Office of Data Management, Agency for International Development, 1975 Florida Avenue, Washington, DC.

a. A.I.D. employees including: Direct-hire employees assigned positions in the United States; United States citizen direct-hire employees assigned to positions overseas; and employees of Federal, state, or local government agencies detailed or assigned to A.I.D.;

b. Applicants for employment; and

c. Non-direct hires such as Personal Services Contractors.

This automated system consists of eleven files of computerized records maintained on magnetic discs and magnetic tapes. These files are described below. The first seven (a through g) and the tenth (j) pertain to the category of individuals defined in a. above; the eighth (h) pertains only to the category of individuals defined in b. above; the ninth file (i) is maintained separately from the other eight files; the eleventh (k) pertains to category of individuals defined in a. and b. above

a. Master Data File--This file contains information about the organizational structure of the Agency, and the location within that structure of all employees. Individual records, in addition to containing data describing the position incumbered by the employee, contain the following types of information on the employee: Basic data such as name, Social Security Account Number (SSAN), birth date, veteran preference, tenure group, service computation date, reportable handicap, retirement system, and participation in Federal Employee? Government Life Insurance; pay data such as pay plan, grade or class, step within grade, date appointed to present grade and work schedule; personal data supplied by the employee such as sex, marital status, state of legal residence, and academic education level; data on retirement form a uniformed service, if applicable; a wide variety of dates including those that indicate suspense actions which are due at the future date, and others used for other purposes by personnel managers such as date assigned overseas and date returned from overseas; for Civil Service and Foreign Service employees their evaluation rating and the date of their last evaluation; qualifications and skills data such as college degrees, special prior experience, training courses completed, proficiency in foreign languages, and skills of use to the Agency

b. A Chronological Data Record is maintained on each employee and contains up to ten entries reflecting the most recent `personnel actions? on that individual, such as appointment, conversions, reassignment, transfer, promotion, extension, and separation. Included for each entry is the type of action code and title, effective date, position assigned to, including position title, and employee?s pay plan and grade at the time

c. Separated Employee File--For employees who have been separated, a record is maintained, made up of the employee data in the Master Data Record and the Chronological Data Record as described in a. and b. above. This record is maintained for three years after date of separation

d. Index File--This file contains a record for each employee, but contains only the SSAN and the Position Sequence Number of the Position to which the employee is assigned. It is used to find the employee?s Master Data Record when only the SSAN is known

e. Turnaround File--This file contains only records generated by the computer and is used by the computer to update the Master Data and Chronological Record files on future effective personnel actions. It is also used by the process that prints the Standard Form 50, Report of Personnel Actions

f. SF-50 File--This file contains data that was used in printing the Standard Form 50 and is retained for 90 days in the event the Standard Form 50 requires correction or cancellation. It contains basic data on the employee and personnel action being effected by the Standard Form 50

g. Transaction History File--This file contains a record on each file maintenance transaction input into the computer that passed computer program edits and is used in maintaining system files

h. Applicant Data File--This file contains name, SSAN, veteran preference, and qualification data supplied by the applicant

i. Minority Group Designator File--This file contains SSAN and a minority code designator used in preparing reports required by the Equal Employment Opportunity Act of 1972

j. The Equal Opportunity Program Extract File--This file contains information from the Master Data File and the Minority Group Designator File and consists of the following: Position number; position title; occupational specialty code; position pay plan; position grade; GSA location code; employee name; SSAN; sex; employee pay plan; employee grade; employee step; minority group designator; work schedule; current civil service performance rating; date of last civil service performance rating; supervisory code; age; date of birth; handicap code; date appointed present grade; incumbent assigned date; date entered on duty with AID or predecessor; academic education level; degree Majors 1, 2 and 3; Agency occupational special ties 1, 2 and 3; Veteran?s Preference

k. New Data File--Automated Mission Staffing Pattern System that will include a record on each USAID employee (both direct and non-direct hire) and consists of the following information: data elements previously identified in the Master Data File and additional data elements such as only that designates local, U.S. or third country hire, Contract Start and End Dates, to be used for personal contractors only, Total Cost Existing Contract, to be used for personal contractors only, and All Other Annual Costs. This data file is the only file that contains information on non-direct hires.

Title 5 U.S.C. 301 1302, 2951, 4118, 4308; Foreign Assistance Act of 1961, as amended, sec. 621, 621A, 625, 626, 627, 628; Foreign Service Act of 1946, as amended, sec. 911.

To representatives of the Civil Service Commission on matters relating to the inspection, survey, audit or evaluation of A.I.D. personnel management programs, of personnel actions, or such other matters under the jurisdiction of the Commission

To representatives of the Office of Personnel Management for the maintenance of their Central Personnel Data File, Federal Automated Career System, and Executive Inventory File

To the Attorney General of the United States or his authorized representative in connection with litigation, law enforcement, or other matters under the direct jurisdiction of the Department of Justice, or carried out as the legal representative of the executive agencies

To the Chesapeake and Potomac Telephone Co. (a contractor) and its employees for the purpose of telecommunications transmission of data between the central computer facility and the remote terminals

To a duly appointed hearing examiner or arbitrator (an employee of another federal agency) for the purpose of conducting a hearing in connection with an employee?s appeal involving disclosures of records of A.I.D.?s personnel management system

To an arbitrator who is given a contract pursuant to a negotiated labor agreement to hear an employee?s grievance involving disclosure of the record of the personnel management system

To the recognized labor union for the purposes of meeting the requirements of the negotiated agreement

To representatives of the Department of Health and Human Services for the purpose of producing microfiche and microfilm outputs

To the Department of State for the purposes of producing microfiche and microfilm outputs

To the Department of the Treasury and the Department of State for the purpose of providing special reports pertaining to AID employees in the Foreign Service Retirement and Disability System

To law enforcement agencies, U.S. government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Records are stored on magnetic disc and/or magnetic tape.

The eleven files described above are indexed in the following manner and may be retrieved as indicated; however, personal data in all files are readily retrieved through the Index File

(a) Master Data File: By Position Sequence Number (POSNO) within AID.;

(b) Chronological Data File: By Social Security Account Number (SSAN)

(c) Separated Employee File: By SSAN;

(d) Index File: By SSAN;

(e) Turnaround File: By effective date;

(f) SF-50 File: By effective date;

(g) Transaction History File: By date of input to the system or effective date, whichever is later; and

(h) Applicant Data File: By SSAN

(i) Minority Group Designator File: By SSAN

(j) Equal Opportunity Program Extract File: By Position Sequence Number (POSNO) within A.I.D.

(k) Automated Mission Staffing Pattern System: by Organization.

A `password? is assigned to A.I.D. employees who, in the performance of their official duties, must have access to these files. The password is checked by the computer prior to granting access to the files. The computer facility, including the time library, is located in secured premises with combination-lock door, and access is limited to persons of verified identity who require access.

The computerized records are deleted from the files when no longer needed by the system. A copy of the content of all files is made at the end of June and December and is retained for five years, then destroyed.

Chief, Office of Information Resources management, Agency for International Development, 1100 Wilson Boulevard, Rosslyn, Virginia 22209

For the Minority Group code designator, the Director, Equal Opportunity Programs, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523

Information Required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to §215.4(c) or (d) of the Agency?s rules as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same address as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC

ATTENTION: Executive Secretary--Privacy Review Request

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities in approving personnel actions and verifying information.

Office of Personnel and Manpower, State Annex 2, 515 22nd Street NW, Washington, DC 20523.

Employees of A.I.D.

Position descriptions, appeals, correspondence relating to position classification, reviews of classifications and the determinations made thereon, and Notifications of Personnel Actions (SF-50?s) relating to the position.

The Foreign Assistance Act of 1961, as amended sec. 621 and the Foreign Service Act of 1946 as amended; 5 U.S.C. 301, 1302, 2951, 4118, 4308, and Executive Orders 10561 and 10987.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copies in file folders.

Name of individual.

Located in metal file cabinets with three-way combination locks in a secure space or secured premises with access limited to those whose official duties require access.

