<?xml version="1.0" encoding="UTF-8"?>

<pai>
<agency toc="yes">
<name>Federal Retirement Thrift Investment Board</name>
<abbrev>
FRTIB
</abbrev>

<previouslyPublished>
<url>https://www.gpo.gov/fdsys/pkg/FR-2016-02-10/pdf/2016-02673.pdf</url>
<title>FRTIB-7, Contractor and Consultant Records; FRTIB-8, Board Member Files; FRTIB-12, Debt Collection Records;FRTIB-13, Fraud and Forgery Records; FRTIB-16 – Congressional Correspondence Files; FRTIB-17 – Telework and Alternative Worksite Records; FRTIB-18 – Reasonable Accommodation Records; FRTIB-19 – Freedom of Information Act Records. 
</title>
<date year="2016" month="2" day="10"/>
</previouslyPublished>



<routineUses id="routine" toc="yes">
<xhtmlContent>
<p><b>General Routine Uses</b></p>
<p>The following routine uses are incorporated by reference into various systems of records, as set forth below.</p>
<p> G1. Routine Use – Audit: A record from this system of records may be disclosed to an agency, organization, or individual for the purpose of performing an audit or oversight operations as authorized by law, but only such information as is necessary and relevant to such audit or oversight function when necessary to accomplish an agency function related to this system of records.  Individuals provided information under this routine use are subject to the same Privacy Act requirements and limitations on disclosure as are applicable to FRTIB officers and employees.</p>
<p>G2. Routine Use – Breach Mitigation and Notification: A record from this system of records may be disclosed to appropriate agencies, entities, and persons when: (1) FRTIB suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) FRTIB has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by FRTIB or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the FRTIB’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.</p>
<p>G3. Routine Use – Clearance Processing: A record from this system of records may be disclosed to an appropriate federal, state, local, tribal, foreign, or international agency, if the information is relevant and necessary to a requesting agency’s decision concerning the hiring or retention of an individual, or issuance of a security clearance, background investigation, license, contract, grant, or other benefit, or if the information is relevant and necessary to a FRTIB decision concerning the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit and when disclosure is appropriate to the proper performance of the official duties of the person making the request.</p>
<p>G4. Routine Use – Congressional Inquiries: A record from this system of records may be disclosed to a Congressional office from the record of an individual in response to an inquiry from that Congressional office made at the request of the individual to whom the record pertains.</p>
<p>G5. Routine Use – Contractors, et al.: A record from this system of records may be disclosed to contractors, grantees, experts, consultants, the agents thereof, and others performing or working on a contract, service, grant, cooperative agreement, or other assignment for FRTIB, when necessary to accomplish an agency function related to this system of records.  Individuals provided information under this routine use are subject to the same Privacy Act requirements and limitations on disclosure as are applicable to FRTIB officers and employees.</p>
<p>G6. Routine Use – Debt Collection: A record from this system of records may be disclosed to the Department of Justice, the Department of Treasury, or to a consumer reporting agency for collection action on any delinquent debt, pursuant to 5 U.S.C. 552a(b)(12).</p>
<p>G7. Routine Use – Former Employees: A record from this system of records may be disclosed to a former employee of the FRTIB, in accordance with applicable regulations, for purposes of responding to an official inquiry by a federal, state, or local government entity or professional licensing authority; or facilitating communications with a former employee that may be necessary for personnel-related or other official purposes where the FRTIB requires information or consultation assistance from the former employee regarding a matter within that person’s former area of responsibility.</p>
<p>G8. Routine Use – Investigations, Third Parties: A record from this system of records may be disclosed to third parties during the course of a law enforcement investigation to the extent necessary to obtain information pertinent to the investigation, provided disclosure is appropriate to the proper performance of the official duties of the third party officer making the disclosure.</p>
<p>G9. Routine Use – Investigations, Other Agencies: A record from this system of records may be disclosed to appropriate federal, state, local, tribal, or foreign government agencies or multilateral governmental organizations for the purpose of investigating or prosecuting the violations of, or for enforcing or implementing, a statute, rule, regulation, order, license, or treaty where FRTIB determines that the information would assist in the enforcement of civil or criminal laws.</p>
<p>G10. Routine Use – Law Enforcement Intelligence: A record from this system of records may be disclosed to a federal, state, tribal, local, or foreign government agency or organization, or international organization, lawfully engaged in collecting law enforcement intelligence information, whether civil or criminal, or charged with investigating, prosecuting, enforcing or implementing civil or criminal laws, related rules, regulations or orders, to enable these entities to carry out their law enforcement responsibilities, including the collection of law enforcement intelligence.</p>
<p>G11. Routine Use – Law Enforcement Referrals: A record from this system of records may be disclosed to an appropriate federal, state, tribal, local, international, or foreign agency or other appropriate authority charged with investigating or prosecuting a violation or enforcing or implementing a law, rule, regulation, or order, where a record, either on its face or in conjunction with other information, indicates a violation or potential violation of law, which includes criminal, civil, or regulatory violations and such disclosure is proper and consistent with the official duties of the person making the disclosure.</p>
<p>G12. Routine Use – Litigation, DOJ or Outside Counsel: A record from this system of records may be disclosed to the Department of Justice, FRTIB’s outside counsel, other federal agency conducting litigation or in proceedings before any court, adjudicative or administrative body, when: (1) FRTIB, or (b) any employee of FRTIB in his or her official capacity, or (c) any employee of FRTIB in his or her individual capacity where DOJ or FRTIB has agreed to represent the employee, or (d) the United States or any agency thereof, is a party to the litigation or has an interest in such litigation, and FRTIB determines that the records are both relevant and necessary to the litigation and the use of such records is compatible with the purpose for which FRTIB collected the records.</p>
<p>G13. Routine Use – Litigation, Opposing Counsel: A record from this system of records may be disclosed to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to opposing counsel or witnesses in the course of civil discovery, litigation, or settlement negotiations or in connection with criminal law proceedings or in response to a subpoena.</p>
<p>G14. Routine Use – NARA/Records Management: A record from this system of records may be disclosed to the National Archives and Records Administration (NARA) or other federal government agencies pursuant to the Federal Records Act.</p>
<p>G15. Routine Use – Redress: A record from this system of records may be disclosed to a federal, state, tribal, local, international, or foreign government agency or entity for the purpose of consulting with that agency or entity: (1) to assist in making a determination regarding redress for an individual in connection with the operations of a FRTIB program; (2) for the purpose of verifying the identity of an individual seeking redress in connection with the operations of a FRTIB program; or (3) for the purpose of verifying the accuracy of information submitted by an individual who has requested such redress on behalf of another individual.</p>
<p>G16. Routine Use – Security Threat: A record from this system of records may be disclosed to federal and foreign government intelligence or counterterrorism agencies when FRTIB reasonably believes there to be a threat or potential threat to national or international security for which the information may be useful in countering the threat or potential threat, when FRTIB reasonably believes such use is to assist in anti-terrorism efforts, and disclosure is appropriate to the proper performance of the official duties of the person making the disclosure. </p>
<p>G17. Routine Use – Testing: A record from this system of records may be disclosed to appropriate federal, state, local, tribal, or foreign governmental agencies or multilateral governmental organizations where FRTIB is aware of a need to utilize relevant data for purposes of testing new technology and systems designed to enhance security or identify other violations of law. </p>
</xhtmlContent></routineUses>
<section id="frtib1" toc="yes">
<systemNumber>-1</systemNumber>
<subsection type="systemName">Thrift Savings Plan Records.
