National Commission on Libraries and Information Science NCLIS
White House Conference Delegate/Alternate Certification File (D-Ac File).

National Commission on Libraries and Information Science (NCLIS), 1717 K Street NW, Suite 601, Washington, DC 20036.

Persons who: (1) Have been named as delegates or alternates to the White House Conference on Library and Information Service in accordance with the procedures established by their individual state or territory; and (2) have submitted, to NCLIS, though the chief of the state/territorial library agency, an executed copy of the form, "Certification of State/Territorial Delegates/Alternates to the White House Conference on Library and Information Services" (OMB No. 186-S78001). No more than 1,200 persons will have records in the file.

Each record will contain the name, address(es) (home and, if applicable, business), and telephone number(s) of the delegate/alternate. In addition, the record will contain in coded form descriptive information such as, primary language, education, occupation (by broad category), handicap, if any, association with library or information services, and brief work history. To the extent that the delegates/alternates choose to provide it, optional information relating to race, sex, age and income level will appear in the record.

Pub. L. 93-568, paragraph (b)(2).

Upon completion of certification, NCLIS will return one copy each of the form carrying the certification to the delegate/alternate and to the chief of the appropriate state/territorial library agency. Subsequently, NCLIS will not provide information in the file to persons outside of the agency, except to the Congress on specific request, or in response to a formal demand under the Freedom of Information Act. Neither of these is considered a likely eventuality.

In addition to providing mailing addresses to which materials and information relating to the conference may be sent, the information in the files will be used principally:

(1) To verify the designation of each person as a delegate or an alternate, and as "library/information related" or "nonlibrary/information related";

(2) to provide date to be used in analyzing the composition of the conference delegates and alternates for general statistical purposes; and

(3) to provide data to be used in allocating the 105 at-large voting delegate slots for the purpose of offsetting any imbalance in representation that might inadvertently have occurred in the delegate selection process.

The records will be maintained primarily in the form of computer records on disc storage in a Federal Government computer installation. Any record or group of records will be retrievable by any element or combination of elements in the record. The original certification forms submitted will be retained in a locked file cabinet, grouped by state and territory.

Access to the computer files will be controlled by a procedures which bars access by requiring the use of a password to extract data from the files. This password will be made available only to a limited number of NCLIS staff members who have a need to know. In addition, the descriptive information in the file will be in coded form.

Records will be retained only on designated delegates or alternates to the White House Conference. Should a person cease to be a delegate or alternate for any reason, NCLIS will withdraw and destroy the records upon receipt of official notice of the change. The entire file, both computer and paper records, will be retained only so long as it is useful for the White House Conference process, and, in any event, it will be destroyed by or before September 30, 1980.

Executive Director, National Commission on Libraries and Information Science, 1717 K Street, NW, Suite 601, Washington, DC 20036.

Inquiries may be addressed to the System Manager as indicated above.

A request for access may be addressed to the System Manager. The request must be in writing and meet the content requirements of 45 CFR part 1705.

A petition for amendment shall be addressed to the System Manager and must meet the requirements of 45 CFR 1705.6.

All of the information in the record, with the exceptions noted below, is obtained from the individual who is the subject of the record.

The designations of an individual as Delegate or Alternate to the Conference and as Library/Information Related or Lay are entered on the certification form by the head of the state or territorial library agency before it is forwarded to NCLIS. The identification number is assigned by NCLIS and is used only to establish a unique record.
Public Welfare National Commission on Libraries and Information Science PRIVACY REGULATIONS

Sec.

1705.1 Purpose and scope.

1705.2 Definitions.

1705.3 Procedures for requests pertaining to individual records in the D/AC File.

1705.4 Times, places, and requirements for identification of individuals making requests.

1705.5 Disclosure of requested information to individuals.

1705.6 Request for correction or amendment to the record.

1705.7 Agency review of request for correction or amendment of the record.

1705.8 Appeal of an initial adverse agency determination on correction or amendment of the record.

1705.9 Disclosure of record to a person other than the individual to whom the record pertains.

1705.10 Fees.

1705.11 Penalties.

1705.12 Exemptions.

Authority: 5 U.S.C. 552a.

Source: 43 FR 47195, Oct. 13, 1978, unless otherwise noted.

§ 1705.1 Purpose and scope.

These procedures provide the means by which individuals may safeguard their privacy by obtaining access to, and requesting amendments or corrections in, information, if any, about these individuals which is contained in the White House Conference Delegate/Alternate Certification File (D/AC File), which is under the control of the National Commission on Libraries and Information Science (hereafter, the Commission).

§ 1705.2 Definitions.

For the purpose of these procedures:

(a) The term individual means a citizen of the United States or an alien lawfully admitted for permanent residence;

(b) The term maintain includes maintain, collect, use or disseminate;

(c) The term record means any item or set of items about an individual that is maintained by the Commision in either hard copy or computerized form, including name, residence and other information obtained from the form, "Certification of State/Territorial Delegates/Alternates to the White House Conference on Library and Information Services."