Retained by A.I.D. as long as five years (in case of appeals against position classification actions), then destroyed by shredding.

For Civil Service personnel: Chief, Civil Service Personnel, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523

For Foreign Service personnel: Chief, Position Management &Foreign National Branch, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523

Information Required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency?s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Requests.

The individual concerned and A.I.D. employees acting in their official capacities.

Secret.

Records covered by this system are maintained at the following locations: (Paper) USAID Office of Security, 1300 Pennsylvania Avenue, Washington, DC 20523; (Electronic copies) Terremark NAP of the Americas, 2 S Biscayne Blvd., Miami FL 33131.

Categories of individuals maintained in this system are: current and former USAID employees; contractor personnel (Personal Service Contractors and Institutional Contractors); applicants for employment; persons and entities performing business with USAID to include consultants, volunteers, grantees and recipients; individuals employed from other Federal Agencies through a detail, Participating Agency Service Agreement, Resources Support Services Agreement, or the Interagency Personnel Act; individuals working at USAID through government agreements (second agreement); paid and unpaid interns; and visitors requiring access to USAID facilities; and the U.S. Citizen and/or non-U.S. Citizen spouse, intended spouse, family members, and/or cohabitants of the above listed individuals.

Categories of records maintained in this system are: name; address; date of birth; social security number (or other identifying number); citizenship status; information regarding an individual?s character, conduct and behavior in the community where they presently live and/or previously lived; arrests and/or convictions; medical records; educational institutions attended; employment records; reports from interviews and other inquiries; electronic communication cables; facility access authorizations/restrictions; photographs, fingerprints; financial records including credit reports; previous clearances levels granted; resulting clearance levels; documentation of release of security files; request for special access; records of infractions; and records of facility accesses and credentials issued.

Executive Order 10450: Security requirements for Government Employment; Homeland Security Presidential Directive 12 (HSPD-12): Policy for a Common Identification Standard for Federal Employees and Contractors; Executive Order 12968: Access to Classified Information,; Executive Order 12333: United States Intelligence Activities; Executive Order 13381: Strengthening Processes Relating to Determining Eligibility for Access to Classified National Security Information; Executive Order 13467: Reforming Processes Related to Suitability for Government Employment, Fitness for Contractor Employees, and Eligibility for Access to Classified National Security Information; Executive Order 13488: Granting Reciprocity on Excepted Service and Federal Contractor Employee Fitness and Reinvestigating Individuals in Positions of Public Trust; and the Intelligence Reform and Terrorism Prevention Act of 2004 (Public Law 108-458).

The Office of Security gathers information in order to create investigative records, which are used for processing personal security background investigations to determine eligibility to be awarded a federal security clearance, suitability or fitness determination for federal employment, access to federally owned/controlled facilities and access to federally owned/controlled information systems.

In addition to USAID?s Statement of General Routine Uses, the Office of Security may disclose information in this system as follows:

(1) To consumer reporting agencies in order to obtain consumer credit reports,

(2) To federal, international, state, and local law enforcement agencies, U.S. Government Agencies, courts, the Department of State, Foreign Governments, to the extent necessary to further the purposes of an investigation,

(3) Results of the investigation may be disclosed to the Department of State or other Federal Agencies for the purposes of granting physical and/or logical access to federally owned or controlled facilities and/or information systems in accordance with the requirements set forth in HSPD-12.

Storage:

Paper copies of information are maintained in file folders and secured using locked cabinets and safes. Electronic copies of information are secured using password protection and role-based protocols.

Records are retrievable by last name, social security number, and/or USAID assigned case number or other unique identifier attributed to the individual.

Records are kept within the Office of Security secured space. Access to this space is controlled by electronic card readers, office personnel to control access, visitor escorts policy and supplemented by an armed response force. Administrative safeguards of records are provided through the use of internal Standard Operating Procedures and routine appraisal reviews of the personnel security and suitability program by the Director of National Intelligence and the Office of Personnel Management.

Records are retained using the approved National Archives Records Administration, Schedule 18-Security and Protective Services Records.

Director, USAID: Office of Security, RRB, Suite 2.06-A, 1300 Pennsylvania Ave. NW., Washington, DC 20523.

Records in this system are exempt from notification access, and amendment procedures in accordance with subsection (k) (1) and (5) of the 5 U.S.C. 552a, and 22CFR 215.13 of 14. Individuals wishing to inquire whether this system of records contains information about themselves should submit their inquires in writing to the USAID Chief Privacy Officer, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202

The request must be in writing and include the requestor?s full name, date of birth, social security number, and current address. In addition, requestors must also reasonably specify the record contents being sought.

See "Notification Procedures."

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought. Requests must follow the "Notification Procedures" above.

Information in this system is obtained from the individual on whom it applies; independent sources such as other government agencies, state/local government; law enforcement agencies; credit bureaus; medical providers; educational institutions; private organizations; information provided by personal references; and through source interviews.

Under the specific authority provided by subsection (k) (1), (3), and (5) of 5 U.S.C. 552a, USAID has promulgated rules specified in 22 CFR 215.14, that exempts this system from notice, access, and amendment requirements of 5 U.S.C. 552a, subsections (c) (3), (d); (e) (1); (e) (4); (G); (H); (I); and (f). The reasons for these exemptions are to maintain confidentiality of sources, National Security, and to prevent frustration of the federal investigative process.

Sensitive But Unclassified.

Terremark NAP of the Americas, 2 S Biscayne Blvd., Miami, FL 33131.

In connection with its investigative duties, OIG maintains records in its Criminal law Enforcement Records System on the following categories of individuals insofar as they are relevant to any investigation or preliminary inquiry undertaken to determine whether to commence an investigation: complainants; witnesses; confidential and non-confidential informants; contractors; subcontractors; recipients of federal assistance or funds and their contractors/subcontractors and employees; individuals threatening USAID employees or the USAID Administrator; current, former, and prospective employees of USAID; alleged violators of USAID rules and regulations; union officials; individuals investigated and/or interviewed; persons suspected of violations of administrative, civil, and/or criminal provisions; grantees,? sub-grantees; lessees; licensees; and other persons engaged in official business with USAID.

The system contains investigative reports and materials gathered or created with regard to investigations of administrative, civil, and criminal matters by OIG and other Federal, State, local, tribal, territorial, or foreign regulatory or law enforcement agencies. Categories of records may include: complaints; request to investigate; information contained in criminal, civil, or administrative referrals; statements from subjects, targets, and/or witnesses; affidavits, transcripts, police reports, photographs, and/or documents relative to a subject?s prior criminal record; medical records, accident reports, materials and intelligence information from other governmental investigatory or law enforcement organizations; information relative to the status of a particular complaint or investigation, including any determination relative to criminal prosecution, civil, or administrative action; general case management documentation? subpoenas and evidence obtained in response to subpoenas; evidence logs; pen registers; correspondence, records of seized property? reports of laboratory examination; reports of investigation; and other data or evidence collected or generated by OIG?s Office of Investigations during the course of conducting its official duties.

The Inspector General Act of 1978, 5 U.S.C. App. 3, as amended.

The records contained in this system are used by OIG to carry out its statutory responsibilities under the Inspector General Act of 1978, as amended, to conduct and supervise investigations relating to programs and operations of USAID; to promote economy, efficiency, and effectiveness in the administration of such programs and operations; and to prevent and detect fraud, waste, and abuse in such programs and operations. The records are used in the course of investigating individuals and entities suspected of having committed illegal or unethical acts, and in conducting related criminal prosecutions, civil proceedings, and administrative actions.

USAID?s routine uses, see 42 FR 47371 (September 20, 1977) and 59 FR 52954 (October 20, 1994), apply to this system of records. As additional routine uses for this records system, USAID/OIG may disclose information in this system as follows:

(a) Disclosure to the Department of Justice (DOJ) or a legal representative designated by a Federal Agency in circumstances in which:

(1) USAID or OIG, or any component thereof:

(2) Any employee of USAID or OIG in his or her official capacity;

(3) Any employee of USAID or OIG in his or her individual capacity, where the DOJ has agreed to represent or is considering a request to represent the employee; or

(4) The United States or any of its components is a party to pending or potential litigation or has an interest in such litigation, USAID or OIG will be affected by the litigation, or USAID or OIG determines that the use of such records by the DOJ is relevant and necessary to the litigation; provided, however, that in each case, USAID or OIG determines that disclosure of the records to the DOJ is a use of the information that is compatible with the purpose for which the records were collected.