</subsection>
<subsection type="systemLocation"><xhtmlContent><p>These records are located at the office of the entity engaged by the Agency to perform record keeping services for the TSP. The current address for this record keeper is listed at <i>http://www.tsp.gov.</i>
</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent><p>All participants (which term includes former participants, i.e., participants whose accounts have been closed), as well as spouses, former spouses, and beneficiaries of TSP participants. Participants in the TSP consist of present and former Members of Congress and Federal employees covered by the Federal Employees' Retirement System Act of 1986, (FERSA) as amended, 5 U.S.C. chapter 84; all present and former Members of Congress and Federal employees covered by the Civil Service Retirement System who elect to contribute to the TSP; Supreme Court Justices, Federal judges, and magistrates who elect to contribute; certain union officials, those individuals described in 5 CFR part 1620, and any other individual for whom an account has been established.
</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent><p>These records contain the following kinds of information: Records of TSP account activity, including account balances, employee contributions, agency automatic (one percent) and agency matching contributions, earnings, interfund transfers, contribution allocation elections, investment status by fund, loan and withdrawal information, employment status, retirement code and whether employee is vested, error correction information, participant's date of birth and designated beneficiary; records of spousal waivers and consents; powers of attorney and conservatorship and guardianship orders; participant's name, current or former employing agency, and servicing payroll and personnel office; records of Social Security number and home address for participants, spouses, former spouses, and beneficiaries and potential beneficiaries; records of bankruptcy actions; information regarding domestic relations court orders to divide the account; child support, child abuse, and alimony orders; information on payments to the participant's spouse, former spouse, or children and their attorneys; information on notices sent to participants, spouses, former spouses, and beneficiaries; and general correspondence.
</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent><p>5 U.S.C. 8474.
</p></xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent><p>The purpose of this system of records is to ensure the integrity of the Plan, to record activity concerning the TSP account of each Plan participant, to communicate with the participant, spouse, former spouse, and beneficiary concerning the account, and to make certain that he or she receives a correct payment from the Plan.
</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent><p>These records and information in these records may be used:
</p><p>a. To disclose financial data and addresses to Federal, state, and local governmental tax enforcement agencies so that they may enforce applicable tax laws.
</p><p>b. To disclose to the designated annuity vendor in order to provide TSP participants who have left Federal service with an annuity.
</p><p>c. To disclose to sponsors of eligible retirement plans for purposes of transferring the funds in the participant's account to an Individual Retirement Arrangement or into another eligible retirement plan.
</p><p>d. To disclose to current and former spouses and their attorneys in order to protect spousal rights under FERSA and to receive benefits to which they may be entitled.
</p><p>e. When a participant to whom a record pertains dies, to disclose the following types of information to any potential beneficiary: Information in the participant's record which could have been properly disclosed to the participant when living (unless doing so would constitute a clearly unwarranted invasion of privacy) and the name and relationship of any other person who claims the benefits or who is entitled to share the benefits payable.
</p><p>f. When a participant to whom a record pertains dies, to disclose the following types of information to anyone handling the participant's estate: Information in the participant's record which could have been properly disclosed to the participant when living (unless doing so would constitute a clearly unwarranted invasion of privacy), the name and the relationship of any person who claims the benefits or who is entitled to share the benefits payable, and information necessary for the estate's administration (for example, post-death tax reporting).
</p><p>g. To disclose information to any person who is named by the participant, spouse, former spouse, or beneficiary of the participant in a power of attorney and to any person who is responsible for the care of the participant or the spouse, former spouse, or beneficiary of the participant to whom a record pertains, and who is found by a court to be incompetent or under other legal disability, information necessary to manage the participant's account and to ensure payment of benefits to which the participant, spouse, former spouse or beneficiary of the participant is entitled.
</p><p>h. To disclose information to a congressional office from the record of a participant or of the spouse, former spouse, or beneficiary of a participant in order for that office to respond to a communication from that person.
</p><p>i. To disclose to agency payroll or personnel offices in order to calculate benefit projections for individual participants, to calculate error corrections, to reconcile payroll records, and otherwise to ensure the effective operation of the Thrift Savings Plan.
</p><p>j. To disclose to the Department of the Treasury information necessary to issue checks from accounts of participants in accordance with withdrawal or loan procedures or to make a payment to a spouse, former spouse, child, or his or her attorney, or to a beneficiary.
</p><p>k. To disclose to the Department of Labor and to private sector audit firms so that they may perform audits as provided for in FERSA.
</p><p>l. To disclose to the Parent Locator Service of the Department of Health and Human Services, upon its request, the address of a participant, spouse, former spouse, or beneficiary of the participant for the purpose of enforcing child support obligations against that individual.
</p><p>m. To disclose pertinent information to the appropriate Federal, foreign, state, local, or tribal agency, or to other public authority responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, upon its request, when presented with an indication that the information is relevant to any enforcement, regulatory, investigative, or prosecutorial responsibility of that agency or authority.
</p><p>n. To disclose information to the Office of Management and Budget at any stage of the legislative coordination and clearance process in connection with private relief legislation as set forth in OMB Circular No. A-19.
</p><p>o. To disclose to a Federal agency, in response to its request, the address of a participant, spouse, former spouse, or beneficiary of the participant and any other information the agency needs to contact that individual concerning a possible threat to his or her health or safety.
</p><p>p. To disclose information to the Department of Justice, where:
</p><p>(1) The Board or any component of it, or
</p><p>(2) Any employee of the Board in his or her official capacity, or
</p><p>(3) Any employee of the Board in his or her individual capacity, where the Department of Justice has agreed to represent the employee; or
</p><p>(4) The United States (where the Board determines that litigation is likely to affect the agency or any of its components) is a party to litigation or has an interest in such litigation, and the Board determines that use of such records is relevant and necessary to the litigation. However, in each such case, the Board must determine that disclosure of the records to the Department of Justice is a use of the information contained in the records which is compatible with the purpose for which the records were collected.
