provide a copy of the birth certificate of the individual, or a court order establishing guardianship, whichever applies. The system manager will make a record available to you on request, unless special conditions apply, such as for medical, law enforcement, and security records. The system manager will make a record available within 10 workdays after receipt of your request. If a delay of more than 10 workdays is expected, the system manager will notify you in writing of the reason for the delay and when the record will be available. The system manager may ask you for additional information to clarify your request. The system manager will have an additional 10 workdays after receipt of the new information to provide the record to you, or provide another acknowledgment letter if a delay in locating the record is expected. No fees are charged for records when the total fee is less than $25. The system manager may waive the fee above this amount if providing records without charge is customary or in the public interest. When the cost exceeds $25, the fee for a paper copy is 10 cents per page, and the fee for materials other than paper copies is the actual cost of reproduction. For fees above $250, advance payment is required. You should pay by check or money order made payable to the General Services Administration, and provide it to the system manager. Medical records containing information that may have an adverse effect upon a person will be released only to a physician designated in writing by you, or by your guardian or conservator. Medical records in an Official Personnel Folder (OPF) fall under the jurisdiction of the Office of Personnel Management (OPM) and will be referred to OPM for a response. Law enforcement and security records are generally exempt from disclosure to individuals except when the system manager, in consultation with legal counsel and the Head of the Service or Staff Office or Regional Administrator or their representatives, determines that information in a record has been used or is being used to deny you any right, privilege, or benefit for which you are eligible or entitled under Federal law. If so, the system manager will notify you of the existence of the record and disclose the information, but only to the extent that the information does not identify a confidential source. If disclosure of information could reasonably be expected to identify a confidential source, the record will not be disclosed to you unless it is possible to delete all such information. A confidential source is a person or persons who furnished information during Federal investigations with the understanding that his or her identity would remain confidential.
Title 41: Public Contracts and Property Management
PART 105–64—GSA PRIVACY ACT RULES
Subpart 105–64.2—Access to Records
§ 105-64.201 How do I get access to my records?
§ 105-64.202 How do I request access in person?
§ 105-64.203 How do I request access in writing?
§ 105-64.204 How do parents or guardians obtain access to records?
§ 105-64.205 Who will provide access to my record?
§ 105-64.206 How long will it take to get my record?
§ 105-64.207 Are there any fees?
§ 105-64.208 What special conditions apply to release of medical records?
§ 105-64.209 What special conditions apply to access of law enforcement and security records?