(b) Disclosure to any source from which additional information is requested in order to obtain information relevant to:

(1) A decision by either USAID or OIG concerning the hiring, assignment, or retention of an individual or other personnel action;

(2) The issuance, renewal, retention, or revocation of a security clearance;

(3) The execution of a security or suitability investigation;

(4) The letting of a contract; or

(5) The issuance, retention, or revocation of a license, grant, award, contract, or other benefit to the extent the information is relevant and necessary to a decision by USAID or OIG on the matter.

(c) Disclosure to a Federal, State, local, foreign, tribal, territorial, or other public authority in response to its request in connection with:

(1) The hiring, assignment, or retention, of an individual;

(2) The issuance, renewal, retention or revocation of a security clearance;

(3) The execution of a security or suitability investigation;

(4) The letting of a contract; or

(5) The issuance, retention, or revocation of a license, grant, award, contract, or other benefit conferred by that entity to the extent that the information is relevant and necessary to the requesting entity?s decision on the matter.

(d) Disclosure in the event that a record, either by itself or in combination with other information, indicates a violation or a potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or particular program stature, or by regulation, rule, or order issued pursuant thereto; or a violation or potential violation of a contract provision. In these circumstances, the relevant records in the system may be referred, as a routine use, to the appropriate entity, whether Federal, State, tribal, territorial, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, order or contract.

(e) Disclosure to any source from which additional information is requested, either private or governmental, to the extent necessary to solicit information relevant to any investigation, audit, or evaluation.

(f) Disclosure to a foreign government pursuant to an international treaty, convention, or executive agreement entered into by the United States.

(g) Disclosure to contractors, grantees, consultants, or volunteers performing or working on a contract, service, grant, cooperative agreement, job or other activity for USAID or OIG, who have a need to access the information in the performance of their duties or activities. When appropriate, recipients will be required to comply with the requirements of the Privacy Act of 1974 as provided in 5 U.S.C. 552a(m).

(h) Disclosure to representatives of the Office of Personnel Management, the Office of Special Counsel, the Merit Systems Protection Board, the Federal Labor Relations Authority, the Equal Employment Opportunity Commission, the Office of Government Ethics, and other Federal agencies in connection with their efforts to carry out their responsibilities to conduct examinations, investigations, and/or settlement efforts, in connection with administrative grievances, complaints, claims, or appeals filed by an employee, and such other functions promulgated in 5 U.S.C. 1205-06.

(i) Disclosure to a grand jury agent pursuant to a Federal or State grand jury subpoena or to a prosecution request that such record be released for the purpose of its introduction to a grand jury.

(j) Disclosure in response to a facially valid subpoena for the record.

(k) Disclosure to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904, 2906.

(l) Disclosure to the Departments of the Treasury and Justice in circumstances in which OIG seeks to obtain, or has in fact obtained, and ex parte court order to obtain tax return information from the Internal Revenue Service.

(m) Disclosure to any Federal official charged with the responsibility to conduct qualitative assessment reviews of internal safeguards and management procedures employed in investigative operations for purposed of reporting to the President and Congress on the activities of OIF as contemplated by the Homeland Security Act of 2002 (Pub. L. 107-296; November 25, 2002). This disclosure category includes other Federal offices of inspectors general and members of the President?s Council on Integrity and Efficiency, and officials and administrative staff within their investigative chain of command, as well as authorized officials of DOJ and its component, the Federal Bureau of Investigation.

Disclosure to consumer reporting agencies:

Not applicable.

Storage:

Paper records and all other media (photographs, audio recordings, diskettes, CD?s etc) are stored in GSA-approved security containers with combination locks in a secured area. Electronic records are password protected and maintained on a file server in locked facilities that are secured at all times by security systems and video surveillance cameras.

Records are retrieved in a database by name and or alias, as well as by non-personally identifiable information, such as case number.

Access to paper records is restricted to authorized OIG employees on a need-to-know basis. At all times, paper records are maintained in locked safes in a secured area in offices that are occupied by authorized OIG employees. Access to electronic records is restricted to authorized OIG staff members on a need-to-know basis. Each person granted access to the system must be individually authorized to use the system.

Disclosure of records maintained electronically is restricted through the use of passwords. The computer servers in which records are stored are password protected. Passwords are changed on a cyclical basis. The computer servers are located in locked facilities that are secured at all times by security systems and video surveillance cameras. The security systems provide immediate notification of any attempted intrusion to USAID Security personnel. All data exchanged between the servers and individual computers is encrypted. Backup tapes are stored in a locked and controlled room in a secure, off-site location.

Records relating to persons covered by this system are retained for two or five years after the investigation is closed. If an investigation does not involve allegations against a senior level USAID employee, is not of congressional interest, or does not yield a reportable result, the records within the closed case file are maintained for a period of two years from the date of closing by OIG. If the investigation yields a reportable result, has congressional interest, or involves allegations against a senior level USAID employee, the records within the closed case file will be retained for five years from the date of closing by OIG. After the applicable period (two or five years), closed investigative files will be sent from USAID, Office of Inspector General, 1300 Pennsylvania Ave. NW., Washington, DC 20523, to the Washington National Records Center in Suitland, Maryland, where they will be retained for fifteen years, and subsequently destroyed. Any electronic file that qualifies as a record will be printed out and treated as a hard-copy record for disposition purposes.

Records in this system are exempt from notification, access, and amendment procedure in accordance with subsections (j) and (k) of 5 U.S.C. 552a, and 22 CFR 215.13 and 215.14. Individuals requesting notification of the existence of records on themselves should send their request to the System Manager (see information above). The request must be in writing and include the requester?s full name, his or her current address, his or her date and place of birth, and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury. Requesters shall also reasonably specify the record contents being sought.

Individuals wishing to request access to a record on himself or herself must submit the request in writing according to the "Notification Procedures" above.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought. Requests must follow the "Notification Procedures" above.

OIG collects information from a wide variety of sources, including information from USAID and other Federal, State and local agencies, subjects, witnesses, complainants, confidential and/or non-confidential sources, and other nongovernmental entities.

Under the specific authority provided by subsection (j)(2) of 5 U.S.C. 552a, USAID has adopted regulations, 22 CFR 215.13 and 215.14, which exempt this system from the notice, access, and amendment requirements of 5 U.S.C. 552a, except subsections (b); (c)(1) and (2); (e)(4)(A) through (F); (e)(6), (7), (9), (10), and (11); and (i). If the provision found at subsection (j)(2) of 5 U.S.C. 552a is held to be invalid, then, under subsections (k)(1) and (2) of 5 U.S.C. 552a, this system is determined to be exempt from the provisions of subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), and (I); and (f) of 5 U.S.C. 552a. See 57 FR 38276, 38280-81 (August 24, 1992). The reasons for adoption of 22 CFR 215.13 and 215.14 are to protect the materials required by Executive order to be kept secret in the interest of national defense of foreign policy, to maintain the integrity of the law enforcement process, to ensure the proper functioning and integrity of law enforcement activities, to prevent disclosures of investigative techniques, to maintain the ability to obtain necessary information, to prevent subjects of investigation from frustrating the investigatory process, to avoid premature disclosure of the knowledge of criminal activity and the evidentiary basis of possible enforcement actions, to fulfill commitments made to sources to protect their identities and the confidentiality of information, and to avoid endangering these sources and law enforcement personnel.

Confidential.

a. For active records: Employee Relations Branch, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523

b. For retired records: Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

Any A.I.D. employee or employee of another Federal Agency assigned to A.I.D. under a Participating Agency Service Agreement who has filed a complaint, grievance or appeal; has been the subject of an alimony or child support claim; has been listed as a prisoner of war or missing in action (POW/MIA); or has a medical problem affecting his employment.