(d) The term routine use means, with respect to the disclosure of a record, the use of such record for a purpose which is compatible with the purpose for which it was collected.

§ 1705.3 Procedures for requests pertaining to individual records in the D/AC File.

(a) An individual who wishes to know whether the D/AC File contains a record pertaining to him or her shall submit a written request to that effect to the System Manager at the Commission. The System Manager shall, within 10 days of receipt of such submission, inform the individual whether the D/AC File contains such a record.

(b) An individual who desires access to any identified record shall file a request therefor addressed to the System Manager indicating whether such individual intends to appear in person at the Commission's offices or whether he or she desires to receive a copy of any identified record through the mail.

§ 1705.4 Times, places, and requirements for identification of individuals making requests.

(a) An individual who, in accord with § 1705.3(b) indicated that he or she would appear personally shall do so at the Commission's offices, 1717 K Street NW., Suite 601, Washington, DC, between the hours of 8:30 a.m. and 4 p.m. Monday through Friday (legal holidays excluded) and present either: (1) The response from the System Manager indicating that such a record exists; or

(2) A copy of the executed certification form, as well as another suitable form of identification, such as a valid drivers license or equivalent.

(b) In response to a request for mail delivery, the Commission will mail only to the home address appearing in the D/AC File a copy of the record for that individual within 10 working days.

§ 1705.5 Disclosure of requested information to individuals.

Upon verification of identity, the System Manager shall disclose to the individual: (a) The information contained in the record which pertains to that individual; and (b) the accounting of disclosures of the record, if any, required by 5 U.S.C. 552a(c).

§ 1705.6 Request for correction or amendment to the record.

If a person wishes a change to be made in the record, he or she should follow the procedures for making changes which are included in the instructions accompanying the certification form by which the information was obtained. Copies of these instructions will be mailed to any delegate/alternate upon request.

§ 1705.7 Agency review of request for correction or amendment of the record.

Within 10 days of the receipt of the request to correct or to amend the record, the System Manager will acknowledge in writing such receipt and promptly either: (a) Make any correction or amendment of any portion thereof which the individual believes is not accurate, relevant, timely, or complete and inform the individual of same: or

(b) Inform the individual of his or her refusal to correct or amend the record in accordance with the request, the reason for the refusal, and the procedures established by the Commission for the individual to request a review of that refusal.

§ 1705.8 Appeal of an initial adverse agency determination on correction or amendment of the record.

An individual who disagrees with the refusal of the System Manager to correct or to amend his or her record may submit a request for review of such refusal to the Chairman of the Commission, 1717 K Street NW., Suite 601, Washington, DC 20036. The Chairman will, not later than 30 days from the date on which the individual requests such review, complete such review and make a final determination unless, for good cause shown, the Chairman extends such 30-day period. If, after his or her review, the Chairman also refuses to correct or to amend the record in accordance with the request, the individual may file with the Commission a concise statement setting forth the reasons for his or her disagreement with the refusal of the Commission and may seek judicial review of the Chairman's determination under 5 U.S.C. 552a(g)(1)(A).

§ 1705.9 Disclosure of record to a person other than the individual to whom the record pertains.

An individual to whom a record is to be disclosed in person may have a person of his or her own choosing accompany the individual when the record is disclosed.

§ 1705.10 Fees.

(a) The Commission will not charge an individual for the costs of making a search for a record or the costs of reviewing the record. When the Commission makes a copy of a record as a necessary part of the process of disclosing the record to an individual, the Commission will not charge the individual for the cost of making that copy.

(b) If an individual requests the Commission to furnish him or her with a copy of the record (when a copy has not otherwise been made as a necessary part of the process of disclosing the record to the individual) the Commission will charge a fee of $0.25 per page (maximum per page dimension of 8 1/2 x by 13 inches) to the extent that the request exceeds $5 in cost to the Commission. Requests not exceeding $5 in cost to the Commission will be met without cost to the requester.

§ 1705.11 Penalties.

Title 18 U.S.C. 1001, Crimes and Criminal Procedures, makes it a criminal offense, subject to a maximum fine of $10,000 or imprisonment for not more than 5 years or both to knowingly and willfully make or cause to be made any false or fraudulent statements or representations in any matter within the jurisdiction of any agency of the United States. Section 552a(i)(3) of the Privacy Act (5 U.S.C. 552a(i)(3)), makes it a misdemeanor, subject to a maximum fine of $5,000, to knowingly and willfully request or obtain any record concerning an individual under false pretenses. Section 552a(i) (1) and (2) of the Privacy Act (5 U.S.C. 552a(i) (1) and (2)) provide penalties for violations by agency employees of the Privacy Act or regulations established thereunder.

§ 1705.12 Exemptions.

No Commission records system is exempted from the provisions of 5 U.S.C. 552a as permitted under certain conditions by 5 U.S.C. 552a (j) and (k).