</p><p>q. In response to a court subpoena, or to appropriate parties engaged in litigation or preparing for possible litigation. Examples include disclosure to potential witnesses for the purpose of securing their testimony to courts, magistrates, or administrative tribunals, to parties and their attorneys in connection with litigation or settlement of disputes, or to individuals seeking information through established discovery procedures in connection with civil, criminal, or regulatory proceedings.
</p><p>r. To disclose to contractors and their employees who have been engaged to assist the Board in performing a contract service or agreement, or who have been engaged to perform other activity related to this system of records and who need access to the records in order to perform the activity. Recipients of TSP records are required to comply with the requirements of the Privacy Act.
</p><p>s. To disclose to personnel from agency personnel/payroll offices or to casualty assistance officers when necessary to assist a beneficiary or potential beneficiary.
</p><p>t. To disclose to a consumer reporting agency when the Board is trying to collect a debt owed to the Board under the provisions of 5 U.S.C. 3711.
</p><p>u. To disclose to quality control companies when such companies are verifying documents submitted to lenders in connection with participants' commercial loan applications.
</p><p>v. To disclose to an official of another Federal agency information needed in the performance of official duties related to reconciling or reconstructing data files, compiling descriptive statistics, and making analytical studies in support of the function for which the records were collected and maintained.
</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent><p>Storage:
</p><p>These records are maintained on electronic or magnetic media, on microfilm, or in folders.
</p></xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent><p>These records are retrieved by SSN and other personal identifiers of the individual to whom they pertain.
</p></xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent><p>Hard copy records are kept in metal file cabinets in a secure facility, with access limited to those whose official duties require access. Personnel are screened to prevent unauthorized disclosure. Security mechanisms for automatic data processing prevent unauthorized access to the electronic or magnetic media.
</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent><p>TSP documents are retained for 99 years. Manual records are disposed of by compacting and burning; data on electronic or magnetic media are obliterated by destruction or reuse, or are returned to the employing agency.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent><p>Chief Financial Officer, Federal Retirement Thrift Investment Board, 77 K Street NE., Suite 1000, Washington, DC 20002.
</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent><p>Individuals who want notice of whether this system of records contains information pertaining to them and to obtain access to their records may contact the TSP Service Office or their employing agency, as follows:
</p><p>a. Participants who are current Federal employees may call or write their employing agency for personnel or payroll records regarding the agency's and the participant's contributions and adjustments to contributions. A request to the employing agency must be made in accordance with that agency's Privacy Act regulations or that agency's procedures. For other information regarding their TSP accounts, participants who are Federal employees may call or write the TSP Service Office.
</p><p>b. Participants who have separated from Federal employment and spouses, former spouses, and beneficiaries of participants may call or write the TSP Service Office.
</p><p>Individuals calling or writing the TSP Service Office must furnish the following information for their records to be located and identified:
</p><p>a. Name, including all former names;
</p><p>b. Social Security number; and
</p><p>c. Other information, if necessary. For example, a participant may need to provide the name and address of the agency, department, or office in which he or she is currently or was formerly employed in the Federal service. A spouse, former spouse, or beneficiary of a participant may need to provide information regarding his or her communications with the TSP Service Office or the Board.
</p><p>Participants may also inquire whether this system contains records about them and access certain records through the account access section of the TSP Web site and the ThriftLine (the TSP's automated telephone system). The TSP Web site is located at www.tsp.gov. To use the TSP ThriftLine, the participant must have a touch-tone telephone and call the following number 1-877-968-3778. Hearing-impaired participants should dial 1-877-847-4385. The following information is available on the TSP Web site and the ThriftLine: Account balance; available loan amount; the status of a monthly withdrawal payment; the current status of a loan or withdrawal application; and an interfund transfer request.
</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent><p>Individuals who want to amend TSP records about themselves must submit a detailed written explanation as to why information regarding them is inaccurate or incorrect, as follows:
</p><p>a. Participants who are current Federal employees must write their employing agency to request amendment of personnel records regarding employment status, retirement coverage, vesting code, and TSP service computation date, or payroll records regarding the agency's and the participant's contributions and adjustments to contributions. A request to the employing agency must be made in accordance with that agency's Privacy Act regulations or that agency's procedures. For other information regarding their TSP accounts, participants who are Federal employees must submit a request to the TSP Service Office.
</p><p>b. Participants who have separated from Federal employment and spouses, former spouses, and beneficiaries of participants must submit a request to the TSP Service Office.
</p><p>c. Individuals must provide their Social Security number and name, and they may also need to provide other information for their records to be located and identified.
</p><p>The employing agency or the TSP Service Office will follow the procedures set forth in 5 CFR part 1605, Error Correction Regulations, in responding to requests to correct contribution errors.
</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent><p>The information in this system is obtained from the following sources:
</p><p>a. The individual to whom the information pertains;
</p><p>b. Agency payroll and personnel records;
</p><p>c. Court orders; or
</p><p>d. Spouses, former spouses, other family members, beneficiaries, legal guardians, and personal representatives (executors, administrators).
</p></xhtmlContent></subsection></section>
    <section id="frtib2" toc="yes">
        <systemNumber>-2></systemNumber>
        <subsection type="systemName">
        Personnel Security Investigation Files.