Correspondence and indexes covering complaints, grievances, appeals, life insurance, health insurance, occupational health, workers? compensation, but not including those records belonging to the Department of Labor; alimony and child support, employee medical problems (but not including medical records maintained by the Office of the Medical Director, Department of State) and material relating to POW/MIA?s.

Foreign Assistance Act of 1961, as amended, especially secs. 621 and 625; Foreign Service Act of 1946, as amended; Executive Order 10450 as amended August 5, 1954; 5 U.S.C. 301, 7301, 7531, 7532, 7533; sec. 914 of Pub.L. 92-255; and sec. 201 of Pub.L. 91-616.

To a duly appointed Hearing Examiner or Arbitrator for the purpose of conducting a hearing in connection with an employee?s appeal involving a grievance

To a union representative for the purpose of representing an employee in order to protect the employee rights negotiated under the union agreement

To the Office of Personnel Management for the purpose of determining if the Agency?s course of action is correct

To a health or life insurance carrier for the purpose of determining the status of benefits paid or owed by or to an employee pursuant to a health or life insurance compensation agreement

To hospitals, clinics, and other medical treatment facilities upon their request in order to provide information about health insurance under the Federal Employees Group Health Insurance Program

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper records in file folders.

By employee name.

Located in metal file cabinets with three-way combination lock in secured premises with access limited to those whose official duties require access.

Workers? compensation files are retired to Federal Records Center, St. Louis, Missouri, for permanent retention after resolution of case. Alcohol and drug abuse files are destroyed by burning one to three years after separation of employee. POW/MIA files are retained indefinitely. All other records are destroyed by burning one to two years after resolution of a problem or final decision on a pending matter.

Chief, Employee Relations Branch, at the location shown in the Systems Location Section above.

Pursuant to 5 U.S.C. 552a(k)(5), all investigatory material in the record which meets the criteria of these subsections is exempted from the notice, access and contest requirements of sections (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f) 5 U.S.C. 552a in order to fulfill commitments made to protect the confidentiality of sources, and to maintain access to sources of information which are necessary to determine suitability for employment. See Agency Regulations published in this issue of the Federal Register.

Central records located in Office of Financial Management, Agency for International Development, 1975 Florida Avenue, NW, Washington, DC. Timekeeper?s records are kept by the employing Washington office and offices abroad. See appendix A for a listing of these locations.

Employees of A.I.D. and Personal Service Contractors.

Central Records (Employee Payroll File) and Timekeepers Records contain various combinations of the following: Time and attendance cards, leave requests forms, correspondence and memorandums on leave, payroll deductions for savings bonds and allotments to various institutions and correspondence on reimbursements.

Title 5, U.S.C. 1302, 2951, 4118, 4308 and sections 112 (a) and 113 of the Budget and Accounting Procedures Act of 1950, and Title 6, GAO Policies and Procedures Manual.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records

To the Office of Personnel Management concerning pay, benefits, retirement deductions, and other information necessary for the Commission to carry out its Government-wide personnel management functions.

Storage:

Paper copy in file folders.

By name of individual and Social Security number.

Located in metal file cabinets with three-way combination locks in a secure space or secured premises with access limited to those whose official duties require access.

Destroyed after 5 years by burning or shredding.

Assistant Controller, Employees Services Division, at the location shown in System Location Section above.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A

Information required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency?s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary - Privacy Review Request

Both the envelope and the letter should be clearly marked Attention: Executive Secretary, Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities.

Records are located at various overseas offices listed in appendix A.

U.S. Government employees and contract employees of A.I.D.

Records on leasing living quarters whose rent and utility costs are reimbursed wholly or in part by A.I.D. and personally-owned vehicles and other property at post. Records contain a description of such property, and how property is disposed of at post.

Foreign Assistance Act of 1961r as amended, section 636; Foreign Service Act of 1946 as amended.

To the Department of State for the issuance of licenses and establishing of duty free status of A.I.D. personnel

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copy in file folders.

By name of individual.

Located in metal file cabinets with three-way combination locks in secured premises with access limited to those whose official duties require access.

After employee leaves post, records on owned property are retained for four years and on leased property for two years, then destroyed.

Director, Office of Management Operations, 320 21st Street NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 1601 North Kent Street, Arlington, Virginia

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A

Information Required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency?s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary - Privacy Review Request

Both the envelope and the letter should be clearly marked Attention: Executive Secretary - Privacy Review Request.

U.S. Government employees, local and contract employees of A.I.D. and American Embassy personnel.

Records are located at Agency Washington headquarters and at offices abroad. See Appendix A for actual location of those offices.

U.S. Government employees, contract employees of A.I.D., and guests at A.I.D.-operated staff or guest houses.

Records pertaining to the occupancy or use of property owned or leased by the U.S. Government, and to facilities and/or services provided such as: Government-leased housing; government-owned furniture, appliances and furnishings; U.S. Government property in custody used for official purposes; government-owned vehicles used for official or unofficial purposes; parking permits; government-purchased publications; long-distance telephone calls made from A.I.D facilities; U.S. Government vehicle repair facilities; commissary, liquor, and post exchange purchases; gasoline purchased from or through post exchange purchases; gasoline purchased from or through an A.I.D. overseas post; government-furnished housing maintenance and repair services; and A.I.D. staff or guest house facilities.

Foreign Assistance Act of 1961 as amended, section 621, 635; Foreign Service Act of 1946 as amended.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copy in file folders, and card index file.

By name of individual.

Located in metal file cabinets with three-way combination locks in secured premises with access limited to those whose official duties require access.

Records on the issuance of U.S. Government property are destroyed three years after the property is turned in or otherwise accounted for. Individual trip tickets reflecting official and unofficial use of vehicles are destroyed 6 months after the end of the fiscal year. Maintenance and repair records and related papers pertaining to the maintenance and repair of individual residential units occupied by individuals at overseas posts are destroyed at the end of 4 years. Destruction is by shredding or burning.

Director, Office of Managment Operations, Agency for International Development, 320 21st Street, NW, Washington, DC.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A

Information Required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency?s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Request.

U.S. Government employees, local and contract employees of A.I.D., and personnel of the Departmnent of State.

Central records located in A.I.D. Washington Headquarters. Decentralized records maintained in various Washington offices and offices abroad having responsibilities for initiating requests for travel or transportation of things. Travel Advance Control History File for Automated Files: Office of Data Management, 1875 Connecticut Avenue, NW, Washington, DC. Travel Advance, Employee Case File: Employee Services Division, Office of the Controller, 1875 Connecticut Avenue, NW, Washington, DC. See appendix A for actual location of these offices.

A.I.D. employees and their dependents, individuals whose travel is sponsored or paid for by A.I.D., and visitors to A.I.D. offices abroad.

a. Central Records: Travel authorizations; itineraries; government bills of lading; government transportation requests; card file pertaining to passports, travel and shipment of effects; and correspondence

b. Decentralized Records: Copies of documents maintained in the central records; export/import permits; baggage declarations; customs declarations; passports and records of applications for visas; travel advance requests; arrival and departure notices; record of clearances prior to departure from post abroad; packing lists and information on meetings abroad including meeting schedules and biographical sketch of attendees

c. Travel Advance, Employee Case File: A manual file containing copies of travel authorizations and related paid vouchers and correspondence

d. Travel Advance Control History File: Automated file containing name, social security account number, appropriation code, date issued, advance issued and advance outstanding.

Foreign Assistance Act of 1961 as amended, esp. section 621, 636(a) and (b); Foreign Service Act of 1946 as amended, section 911; and Chapter 57, 5 U.S.C.

To commercial travel, transportation and shipping companies and agents for making travel, transportation and shipping arrangements

To U.S. Treasury for payment of bills and vouchers

To U.S. Dispatch Agents to arrange shipment and clearance of effects

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copy in file folder.

Individual?s name or other personal identifier.

Biographic information and passports kept in metal cabinets with three way combination lock. Other records kept in areas with access limited to those whose official duties require access.

