Information sharing

Negotiating Tech: An Inventory of U.S. Union Contract Provisions for the Digital Age

Participation in technology governance


5.3.c Information sharing

To support meaningful participation in joint decision-making, many agreements include provisions requiring employers to share relevant data and updates with union representatives. These provisions promote transparency and informed engagement by ensuring timely, equitable, and ongoing access to information. This section includes the following categories:

  • Equal access to data: Guarantees that union representatives receive the same information as management or other committee members.
  • Pre-decisional information: Ensures unions are briefed early in decision-making processes and provided with background materials.
  • Information request timeline: Establishes expectations for when information should be requested and shared to support effective collaboration.
  • Periodic briefings and updates: Requires regular updates to keep unions informed of system changes, projects, or relevant developments.
  • Annual reports: Commits employers to provide structured, recurring data on topics such as telework or program participation.

Equal access to data

Some agreements guarantee that union representatives on joint committees receive the same data and information as management, ensuring full and informed participation.

Examples:

  • “Union designated workgroup members will be provided access to the same information as any other workgroup member.” (PASS-OPM36)
  • “The designated union representative will be granted the necessary access to the database and all relevant data to fully participate in the workgroup and implementation activities. The employer will provide written updates on any system changes. The representative will also attend facility briefings related to the technology transition and have equal access to data and information, similar to employer representatives, during the transition and evaluation process.” (NATCA-OPM98)

Pre-decisional information

To promote early engagement, certain provisions require employers to share background materials and proposals with unions during the planning or deliberation stage.

Examples:

  • “As early as possible in the deliberation or pre-decisional process, the [Employer] briefs the Union and provides applicable background material concerning the proposed demonstration project that is under consideration.” (NATCA-OPM98)
  • “Upon request, the Union shall receive: (1) information concerning research programs or demonstration projects proposed … by the Employer; and (2) Data and reports of research provided to the Employer … which concern research projects affecting unit employees.” (NFFE-OPM71)

Information request timeline

These clauses set clear expectations around when unions can request information and when employers must respond, helping ensure timely and productive discussions.

Examples:

  • As a rule, the [Union] will request information no later than 30 calendar days prior to the LMR committee meetings. Management will endeavor to respond prior to the twentyone (21) calendar day deadline for the submission of the agenda in order that the [Union] may frame meaningful items for follow-up discussion. When circumstances preclude a timely exchange, late information request agenda items may provide an opportunity to discuss important issues.” (AFGE-OPM41)
  • “We agree that management will provide adequate information on such matters expeditiously to union representatives where not prohibited by law in order for the Council to collectively arrive at a solution. The members agree that when changes are proposed, both parties will be given up to 14 days to review and comment on the changes. This time frame may be shortened or lengthened by consensus of the Council.” (AFGE-OPM3)

Periodic briefings and updates

Several agreements call for ongoing communication, requiring employers to keep unions informed through regular briefings and written updates.

Examples:

  • “The [Employer] shall provide the union Representative with written updates whenever any changes are made to the system.” (NATCA-OPM98)
  • “For any ongoing demonstration project, the [Employer] provides periodic briefings along with applicable background materials to the Union, a copy of the project plan.” (AFGE-OPM67)
  • “The subcommittee shall meet semiannually, or as necessary, from the conceptual stage onward, to discuss any issues concerning proposed technological and mechanization changes which may affect jobs, including new or changed jobs, which affect the wages, hours, or working conditions of the bargaining unit. For example, the [Employer] will keep the Union advised concerning any research and development programs (e.g., study on robotics) which may have an effect on the bargaining unit.” (APWU-PCBA14)

Annual reports

To support transparency and monitoring, some contracts require employers to provide unions with annual data reports on specific topics such as telework or program participation.

Examples:

  • “On an annual basis, the Bureau will provide [the Union] and the Joint Teleworking Committee with a report for the prior year, by Office, of the number of employees in the Office, the number of employees who performed telework, and the number of hours in which telework was performed. This report should clearly distinguish between situational and routine telework. In order to accurately collect this data, employees must report the number of hours teleworked each pay period in webTA. The report will also include an aggregate listing of the number of telework agreements approved and denied by each Office.” (NTEU-OPM20)