    </subsection>
        <subsection type="securityClassification">
            <xhtmlContent>
                <p>Most personnel identity verification records are not classified.  However, in some cases, records of certain individuals, or portions of some records may be classified in the interest of national security.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002.  Records may also be kept at an additional location as backup for Business Continuity purposes.  For background investigations adjudicated by the Office of Personnel Management (OPM), OPM may retain copies of those files pursuant to OPM/Central-9, Personnel Investigations Records.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>Individuals who require regular, ongoing access to FRTIB facilities, information technology systems, or sensitive information, including current and former applicants for employment or contracts, federal employees, government contractors, students, interns, volunteers, affiliates, experts, instructors, and consultants to federal programs who undergo a background investigation for the purposes of determining suitability for employment, contractor fitness, credentialing for HSPD-12, and/or access to FRTIB facilities or information technology systems.  This system also includes individuals accused of security violations or found in violation of FRTIB’s security policies.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>Name; former names; date and place of birth; Social Security number; home address; email address(es); phone numbers; employment history; residential history; education and degrees earned; citizenship; passport information; names, date and place of birth, Social Security number, and citizenship information for spouse or cohabitant; the name and marriage information for current and former spouse(s); names of associates and references and their contact information; names, dates and places of birth, citizenship, and address of relatives; names of relatives who work for the federal government; information on foreign contacts and activities; association records; information on loyalty to the United states; criminal history; mental health history; information pertaining to drug use; financial information; fingerprints; information from the Internal Revenue Service pertaining to income tax returns; credit reports; information pertaining to security clearances; other agency reports furnished to FRTIB in connection with the background investigation process; summaries of personal and third party interviews conducted during the background investigation; results of suitability decisions; level of security clearance; date of issuance of security clearance; including, but not limited to forms such as SF-85, SF-85P, SF-86, SF-87, SF-306; FD-258; and other information generated from above, where applicable.</p>
                <p>Records pertaining to security violations may contain information pertaining to circumstances of the violation; witness statements, investigator’s notes, security violations; agency action taken; requests for appeal; and documentation of agency action taken in response to security violations.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>5 U.S.C. 3301; 44 U.S.C. 3101; Executive Order 10450; Executive Order 13488; 5 C.F.R. 731 and 736; 61 Fed. Reg. 6428; and Homeland Security Presidential Directive 12.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>The records in this system of records are used to document and support decisions regarding clearance for access to sensitive FRTIB information, the ability to receive and the suitability, eligibility, and fitness for service of applicants for federal employment and contract positions, including students, interns, or volunteers to the extent their duties require access to federal facilities, information systems, or applications.  The records may also be used to help streamline and make more efficient the investigations and adjudications process generally. The records may also be used to document security violations and supervisory actions taken in response to such violations.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 552a(b); and:</p>
                <p>1. General Routine Uses G1 through G5; G7 through G9; G7 through G9; and G11 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
                <p>2. A record from this system of records may be disclosed to any authorized source or potential source from which information is requested in the course of an investigation concerning the retention of an employee or other personnel action (other than hiring), or the retention of a security clearance, contact, grant, license, or other benefit, to the extent necessary to identify the individual, to inform the source of the nature and purpose of the investigation, or to identify the type of information requested.</p>
                <p>3. A record from this system of records may be disclosed to OPM, the Merit Systems Protection Board, the Federal Labor Relations Authority, the Office of Special Counsel, or the Equal Employment Opportunity Commission to carry out its respective authorized functions (under 5 U.S.C. 1103, 1204, and 7105 and 42 U.S.C. 2000e-4, in that order).</p>
                <p>4. To the Office of Management and Budget when necessary to the review of private relief legislation pursuant to OMB Circular No. A-19.</p>
                <p>5. A record from this system of records may be disclosed to a Federal, State, local, foreign, or tribal or other public authority the fact that this system of records contains information relevant to the retention of an employee, the retention of a security clearance, the letting of a contract, or the issuance or retention of a license, grant, or other benefit.  The other agency or licensing organization may then make a request supported by the written consent of the individual for the entire record if it so chooses.  No disclosure will be made unless the information has been determined to be sufficiently reliable to support a referral to another office within the agency or to another Federal agency for criminal, civil, administrative personnel or regulatory action.</p>
                <p>6. A record from this system of records may be disclosed to the news media or the general public, factual information the disclosure of which would be in the public interest and which would not constitute an unwarranted invasion of personal privacy, consistent with Freedom of Information Act standards.</p>
                <p>7. A record from this system of records may be disclosed to a Federal, State, or local agency, or other appropriate entities or individuals, or through established liaison channels to selected foreign governments, in order to enable an intelligence agency to carry out its responsibilities under the National Security Act of 1947 as amended, the CIA Act of 1949 as amended, Executive Order 12333 or any successor order, applicable national security directives, or classified implementing procedures approved by the Attorney General and promulgated pursuant to such statutes, orders or directives.</p>
                <p>Disclosure to consumer reporting agencies:</p>
                <p>None.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Background investigation files are retrieved by any one or more of the following identifiers: name; Social Security number; or other unique identifier of the individual about whom they are maintained.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
                <p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>These records are retained and disposed of in accordance with General Records Schedule 18, item 22a, approved by the National Archives and Records Administration (NARA).  The records are disposed in accordance with FRTIB disposal policies which call for burning or shredding or deleting from the Agency’s electronic record keeping systems.  Records are destroyed upon notification of death or not later than five years after separation or transfer of employee to another agency or department, whichever is applicable.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Personnel Security Specialist, 77 K Street NE, Suite 1000, Washington, DC 20002.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether this system of records contains information about themselves should submit a written request to the appropriate entity below, and include the following information:</p>
                <p>a. Full name;</p>
                <p>b. Any available information regarding the type of record involved;</p>
                <p>c. The address to which the record information should be sent; and</p>
                <p>d. You must sign your request.</p>
                <p>1. For records maintained by FRTIB, submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002; or </p>
                <p>2. For records maintained by the Office of Personnel Management, submit a written request to the FOI/PA, Office of Personnel Management, Federal Investigative Services, P.O. Box 618, 1137 Branchton Road, Boyers, PA 16018-0618.</p>
                <p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Information is obtained from a variety of sources including the employee, contractor, or applicant via use of the SF-85, SF-85P, SF-86 SF-306, or SF-87,  personal interviews with various individuals, including, but not limited to the subject of the investigation, witnesses, present and former employers, references, neighbors, friends, co-workers, business associates, teachers, landlords, family members, or other associates who may have information about the subject of the investigation; investigative records and notices of personnel actions furnished by other federal agencies; records from employers and former employers; public records, such as court filings; publications such as newspapers, magazines, and periodicals; FBI criminal history records and other databases; police departments; probation officials; prison officials financial institutions and credit reports; tax records; medical records and health care providers; and educational institutions.  Security violation information is obtained from a variety of sources, such as guard reports, security inspections, witnesses, supervisor’s reports, audit reports.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>Pursuant to 5 U.S.C. 552a(k)(2), records in this system of records are exempt from the requirements of subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a. provided, however, that if any individual is denied any right, privilege, or benefit that he or she would otherwise be entitled to by federal law, or for which he or she would otherwise be eligible, as a result of the maintenance of these records, such material shall be provided to the individual, except to the extent that the disclosure of the material would reveal the identity of a source who furnished information to the Government with an express promise that the identity of the source would be held in confidence.</p>
                <p> Pursuant to 5 U.S.C. 552a(k)(5), records in this system of records are exempt from the requirements of subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence.</p>
            
            </xhtmlContent>
        </subsection>
    </section>

<section id="frtib5" toc="yes">
<systemNumber>-5</systemNumber>
<subsection type="systemName">
Employee Payroll, Leave, and Attendance Records.