Retained for four years and then destroyed by shredding or burning.

a. Central Records: Director, Office of Management Operations, Agency for International Development, 320 21st Street, NW, Washington, DC 20523

b. Decentralized Records: Administrative and Executive officers and office supervisors in A.I.D. Washington offices and offices abroad. See Appendix A for actual location of offices

c. Travel Advance, Employee Case File: Chief, Central Accounts Division, Office of the Controller, 1875 Conneticut Avenue, NW, Washington, DC

d. Travel Advance Control History File: Chief, Information Management Division, Office of Data Management, 1875 Connecticut Avenue, NW, Washington, DC.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A

Information Required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency?s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request

Both the envelope and the letter should be clearly marked Attention. Executive Secretary--Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities.

a. Central Records:

Office of Personnel and Manpower, Agency for International Development, 1601 Kent Street, Arlington, Virginia for allowance claims and health benefit claims

Office of the General Counsel, Agency for International Development, 320 21st Street, NW, Washington, DC, for tort claims

Office of Management Operations, Agency for International Development, 320 21st Street, NW, Washington, DC 20523 for claims involving loss of private personal property

Office of Financial Management, Agency for International Development, 1975 Florida Avenue, NW, Washington, DC, for all other claims

b. Decentralized records maintained in various Washington offices and offices abroad having responsibilities for initiating requests for claims activity. See Appendix A for actual location of these offices.

Employees who have filed claims against the Agency and employees against whom the Agency has filed a claim.

a. Central Records: Documentation of claims, voucher disallowances, duplicate payment, and bills for collection

b. Decentralized Records: Copies of documents maintained in the central records, legal reviews and opinions, and referrals to G.A.O.

Foreign Assistance Act of 1961 as amended, section 621; Foreign Service Act of 1946, as amended; Federal Tort Claims Act and G.A.O. Policy and Procedures Manual.

To U.S. Treasury for payment

To U.S. Despatch Agents to verify movement of persons and things and costs thereof

To Office of Operations, Department of State, for review and initial adjudication of private personal property claims

To the State - A.I.D. - U.S.I.A. Joint Survey Board for review of claims arising from evacuation

To commercial travel, transportation, and shipping companies and agents to verify actual costs of services;

To the Office of the Director of Medical Services, Department of State to determine validity of medical claims

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copy in file folders.

By name of individual or other personal identifier.

Located in metal file cabinets with three-way combination locks in secured premises with access limited to those whose official duties require access.

Retained for seven years and then destroyed by shredding or burning.

a. Central Records:

For Allowance Claims: Chief, Foreign Service Technical and Staff Support Branch, Agency for International Development, 515 22nd Street NW, Washington, DC 20523

For Health Benefit Claims: Chief, Employee Relations Branch, Agency for International Development, 515 22nd Street, NW, Washington, DC 20523

For Tort Claims: Deputy General Counsel, Agency for International Development, 320 21st Street, NW, Washington, DC 20523

For Private Personal Property Claims: Office of Management Operations, Agency for International Development, 320 21st Street, NW, Washington, DC 20523

For Uncollectable Claims: Assistant Controller, Central Accounting Division, Office of Financial Management, Agency for International Development, 1975 Florida Avenue, Washington, DC

b. Decentralized Records: Administrative and Executive Officers in A.I.D. Washington and offices abroad. See appendix A for actual location of office.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC. 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A

Information Required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency?s rules as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities.

a. Principal files are maintained in the Office of Public Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523.

Employees of A.I.D., Members of Congress, individuals associated with foreign economic assistance, and individuals requesting information under the Freedom of Information and Privacy Acts.

Biographical information on Members of Congress, individuals officials within the agency. Biographical information on employees who serve as public speakers, press releases, news clippings, photographs, requests for access to A.I.D. records under the Freedom of Information and Privacy Acts, and related correspondence.

Foreign Assistance Act of 1961 as amended, especially sections 621, 634(b); Pub. L. 93-502; 5 U.S.C. 301; and the Freedom of Information Act (5 U.S.C. 552).

The Administrator and Deputy Administrator for personal contacts

Persons or organizations requesting A.I.D. to make available an employee to speak in public on A.I.D. activities are provided a biographical sketch of the speaker in order to select and introduce the speaker

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, Members of Congress, and individuals? medical advisers for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copies and photographs in file folders. Automated records on magnetic discs and permanently on line at the computer center.

By name of individual.

Located in metal file cabinets with three-way combination lock in a secure space or secured premises with access limited to those whose official duties require access. The Resource Allocation Control Facility, in use on our computer system, lessens the potential for unauthorized use.

Destroyed after five years by burning. Computerized records are deleted from the system when no longer needed for daily operations.

Director, Office of Public Affairs, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to: Director, Office of Public Affairs, Attn: Privacy Liaison Officer, Agency for International Development, 320 21st Street NW, Washington, DC 20523, or presented in person at 320 21st Street NW, Washington, DC 20523

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A

Information Required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security Account Number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to 22 CFR 215.4 (c) or (d).

Written requests from individuals to amend their record should be mailed or presented in person to the same address as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to: Administrator, Agency for International Development, 320 21st Street NW, Washington, DC 20523, Attention: Executive Secretary--Privacy Review Request

Both the envelope and the letter should be clearly marked Attention: Executive Secretary, Privacy Review Request.

Members of Congress, employees, public media information, A.I.D. records, and individuals requesting access to records under the Freedom of Information and Privacy Acts.

a. Principal files are maintained in the Office of Legislative Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523

b. Records of Congressional inquiries concerning employees of and applicants for employment with the Office of the General Counsel are maintained in the Office of the General Counsel, A.I.D., 320 21st Street, NW, Washington, DC 20523

c. Related files are maintained in certain areas of the field offices listed at Appendix A

d. Retired files are maintained in the Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

Members of Congress, members of their personal staffs and of Congressional Committee staffs; employees of A.I.D. or applicants for employment who are or have been the subject of Congressional inquiries and recommendations.

Congressional correspondence and memoranda of Congressional telephone calls covering (1) requests for information and assistance on matters related to foreign assistance; (2) requests for assistance from the Agency in arranging official travel overseas by Members of Congress, their staffs or committee staffs to inspect and observe foreign assistance programs abroad, and (3) inquiries about A.I.D. employees and recommendations concerning employees or applicants for employment. Also includes information about individual members of Congress derived from public media sources, including biographic records, and extracts from the Congressional Record.

Foreign Assistance Act of 1961 as amended, especially section 634(b); 5 U.S.C. 301; 44 U.S.C., Chapters 31 and 33.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, Members of Congress, and individuals? medical advisers for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copy in file folders. Automated records on magnetic discs and permanently on line at the computer center.

By name of Congressman. Access will be limited to individuals with a need to know and have the proper password.

Except for material completely in the public domain, located in a secure space or secured premises with access limited to those whose official duties require the information. The Resources Allocation Control Facility, in use on our computer system, lessens the potential for unauthorized use.

Except for correspondence involving matters of policy, records are destroyed by burning after no more than 15 years; files related to individual Congressmen are retired at the end of each session of Congress. Records involving policy matters are retained permanently in archival files. The computerized records are deleted from the system when no longer needed for daily operations.

a. For records maintained at Location (a): Director for Legislative Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523

b. For records maintained at Location (b): Office of the General Counsel, A.I.D., 320 21st Street, NW, Washington, DC 20523

c. For records maintained at Location (c): Executive Office of the appropriate A.I.D. office listed at appendix A.

Requests by individuals concerning the existence of a record may be addressed to: Director, Office of Public Affairs, Attn.: Privacy Liaison Officer, Agency for International Development, 320 21st Street NW, Washington, DC 20523, or presented in person at 320 21st Street, NW, Washington, DC 20523

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A

Information Required: Individual?s name. For records of Congressional correspondence, include name of Congressman and appropriate session of Congress. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security Account Number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4 (c) or (d) of the Agency?s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in persons the same addresses as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to: Administrator, Agency for International Development, 320 21st Street, NW, Washington, DC 20523

Attention: Executive Secretary--Privacy Review Request. Both the envelope and the letter should be clearly marked Attention: Executive Secretary, Privacy Review Request.