</subsection>
<subsection type="securityClassification"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Records are located at the Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002.  Records may also be maintained at additional locations for Business Continuity purposes.</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Current and former FRTIB employees, including Special Government Employees.</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>This system of records includes personnel information including, names, addresses, Social Security numbers, employee numbers, gender, race or national origin, and disability data; duty location; position data; awards and bonus information; employment verification information; notifications of personnel actions; and military and veterans data.  </p>
<p>This system of records also includes payroll information, including: marital status and number of dependents; child support enforcement court orders; information about taxes and other deductions; debts owed to the FRTIB and garnishment information; salary data; retirement data; Thrift Savings Plan contribution and loan amount; and direct deposit information, including financial institution.</p>
<p> This system of records also includes time and attendance records including, the number and type of hours worked; overtime information, including compensatory or credit time earned and used; compensatory travel earned; investigative case title and tracking number (used to track time worked associated with a specific case); Fair Labor Standards Act (FLSA) compensation; leave requests, balances, and credits; leave charge codes; military leave; and medical records as they pertain to employee medical leave.</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p> 5 U.S.C. 8474; and 44 U.S.C. 3101.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p> This system of records is maintained to perform agency functions involving employee leave, attendance, and payments, including determinations relating to the amounts to be paid to employees, the distribution of pay according to employee directions (for allotments, to financial institutions, and for other authorized purposes), and for tax withholdings and other authorized deductions.</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:</p>
<p>a. General Routine Uses G1 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
<p>b. A record from this system may be disclosed to the United States Department of the Interior, the United States Department of Labor, and the United States Department of the Treasury to effect payments to employees.</p>
<p>c. Payments owed to FRTIB through current and former employees may be shared with the Department of the Interior for the purposes of offsetting the employee’s salary.  Payments owed to FRTIB through current and former employees who become delinquent in repaying the necessary funds may be shared with the Department of Treasury for the purpose of offsetting the employee’s salary.</p>
<p>Disclosure to consumer reporting agencies:</p>
<p>None.</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p> Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p> Records are retrieved by name; or Social Security number.</p>
</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
<p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Records are maintained in accordance with the General Records Schedules issued by the National Archives and Records Administration (NARA) or an FRTIB records disposition schedule.</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>For payroll records, FRTIB’s Human Resources Officer, 77 K Street, NE Suite 1000, Washington, DC 20002.</p>
<p>For leave and attendance records, FRTIB’s Administrative Officer, 77 K Street, NE Suite 1000, Washington, DC 20002.</p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
<p>a. Full name;</p>
<p>b. Any available information regarding the type of record involved;</p>
<p>c. The address to which the record information should be sent; and</p>
<p>d. Your signature.</p>
<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630. </p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Same as Notification Procedures. </p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>Same as Notification Procedures. </p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Subject individuals; subject individuals’ supervisor(s); subject individuals’ timekeeper(s); and the Office of Personnel Management.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.
</p></xhtmlContent></subsection></section>


    <section id=" frtib7" toc="yes">
        <systemNumber>-7</systemNumber>
        <subsection type="systemName">
            Contractor and Consultant Records.
        </subsection>
         <subsection type="securityClassification">
            <xhtmlContent>
                <p>
                    None.
                </p>
                 </xhtmlContent></subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Records are located at the Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002.  Records may be kept at an additional location for Business Continuity Purposes.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>Individuals retained by formal agreement, who: (1) provide consulting services to the Board; (2) act as advisors to the Board, but do not maintain the independence of action necessary to meet the requirements for classification as an independent contractor; and (3) any other individuals who receive payments from FRTIB.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>Acquisition data for the procurement of goods and services, including, but not limited to: documents, letters, memorandum of understanding relating to agreements; rates of pay; payment records; vouchers; invoices; selection information; Commercial and Government Entity (CAGE) codes; Dun and Bradstreet Data Universal Numbering System (DUNS) numbers; supplier status; website; name; address; taxpayer identification number; Social Security numbers; bank information; invoice data; resumes; SAC forms; and other information relating to the disbursement of funds.  This system of records also contains information pertaining to the negotiation; implementation; scope; and performance of work.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>5 U.S.C. 8474; 5 U.S.C. 3301; and 44 U.S.C. 3101.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p> The purpose of this system of records is to collect and maintain records on FRTIB contractors and consultants.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 552a(b); and:</p>
                <p>1. General Routine Uses G1 through G2; and G4 through G16; apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
                <p>2. A record from this system of records may be disclosed to the United States Department of the Treasury to effect payments to consultants and vendors, or to verify consultants’ and vendors’ eligibility to receive payments.</p>
                <p>Disclosure to Consumer Reporting Agencies:</p>
                <p>None.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Contractor and consultant files are retrieved by any one or more of the following identifiers: name of the contractor; name of the vendor or contractor; voucher number and date; or other unique identifier about whom they are maintained.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
                <p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p> Routine procurement files are retained for 6 years and 3 months, in accordance with the General Records Schedule 3, item 3.  Procurement files involving investments and other information concerning the Thrift Savings Plan are retained for 99 years.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Division Chief, Contracting, Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
                <p>a. Full name;</p>
                <p>b. Any available information regarding the type of record involved;</p>
                <p>c. The address to which the record information should be sent; and</p>
                <p>d. You must sign your request.</p>
                <p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Information in this system of records is obtained from the individual to whom it applies or is derived from information supplied by the individual, except information provided by Board staff.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                               <p>None.</p>
            </xhtmlContent>
        </subsection>
    </section>

    <section id=" frtib8" toc="yes">
        <systemNumber>-8</systemNumber>
        <subsection type="systemName">
            Deleted.