Members of Congress and their staffs; Congressional Committee Members; A.I.D. employees; Congressional Directory, Congressional Quarterly, and Congressional Record; newspapers, magazines, and other public media.

Confidential.

Files are maintained in the Office of Equal Opportunity, Agency for International Development, 320 21st Street NW, Washington, DC

Retired Files, Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

Employees of A.I.D. who have filed a discrimination complaint.

Employee?s name, hearing transcripts, depositions, witness statements, salary, grade, supervisor?s evaluation, biographic data.

Executive Order 11478 of Aug. 8, 1969; and Federal Personnel Manual Chapter 713.

To the Civil Service Commission for the purposes of compiling statistics on employees

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copy in file folders.

By name of individual.

Located in metal file cabinets with three-way combination lock in secured premises with access limited to those whose official duties require access.

Records are retained for three years after the closing of a case and are then retired to the Washington National Records Center for 10 years after termination of employee or 20 years after last entry in file.

Director, Equal Opportunity Programs at the location shown in System Location Section above.

Pursuant to 5 U.S.C. 552a (k)(5), all investigatory material in the record which meets the criteria of 5 U.S.C. 552a (k)(5) is exempted from the notice, access, and contest requirements of Sections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I) and (f) of 5 U.S.C. 552a in order to fulfill commitments made to protect the confidentiality of sources. See Agency Regulations published in this issue of the Federal Register.

Office of Personnel and Manpower, Personnel Services Division, 515 22nd Street NW, Washington, DC 20523.

Individuals, U.S. Federal and local governments, and Members and Committees of Congress.

Correspondence and other documents related to requests for information about the existence of records, requests for access to information, requests for amendments to records, and requests for review of refusals to amend records.

Privacy Act of 1974 (Pub.L. 93-579), sec. 552a (c), (e), (f), and (p); and 5 U.S.C. 301.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately proceding these specific notices of systems of records.

Storage:

Paper copy in file folders.

By name of individual.

Maintained in metal containers with three-way combination locks and accessible only to authorized personnel with a need for the information in the performance of their official duties.

Records are retained for one year and then retired to the Washington National Records Center for ten years before destruction.

Privacy Liaison Officer, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A

Information Required: Individual?s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual?s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency?s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary - Privacy Review Request.I20Both the envelope and the letter should be clearly marked Attention, Executive Secretary-Privacy Review Request.

Individuals and Agency employees acting in their official capacities.

Secret.

a. Active files are maintained at the Office of the General Counsel, Agency for International Development, 320 21st Street, NW, Washington, DC 20523

b. Retired records are maintained at the Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

Foreign Service employees, Civil Service employees, personal services contractors, former employees, and members of the public.

Correspondence and other documents relating to disputed contracts, and tort claims against the Agency, and other claims and actions against the Agency.

Foreign Assistance Act of 1961, as amended; Foreign Service Act of 1946, as amended; Tort Claims Act.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copy in file folders.

By name of employee and calendar year.

Maintained in combination vault insulated against fire and located in secure premises with access limited to those whose official duties require access.

Maintained for two years following settlement of case and then retired to Washington National Records Center for five years prior to destruction.

Assistant General Counsel for Management and Aministration, Office of the General Counsel, Agency for International Development, 320 21st Street, Washington, DC 20523.

This system is exempt under 5 U.S.C. 552a (k)(1), (k) (2), and (k)(5) from the notice, access, and contest requirements of sections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I) and (f) of 5 U.S.C. 552a. These exemptions are claimed to protect the materials required by Executive Order to be kept secret in the interest of national defense or foreign policy, to prevent subjects of investigation from frustrating the investigatory process, to insure the proper functioning and integrity of law enforcement activities, to prevent disclosure of investigative techniques, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, and to avoid endangering these sources. See Agency Regulations published in this issue of the Federal Register

Classified and Sensitive but Unclassified.

Terremark; 50 NE 9th Street; Miami, FL 33132.

a. Individuals who are directors, officers, or are otherwise employed by either for-profit or non-profit nongovernmental organizations who apply for USAID contracts, grants, cooperative agreements or other types of instruments;

b. Individuals who apply for personal services contracts or for other contracts, grants, or cooperative agreements;

c. Individuals or organizations who attempt to obtain other USAID assistance or benefits;

d. Individuals who are officers or other officials of non-profit, nongovernmental organizations who apply for registration with USAID as Private and Voluntary Organizations (PVOs).

Sensitive but Unclassified and nonexempt identifying information in this system includes, but is not limited to:

• Full name (including any aliases or variations of spelling),

• Date and place of birth,

• Government-issued identification information (including, but not limited to, social security number, passport number, or other numbers originated by a government that specifically identifies an individual),

• Current mailing address,

• Telephone and fax numbers,

• Email addresses,

• Country of origin and/or nationality,

• Citizenship,

• Gender, and

• Profession or other employment data

Classified and exempt information in this system includes, but is not limited to:

• Results generated from the screening of individuals covered by this notice;

• Intelligence and law enforcement information related to national security; and

• National security vetting and terrorism screening information, provided to USAID by other agencies.

18 U.S.C. 2339A, 2339B, 2339C; 22 U.S.C. 2151 et seq.; Section 559 of FY06 Foreign Operations Appropriations Act; Executive Orders 13224, 13099 and 12947; and HSPD-6.

To support the vetting of directors, officers, or other employees of nongovernmental organizations who apply for USAID contracts, grants, cooperative agreements or other funding or who apply for registration with USAID as Private and Voluntary Organizations. The information collected from these individuals is specifically used to conduct screening to ensure that USAID funds and USAID-funded activities are not purposefully or inadvertently used to provide support to entities or individuals deemed to be a risk to national security.

USAID may disclose relevant system records in accordance with any current and future blanket routine uses established for its record systems. See the Statement of General Routine Uses (and amendments), 42 FR 47371 (September 20, 1977); 59 FR 52954 (October 20, 1994); 59 FR 62747 (December 6, 1994). Routine uses are not meant to be mutually exclusive and may overlap in some cases

Disclosure to consumer reporting agencies:

None.

Storage:

Records in this system are stored in both paper and electronic format. Paper records are maintained by the USAID regional offices when the information cannot be collected electronically. Electronic storage is on servers (hard disk media) and magnetic tapes (or other backup media).

Records in this system are retrieved by individual name, date of birth, place of birth, social security numbers, passport numbers or other identifying data specified under Categories of Records in the System.

USAID maintains all classified records in an authorized security container with access limited to authorized government personnel and authorized contractors. Physical security protections include guards and locked facilities requiring badges. Only authorized government personnel and authorized contractors can access records within the system. USAID mandates and certifies that physical and technological safeguards appropriate for classified and Sensitive but Unclassified systems are used to protect the records against unauthorized access. All authorized government personnel and authorized contractors with access to the system must hold appropriate security clearance, sign a non-disclosure agreement, and undergo both privacy and security training

For paper records: Classified and Sensitive but Unclassified records are kept in an approved security container at the USAID Washington headquarters, and at the relevant location(s) where USAID has a program. Access to these records is limited to those authorized government personnel and authorized contractors who have a need for the records in the performance of their official duties

For electronic records: Records are kept in a secure database in the USAID Washington headquarters. Access to the records is restricted to those authorized government personnel and authorized contractors with a specific role in the vetting process as part of the performance of their official duties. The PVS database is housed on and accessed from a Sensitive but Unclassified computer network. Vetting requests, analyses, and results will be stored separately on a classified computer network. Both computer networks and the PVS database require a user identification name and password and approval from the Office of Security. An audit trail is maintained and periodically reviewed to monitor access to the system. Authorized government personnel and authorized contractors assigned roles in the vetting process are provided role-specific training to ensure that they are knowledgeable in how to protect personally identifiable information.

Records in this system will be retained and disposed of in accordance with a records schedule approved by the National Archives and Records Administration.

Chief, Counterterrorism and Information Security Division, Office of Security, United States Agency for International Development, Ronald Reagan Building, 1300 Pennsylvania Avenue NW., Washington, DC 20523.