        </subsection>  </section>
    
    <section id=" frtib9" toc="yes">
    <systemNumber>-9</systemNumber>
<subsection type="systemName">
FRTIB Emergency Notification Records.</subsection>
<subsection type="securityClassification"><xhtmlContent>
<p> None.</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Records are located at the Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002.  Records may also be located in additional locations in connection with cloud-based services and kept at an additional location as backup for Business Continuity purposes.</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Civilian and contractor personnel working at the FRTIB located at 77 K Street NE, Washington, DC 20002; former employees; and individuals designated as emergency points of contact.</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>This system of records contains information regarding the following emergency contact information for FRTIB employees, and contractor personnel: name; organizational office, or organizational name of contractor; title; position and duty status; name of supervisor; any volunteered medical information; office telephone number; government or business e-mail address; home address; home and cell phone numbers; personal email address(es); the identification of essential and non-essential employees; and other personal contact information.  This system also contains the following information for the FRTIB employee or contractor’s emergency contact: name; relationship to FRTIB employee or contractor; work address; home address; office telephone number; home and cell phone numbers; and e-mail address(es).</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>5 U.S.C. 8474; 44 U.S.C. 3101; Executive Order 12656; and Presidential Decision Directive 67.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>This system of records is maintained for contacting FRTIB personnel, including FRTIB employees and contractors, and other individuals to respond to all emergencies, including technical, manmade or natural disaster, or other event affecting FRTIB operations, and to contact FRTIB personnel’s emergency contacts in the event of an emergency.</p>
<p>Information from this system of records is also used to prepare organizational charts, recall and emergency notification rosters, and directories for business continuity planning purposes, locate individuals on routine and/or emergency matters; locate individuals during medical emergencies, facility evacuations and similar situations involving threats; and similar administrative uses requiring personnel data.</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and:</p>
<p>a. General Routine Uses G1 through G2; G4 through G5; G7 through G9; and G11 through G17 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
<p>b. A record in this system of records may be disclosed to family members, emergency medical personnel, or to law enforcement officials in case of a medical or other emergency involving the subject individual (without the subsequent notification prescribed in 5 U.S.C. 552a(b)(8)). </p>
<p>Disclosure to consumer reporting agencies:</p>
    <p>None.</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Records are maintained electronically in computer databases, including cloud-based services, and on paper in secure facilities in a locked drawer behind a secured-access door.</p>
</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records are retrieved by the name of the individual on whom they are maintained, and may also be retrieved by the individual’s title or phone number.</p>
</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
<p>Paper records are stored in file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks, including cloud-based services, and are protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Records are maintained as long as the individual is an employee or contractor for the Agency.  Expired records are destroyed by shredding or purging from the Agency’s electronic record keeping systems.</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Physical Security Specialist, 77 K Street NE, Suite 1000, Washington, DC 20002.</p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
<p>a. Full name;</p>
<p>b. Any available information regarding the type of record involved;</p>
<p>c. The address to which the record information should be sent; and</p>
<p>d. You must sign your request.</p>
<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630. </p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Same as Notification Procedures.</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>Same as Notification Procedures.</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Information is provided by the individual who is the subject of the record.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>None.
</p></xhtmlContent></subsection></section>

    <section id="frtib12" toc="yes">
        <systemNumber>-12</systemNumber>
        <subsection type="systemName">
            Collection Records.
        </subsection>
        <subsection type="securityClassification">
            <xhtmlContent>
                <p>
                    None.
                </p>
               </xhtmlContent></subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Records are maintained at the Federal Retirement Thrift Investment Board, 77 K Street, NE, Suite 1000, Washington, DC 20002.  Records may also be maintained at an additional location for Business Continuity Purposes.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>Records are maintained on individuals and entities that are financially indebted to the Board,including, but not limited to: participants, beneficiaries, and alternate payees of the Thrift Savings Plan; current and former employees of the FRTIB; individuals who are consultants and vendors to FRTIB; and individuals who received payments to which they are not entitled.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>Information varies depending on the individual debtor, the type of indebtedness, and the agency or program to which monies are owed.  The system of records contains information including but not limited to: (1) individuals and commercial organizations, such as name, Taxpayer Identification Number (i.e., Social Security Number or Employer Identification Number), business and home addresses, and business and home telephone numbers; (2) the indebtedness, such as the original amount of the debt, the date the debt originated, the amount of the delinquency/default, the date of the delinquency/default, basis of the debt, amounts accrued for interest, penalties, and administrative costs, and payments on the account; (3) actions taken to recover the debt, such as copies of demand letters/invoices, and documents required for the referral of accounts to collection agencies, or for litigation; (4) debtor and creditor agencies, such as name, telephone number, and address of the agency contact; (5) information for location purposes, including information pertaining to child support cases, Mandatory Victims Restitution Act (MVRA) cases, and tax levies; and (6) other relevant records relating to a debt including the amount, status, and history of the debt, and the program under which the debt arose.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>5 U.S.C. 8474; 5 U.S.C. 301; 31 U.S.C. 3711(a); and 44 U.S.C. 3101.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>The purpose of this system is to maintain a record of individuals and entities that are indebted to the Board, a Federal agency, or a Government corporation including, but not limited to: participants, beneficiaries, and alternate payees of the Thrift Savings Plan; current and former employees of the FRTIB; and individuals who received payments to which they are not entitled.  The records ensure that: Appropriate collection action on debtors’ accounts is taking and properly tracked, monies collected are credited, and funds are returned to the Board or appropriate agency at the time the account is collected or closed.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 552a(b); and:</p>
                <p>1. General Routine Uses G1 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
                <p>2. A record from this system may be disclosed to the Financial Management Service (FMS) of the Department of the Treasury to allow that agency to act for the Board to enforce collection of delinquent debts owed to the Board or the Thrift Savings Fund.</p>
                <p>3. Debt collection records may be disclosed to the Internal Revenue Service for the purposes of: (1) effecting an administrative offset against the debtor’s tax refund to recover a delinquent debt owed the Board or the Thrift Savings Fund; or (2) obtaining the mailing address of a taxpayer/debtor in order to locate the taxpayer/debtor to collect or compromise a Federal claim against the taxpayer/debtor.</p>
                <p>4. A record from this system may be disclosed to the Department of Justice for the purpose of litigating to enforce collection of a delinquent debt or to obtain the Department of Justice’s concurrence in a decision to compromise, suspend, or terminate collection action on a debt with a principal amount in excess of $100,000 or such higher amount as the Attorney General may, from time to time, prescribe in accordance with 31 U.S.C. 3711(a).</p>
                <p>5. Information contained within this system of records may be disclosed to the Department of the Treasury, Department of Defense, United States Postal Service, another Federal agency, a Government corporation, or any disbursing official of the United States for the purpose of effecting an administrative offset against Federal payments certified to be paid to the debtor to recover a delinquent debt owed to the Board, the Thrift Savings Fund, or another Federal agency or department by the debtor.</p>
                <p>6. Debt collection information may be disclosed to a creditor Federal agency or Government corporation seeking assistance for the purpose of obtaining voluntary repayment of a debt or implementing Federal employee salary offset or administrative offset in the collection of an unpaid financial obligation.</p>
                <p>7. Administrative wage garnishment information may be disclosed to the Treasury Department for the purpose of issuing wage garnishment orders to collect a debt owed to the FRTIB.</p>
                <p>Disclosure to Consumer Reporting Agencies:</p>
                <p>Debt information concerning claims of the Board and the Thrift Savings Fund may be furnished in accordance with 5 U.S.C. 552a(b)(12) and section 3 of the Debt Collection Act of 1982, as amended (31 U.S.C.3701 et seq.), to consumer reporting agencies (as defined by the Fair Credit Reporting Act 15 U.S.C. 1681a(f)), to encourage repayment of an overdue debt.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>These records are indexed and retrieved by the names, Social Security numbers, or contact numbers of participants, employees, contractors, or other persons who may receive monies paid to them by the Board.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
                <p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Hard-copy records are returned to the Board which has an agreement for servicing and collection of the debt with Financial Management Services.  Files are destroyed when 10 years old, unless they are subject to litigation in which case they are destroyed when a court order requiring that the file be retained allows the file to be destroyed or litigation involving the files is concluded.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Director, Office of Participant Operations and Policy, Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
                <p>a. Full name;</p>
                <p>b. Any available information regarding the type of record involved;</p>
                <p>c. The address to which the record information should be sent; and</p>
                <p>d. You must sign your request.</p>
                <p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Information in this system of records is obtained from subject individuals; the individual entity; the Board; creditor agencies; Federal employing agencies; Government corporations; debt collection agencies or firms; credit bureaus, firms or agencies providing locator services; and Federal, state, and local agencies furnishing identifying information.</p>
                </xhtmlContent></subsection>
                <subsection type="exemptionsClaimed">
                    <xhtmlContent>
                        <p>None.</p>

                    </xhtmlContent></subsection></section>

    <section id="frtib13" toc="yes">
        <systemNumber>-13</systemNumber>
        <subsection type="systemName">
            Fraud and Forgery Records.
        </subsection>
        <subsection type="securityClassification">
            <xhtmlContent>
                <p>
                    None.
                </p>
                </xhtmlContent>
                </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Records are located at the Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002.  Records may also be kept at an additional location for Business Continuity purposes.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p>This system of records contains information on Thrift Savings Plan (TSP) participants, beneficiaries, alternate payees, and third party individuals alleged to have committed an act of fraud or forgery relating to participant and beneficiary accounts; and third parties alleged to have misappropriated, or attempted to misappropriate the FRTIB’s (including the TSP’s) name, brand, or logos.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p>These records contain the following kinds of information: name, date of birth, and Social Security number of TSP participants, beneficiaries, alternate payees, and third parties alleged to have committed an act of fraud or forgery relating to participant accounts or the Thrift Savings Fund; TSP account information related to the fraud or forgery allegation; information obtained from other agencies as it relates to allegations of fraud or forgery; documentation of complaints and allegations of fraud and forgery; exhibits, statements, affidavits, or records obtained during investigations of fraud, or forgery, court and administrative orders, transcripts, and documents; internal staff memoranda; staff working papers; and other documents and records related to the investigation of fraud or forgery, including the disposition of the allegations; and reports on the investigation.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>5 U.S.C. 8474; and 44 U.S.C. 3101.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p>These records are used to inquire into and investigate allegations that a TSP participant, beneficiary, alternate payee, or third party has committed or attempted to commit an act of fraud or forgery relating to a participant or beneficiary account or the Thrift Savings Fund; and to collect information to verify allegations that a third party has misappropriated the FRTIB’s (or TSP’s) name, brand, or logos.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 552a(b); and:</p>
                <p>1. General Routine Uses G1 through G2; G4 through G5; G8 through G14; and G16 apply to this system of records (see Prefatory Statement of General Routine Uses);</p>
                <p>2. Information used to verify allegations that a third party has misappropriated the FRTIB’s (or TSP’s) name, brand, or logos may be disclosed to the Federal Bureau of Investigation; Department of Justice; Securities and Exchange Commission; Federal Trade Commission; Consumer Financial Protection Bureau; or the Financial Industry Regulatory Authority for further investigation, prosecution, or enforcement;</p>
                <p>3. A record from this system may be disclosed to the Secret Service for the purpose of investigating forgery, and to the Department of Justice, when substantiated by the Secret Service;</p>
                <p>4. A record pertaining to this system may be disclosed to the current or former employing agency of the participant, beneficiary, alternate payee, or third party alleged to have committed fraud or forgery against a participant account or the Thrift Savings Fund for the purpose of further investigation or administrative action; and</p>
                <p>5. A record from this system may be disclosed to informants, complainants, or victims to the extent necessary to provide those persons with information and explanations concerning the progress or results of the investigation.</p>

                <p>Disclosure to Consumer Reporting Agencies:</p>
                <p> None.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p>Records are retrieved by name or file number.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
                <p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by authorized users that must be changed periodically.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p>Records in this system are destroyed seven years after the case is closed.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Supervisory Fraud Specialist, Federal Retirement Thrift Investment Board, 77 K Street NE, Suite 1000, Washington, DC 20002.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether this system of records contains information about themselves should submit a written request to the FOIA Officer, 77 K Street, NE, Washington, DC 20002, and include the following information:</p>
                <p>a. Full name;</p>
                <p>b. Any available information regarding the type of record involved;</p>
                <p>c. The address to which the record information should be sent; and</p>
                <p>d. You must sign your request.</p>
                <p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Records in this system may be provided by or obtained from the following: persons to whom the information relates when practicable, including TSP participants, beneficiaries, alternate payees, or other third parties; complainants; informants; witnesses; investigators; persons reviewing the allegations; Federal, state and local agencies; and investigative reports and records.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p>Pursuant to 5 U.S.C. 552a(k)(2), records in this system of records are exempt from the requirements of subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a, provided, however, that if any individual is denied any right, privilege, or benefit that he or she would otherwise be entitled to by federal law, or for which he or she would otherwise be eligible, as a result of the maintenance of these records, such material shall be provided to the individual, except to the extent that the disclosure of the material would reveal the identity of a source who furnished information to the Government with an express promise that the identity of the source would be held in confidence.</p>
            </xhtmlContent>
        </subsection>
    </section>

    <section id="frtib14" toc="yes">
<systemNumber>-14</systemNumber>
<subsection type="systemName">FRTIB Legal Case Files.</subsection>
<subsection type="securityClassification"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Records are located at the Federal Retirement Thrift Investment Board, 77 K Street, NE, Suite 1000, Washington, DC 20002.  Records may also be located in additional locations for Business Continuity purposes.</p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Individuals who are participants, beneficiaries, and alternate payees of the Thrift Savings Plan; other individuals who are identified in connection with investigations and/or litigation conducted with regard to FERSA; individuals (including FRTIB employees) who are parties to or witnesses in civil litigation or administrative proceedings involving or concerning FRTIB or its officers or employees (including Special Governmental Employees); individuals who are the subject of a breach of personally identifiable information; individuals who are contractors or potential contractors with FRTIB or are otherwise personally associated with a contract or procurement matter; individuals who receive legal advice from the Office of General Counsel; and other individuals (including current, former, and potential FRTIB employees (including Special Governmental Employees), contractors, interns, externs, and volunteers) who are the subject of or are otherwise connected to an inquiry, investigation, or other matter handled by the Office of General Counsel.