Individuals requesting notification of the existence of records on them must send the request in writing to the Chief Privacy Officer, USAID, 2733 Crystal Drive, 11th Floor, Arlington, Va. 22202. The request must include the requestor?s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought

This system contains classified information related to the government?s national security programs, records in this system may be exempt from notification, access, and amendment as permitted by subsection (j) and (k) of the Privacy Act.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above. Requests should be accompanied by information sufficient to identify the individual pursuant to Sec. 215.4(c) or (d) of the Agency?s Regulations as published in this issue of the Federal Register.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought. Requests must follow the "Notification Procedures" above.

Information in this system is obtained from the non-governmental organization?s official who is responsible for completing the application package required to compete for USAID funds or who apply for registration with USAID as a Private and Voluntary Organization. In the case of applications by an individual in his/her own capacity, the information will be collected directly from the individual applicant. Information in this system may also be obtained from public sources, agencies conducting national security screening, law enforcement and intelligence agency record systems, and other government databases.

22 CFR Part 215, Section 215.13 General Exemptions:

(c) The systems of records to be exempted under section (j)(2) of the Act, the provisions of the Act from which they are being exempted, and the justification for the exemptions, are set forth below:

(2) Partner Vetting System. This system is exempt from sections (c)(3) and (4); (d); (e)(1), (2), and (3); (e)(4)(G), (H), and (I); (e)(5) and (8); (f), (g), and (h) of 5 U.S.C. 552a. These exemptions are necessary to insure the proper functioning of the law enforcement activity, to protect confidential sources of information, to fulfill promises of confidentiality, to maintain the integrity of law enforcement procedures, to avoid premature disclosure of the knowledge of criminal activity and the evidentiary basis of possible enforcement actions, to prevent interference with law enforcement proceeding, to avoid the disclosure of investigative techniques, to avoid endangering law enforcement personnel, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, to avoid endangering these sources, and to facilitate proper selection or continuance of the best applicants or persons for a given position or contract. Although the primary functions of USAID are not of a law enforcement nature, the mandate to ensure USAID funding is not purposefully or inadvertently used to provide support to entities or individuals deemed to be a risk to national security necessarily requires coordination with law enforcement and intelligence agencies as well as use of their information. Use of these agencies? information necessitates the conveyance of these other systems exemptions to protect the information as stated. [57 FR 38277, Aug. 24, 1992, as amended at 74 FR 16, Jan. 2, 2009]

22 CFR 215.14--Specific Exemptions

(c) The systems of records to be exempted under section (k) of the Act, the provisions of the Act from which they are being exempted, and the justification for the exemptions, are set forth below:

(6) Partner Vetting System. This system is exempt under 5 U.S.C. 552a (k)(1), (k)(2), and (k)(5) from the provision of 5 U.S.C. 552a (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f). These exemptions are claimed to protect the materials required by executive order to be kept secret in the interest of national defense or foreign policy, to prevent subjects of investigation from frustrating the investigatory process, to insure the proper functioning and integrity of law enforcement activities, to prevent disclosure of investigative techniques, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, to avoid endangering these sources, and to facilitate proper selection or continuance of the best applicants or persons for a given position or contract. [57 FR 38277, Aug. 24, 1992, as amended at 74 FR 17, Jan. 2, 2009]

Sensitive But Unclassified.

United States Agency for International Development, 1300 Pennsylvania Ave. NW., Washington, DC 20523.

This system contains records of current employees, contractors, consultants, and partners.

This system contains USAID organizational information. At a solution wide level the system will collect and display First and Last Name, title, USAID Organizational address, building name, room number, bureau, region, mission, country, office telephone numbers, office fax numbers, contact email address, employment mechanism, home address, home phone number, alternate phone number, emergency contact name, emergency contact phone number, emergency contact alternate number, program areas of expertise, foreign language skills, professional affiliations, professional certifications, photograph, region or country-based experience, operational experience and educational experience. The Personnel Locator System is being updated as an Agency-wide system of record to cover all USAID Locator Systems, to include the Emergency Notification System, USAID Web site Modernization to include, requests for newsletters via USAID.gov and information collected on Agency Telework forms. This would also include electronic business card applications.

Privacy Act of 1974 (Pub. L. 93-579), sec. 552a(c), (e), (f), and (p).

Records in this system will be used:

(1) To develop and maintain current agency personnel locator and professional directory listings,

(2) To identify and notify individuals employed by USAID when an emergency which occurs after hours requires that he/she report or not report for duty,

(3) To maintain and implement emergency plans, including continuity of operations and facility evacuation plans,

(4) To notify, locate, and mobilize individuals as necessary during emergency or other threatening situations,

(5) To notify the designated emergency contact in case of a medical or other emergency event involving an individual,

(6) To identify colleagues by areas of expertise to facilitate mentoring activities with Foreign Service Officers,

(7) To identify colleagues with specialized knowledge and/or expertise to participate in collaborative efforts,

(8) To facilitate this information in the Emergency Notification System,

(9) To facilitate the transmission of Agency Newsletters, and

(10) To identify personnel that are utilizing the Governmental Telework Policy and to support the OMB mandate for telework

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

Purposes of Such Uses:

USAID may disclose relevant system records in accordance with any current and future blanket routine uses established for its record systems. These may be for internal communications or with external partners.

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

Storage:

Electronic records are maintained in user-authenticated, password-protected systems. All records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties.

Records are retrievable by name, location or any other identifier listed in the categories of records cited above.

Additional administrative safeguards are provided through the use of internal standard operating procedures.

Records will be updated periodically to reflect changes and deleted or destroyed when their use is no longer required.

Personnel Locator System (Emergency Notification System, Telework Program and USAID Web site Modernization), United States Agency for International, Development, 1300 Pennsylvania Avenue NW., Washington, DC 20523.

Individuals requesting notification of the existence of records on them must send the request in writing to the Chief Privacy Officer, USAID, 2733 Crystal Drive, 11th Floor, Arlington, Va. 22202. The request must include the requestor?s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.

Individuals wishing to request access to a record must submit the request in writing according to the " Notification Procedures" above. An individual wishing to request access to records in person must provide identity documents, such as government-issued photo identification, sufficient to satisfy the custodian of the records that the requester is entitled to access.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought. Requests must follow the "Notification Procedures" above.

The records contained in this system will be provided by and updated by the individual who is the subject of the record.

None.

None.

Records are maintained at USAID, 1300 Pennsylvania Avenue, NW., Ronald Reagan Building Suite 2.12, Washington, DC 20523.

This system will contain records of any individual who participates in a USAID sponsored on-line collaboration activity, for which registration is required.

Categories of records include, name, e-mail address, phone number, affiliation, title, role, company, country, age, gender, username, password, professional biographical information, such as program areas of expertise, foreign language skills, professional affiliations, professional certifications, photograph, regional or country-based experience, operational experience and educational experience.

5 U.S.C. 301.

Records in this system may be used:

(1) To perform content analysis by participant;

(2) To perform aggregated statistical analysis of collaborative participants, such as, age, gender, country;

(3) To create an on-line business card and identify individuals as they participate to promote collaboration;

(4) To register participants for collaborative activities;

(5) To perform analysis to determine if agency needs to conduct outreach or marketing to encourage participation in a specific area, age group, region, area of expertise;

(6) To follow up with individuals to clarify thoughts, opinions or comments provided during an on-line session

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

In addition to USAID?s routine uses, detailed transcripts of webinars, conferences and other public forums may be posted publicly to allow interested parties to perform analysis of the information presented. Aggregated data may also be publicly available through Web site postings, fact sheets, brochures or other means to encourage and generate public interest and for general informational purposes.

Storage:

All records will be stored electronically in a database within USAID?s firewall.

Records are retrievable by name, location or any other identifier listed in the categories of records cited above.

All records will be maintained within USAID?s security perimeter. Physical security controls include secured space monitored by guards. Access to the database will be authorized, set up and monitored by the information system security officer.

Individual records will be destroyed when their use is no longer required.

USAID, Chief Information Officer, 1300 Pennsylvania Ave., NW., RRB Suite 2.12, Washington, DC 20253.

Individuals requesting notification of the existence of records on them must send the request in writing to the USAID Chief Privacy Officer, 1300 Pennsylvania Ave., NW, RRB Suite 2.12-003, Washington, DC 20253. The request must include the requestor?s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.

Individuals requesting access to a record maintained on them must address the request to the USAID Chief Privacy Officer as described in "Notification Procedures" above.

Individuals requesting amendment of a record maintained on them must identify the information to be changed and the corrective action sought. Requests must be sent to the USAID Chief Privacy Officer as described in " Notification Procedures" above.

The records contained in this system should be provided by the individual who is the subject of the record. Additional sources may include a supervisor, personal assistant or other individual assigned by the individual to provide the information.

None.

Sensitive But Unclassified.

United States Agency for International Development, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202.

This system contains records of current employees, contractors, consultants, and partners.

This system contains USAID organizational information. At a solution wide level the system will collect and display First and Last Name, Work Phone Number, and Work Address. This information is automatically collected from USAID?s Active Directory of user objects. Users additionally have an option to create and maintain personal address books, accessible to only them or to users they grant access to. In these personal address books the user may manually enter First and Last Name, Home Address, Home Phone, and Date of Birth.

Privacy Act of 1974 (Pub. L. 93-579), sec. 552a (c), (e), (f), and (p).

Records in this system will be used:

(1) The solution wide information is available to all USAID users provisioned in the Google Apps system for e-mail, calendaring, and collaboration tools

(2) The personal address book information is available to the user that created the personal address book or to users that are granted access

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

USAID may disclose relevant system records in accordance with any current and future blanket routine uses established for its record systems. These may be for internal communications or with external partners.

Storage:

Electronic records are maintained in user-authenticated, password-protected systems. All records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties.

Contact Sharing creates a searchable directory of the user names and e-mail addresses in your domain, and shares this directory with everyone in your organization. By default, the directory includes each user?s primary e-mail address and any e-mail aliases or nicknames. As a Google Apps account administrator, you can control which of these e-mail addresses appear in the directory by adjusting the Contact Sharing settings. You can also hide users from the shared contact list

E-mail addresses that users saved as Personal Contacts are not included in the directory and are not affected by changes made to the Contact Sharing setting. Suspended and deleted users also do not appear in the directory

All users in your domain can find contacts listed in the directory through Contacts search, Contacts details view, and any autocomplete function in each Google App enabled for your domain

Contact Sharing is automatically enabled in your Google Apps account, but can be disabled (and re-enabled) at any time.

Additional administrative safeguards are provided through the use of internal standard operating procedures.

Records are retained using the appropriate, approved National Archives Records Administration--Schedules for the type of record being maintained.

Sukhvinder Singh, United States Agency for International Development, 2733 Crystal Drive, 11th Floor, Arlington, VA. 22202.

Individuals requesting notification of the existence of records on them must send the request in writing to the Chief Privacy Officer, USAID, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202. The request must include the requestor?s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.

Individuals wishing to request access to a record must submit the request in writing according to the " Notification Procedures" above. An individual wishing to request access to records in person must provide identity documents, such as government-issued photo identification, sufficient to satisfy the custodian of the records that the requester is entitled to access.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought

Requests must follow the "Notification Procedures" above.

The records contained in this system will be provided by and updated by the individual who is the subject of the record.

None.

Sensitive But Unclassified.

United States Agency for International Development, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202.

This system contains records of current employees, contractors, consultants, and partners.

This system contains USAID organizational information. The covered record, which has already been collected by the Department of State for issuance of the current USAID PIV badge, are as follows: name; employee digital photo; two digital fingerprints; organizational affiliation; Agency; 3-4 Public Key Infrastructure (PKI) certificates; and expiration date. In order to access the data on the chip, the cardholder must create a Personal Identification Number (PIN).

Privacy Act of 1974 (Pub. L. 93-579), sec. 552a(c), (e), (f), and (p).

Records in this system will be used:

(1) To update current USAID Direct Hire employees? card data in order to comply with OMB M-11-11 for physical and logical access to USAID networks and facilities

(2) To issue PIV compliant cards to eligible contractors

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

USAID may disclose relevant system records in accordance with any current and future blanket routine uses established for its record systems. These may be for internal communications or with external partners.

Storage:

Data records are located at the hosting environment, and maintained in user-authenticated, password-protected systems. All records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties.

Records are retrievable by name, PIN number or any other identifier listed in the categories of records cited above.

Additional administrative safeguards are provided through the use of internal standard operating procedures in accordance with the FIPS-201, and NIST 800-53 standards.

Records are retained using the appropriate, approved National Archives Records Administration--Schedules for the type of record being maintained.

Jeffrey Anouilh, United States Agency for International Development, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202.

Individuals requesting notification of the existence of records on them must send the request in writing to the Chief Privacy Officer, USAID, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202. The request must include the requestor?s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.

Individuals wishing to request access to a record must submit the request in writing according to the "Notification Procedures" above. An individual wishing to request access to records in person must provide identity documents, such as government-issued photo identification, sufficient to satisfy the custodian of the records that the requester is entitled to access.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought. Requests must follow the "Notification Procedures" above.

The records contained in this system will be provided by and updated by the individual who is the subject of the record.

None.

Sensitive But Unclassified.

(1) Beltsville Information Management Center (BIMC), 8101 O?Dell Rd., Beltsville, MD 20705--DRP Servers

(2) Global Financial Service Center (GFSC--DoS), 1969 Dyess Ave., Building A, Computer Room 2A228, Charleston, SC 29405--Production Servers

(3) Terremark, 50 Northeast 9th Street, Miami, FL 33132--Terremark Data Center Reporting, Development and Test Servers.

This system contains records of current employees, contractors, personal service contractors (PSCs), consultants, partners, and those receiving foreign assistance funds.

This system contains USAID organizational information. Phoenix imports the following data elements from NFC Payroll files for Personnel Services Contractors (PSC) and direct hires: Name, social security number, details of payroll transactions and work phone numbers. Phoenix imports the following data elements from the E2 Travel system for each traveler: Name, date of travel (month/year) and destination.

Privacy Act of 1974 (Pub. L. 93-579), sec. 552a(c), (e), (f), and (p).

Records in this system will be used:

(1) The payroll information is used to associate PSC payroll-related payments with their contracts and track direct hire payroll payments in the system in order to produce 1099 files. If this information is not imported form NFC to Phoenix, then USAID cannot comply with IRS regulations to maintain and produce 1099s

(2) The travel information is used to associate E2 travel records with Phoenix accounting information regarding travel authorization and funding.

USAID may disclose relevant system records in accordance with any current and future blanket routine uses established for its record systems. These may be for internal communications or with external partners

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

Storage:

Electronic records are maintained in user-authenticated, password-protected systems.

All records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties. Information is retrieved by name or by a system specific ID (Vendor ID, Traveller ID, etc.). SSN is not employed as a key, but only present for tax reporting purposes.

Administrative, managerial and technical controls are in place. Phoenix has a current Security Assessment and Authorization (A&A) in place. Phoenix is secured through access control provided to only those individuals with a need to know within the Agency. Further, access to the PII is limited to the staff within the CMP and CAR divisions. Phoenix is maintained by the U.S. government, not contractors.

Records are retained in accordance with approved National Archives and Records Administration Schedules.

David Ostermeyer, United States Agency for International Development, U.S. Department of State Annex 44, 455, 301 4th Street SW., Washington, DC 20547.

Individuals requesting notification of the existence of records on them must send the request in writing to the Chief Privacy Officer, USAID, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202. The request must include the requestor?s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.

Individuals wishing to request access to a record must submit the request in writing according to the "Notification Procedures" above. An individual wishing to request access to records in person must provide identity documents, such as government-issued photo identification, sufficient to satisfy the custodian of the records that the requester is entitled to access.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought. Requests must follow the "Notification Procedures" above.

The records contained in this system will be provided by and updated by the individual who is the subject of the record.

None.