</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>Notes, reports, legal opinions and memoranda; settlements; agreements; documentary evidence; claims and records regarding discrimination; correspondence; contracts; contract proposals and other procurement documents; TSP documents; participant, beneficiary, and alternate payee files; initial and final FRTIB determinations of FERSA matters; Freedom of Information Act and Privacy Act requests and appeals, and decisions of those requests and appeals; drafts and legal reviews of proposed personnel actions; personnel records; litigation files; employee relations files; witness statements; summonses and subpoenas; affidavits; court transcripts; discovery requests and responses; and breach reports and supporting documents.</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>5 U.S.C. 8474; and 44 U.S.C. 3301.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>The purpose of this system is to assist FRTIB attorneys in providing legal advice to FRTIB personnel on a wide variety of legal issues; to collect the information of any individual who is, or will be, in litigation with the Agency, as well as the attorneys representing the plaintiff(s) or defendant(s), response to claims by employees, former employees, and other individuals; to assist in the settlement of claims against the government; to represent FRTIB during litigation; and to catalogue, investigate, litigate, or otherwise resolve any case or matter handled by the Office of General Counsel.</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and: </p>
<p>1. General Routine Uses G1 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
<p>2. Names, addresses, telephone numbers, and email addresses of employees, former employees, participants, beneficiaries, alternate payees, and information pertaining to debts to the FRTIB may be disclosed to the Department of Treasury, Department of Justice, a credit agency, and a debt collection firm to collect the debt.  Disclosure to a debt collection firm shall be made only under a contract that binds any such contractor or employee of such contractor to the criminal penalties of the Privacy Act.</p>
<p>3. Information may be provided to third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation.</p>
<p>4. A record relating to a case or matter may be disseminated to a foreign country pursuant to an international treaty or convention entered into and ratified by the United States or to an executive agreement.</p>
<p>5. A record may be disseminated to a foreign country, through the United States Department of State or directly to the representative of such country, to the extent necessary, to assist such country in civil or criminal proceedings in which the United States or one of its officers or agents has an interest.</p>
<p>Disclosure to consumer reporting agencies:</p>
<p>Information from this system of records may be disclosed to a consumer reporting agency in accordance with 31 U.S.C.  3711(e).</p></xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Records are maintained electronically in computer databases, including cloud-based services, and on paper in secure facilities in a locked drawer behind a secured-access door.</p>
</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records are retrieved by the name of the individual on whom they are maintained, and may also be retrieved by case number.</p>
</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
<p>Paper records are stored in file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks, including cloud-based services, and are protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Records are maintained in accordance with the General Records Retention Schedules issued by the National Archives and Records Administration (NARA) or an FRTIB records disposition schedule.
</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>General Counsel, Federal Retirement Thrift Investment Board, 77 K Street, NE, Suite 1000, Washington, DC 20002.</p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
<p>a. Full name;</p>
<p>b. Any available information regarding the type of record involved;</p>
<p>c. The address to which the record information should be sent; and</p>
<p>d. Your signature.</p>
<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630. </p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Same as Notification Procedures.</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>Same as Notification Procedures.</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Subject individuals; TSP participants, beneficiaries, and alternate payees; federal government records; current, and former, and potential employees (including Special Government Employees); contractors; interns, externs, and volunteers; the Social Security Administration; court records; articles from publications; and other organizations or individuals with relevant knowledge or information.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>Pursuant to 5 U.S.C. 552a(k)(2), records from this system are exempt from the requirements of subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a, provided, however, that if any individual is denied any right, privilege, or benefit that he or she would otherwise be entitled to by Federal law, or for which he or she would otherwise be eligible, as a result of the maintenance of these records, such material shall be provided to the individual, except to the extent that the disclosure of the material would reveal the identity of a source who furnished information to the Government with an express promise that the identity of the source would be held in confidence.</p></xhtmlContent></subsection></section>

<section id="frtib15" toc="yes">
<systemNumber>-15</systemNumber>
<subsection type="systemName">Internal Investigations of Harassment and Hostile Work Environment Allegations.</subsection>
<subsection type="securityClassification"><xhtmlContent>
<p>None.</p></xhtmlContent></subsection>
<subsection type="systemLocation"><xhtmlContent>
<p>Records are located at the Federal Retirement Thrift Investment Board, 77 K Street, NE, Suite 1000, Washington, DC 20002.  Records may also be located in additional locations for Business Continuity purposes. </p></xhtmlContent></subsection>
<subsection type="categoriesOfIndividuals"><xhtmlContent>
<p>Current or former FRTIB employees (including Special Government Employees), contractors, interns, externs, and volunteers who have filed a complaint or report of harassment or hostile work environment, or have been accused of harassing conduct; and witnesses or potential witnesses.</p></xhtmlContent></subsection>
<subsection type="categoriesOfRecords"><xhtmlContent>
<p>This system of records contains all documents related to a complaint or report of harassment, which may include the name, position, grade, and supervisor(s) of the complainant and the accused; the complaint; witness statements; interview notes; legal memoranda; reports of investigation; final decisions and corrective actions taken; and related correspondence and exhibits.</p></xhtmlContent></subsection>
<subsection type="authorityForMaintenance"><xhtmlContent>
<p>5 U.S.C. 8474; 42 U.S.C. 2000e et seq.; and 44 U.S.C. 3101.</p>
</xhtmlContent></subsection>
<subsection type="purpose"><xhtmlContent>
<p>This system of records is maintained for the purpose of upholding FRTIB’s policy to provide for a work environment free from all forms of harassment, including sexual harassment, and harassment on the basis of race, color, gender, national origin, religion, sexual orientation, age, genetic information, reprisal, parental status, or disability.</p></xhtmlContent></subsection>
<subsection type="routineUsesOfRecords"><xhtmlContent>
<p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, 5 U.S.C. 552a(b), and: </p>
<p>1. General Routine Uses G1 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
<p>2. Disclosure of information from this system of records about an investigation that may have been conducted may be made to the complaining party; the alleged harasser; and to a limited number of witnesses when the purpose of the disclosure is both relevant and necessary and is compatible with the purpose for which the information was collected.</p>
<p>Disclosure to consumer reporting agencies:</p>
    <p>None.</p>
</xhtmlContent></subsection>
<subsection type="policiesAndPractices"><xhtmlContent>
<p>Storage:</p>
<p>Records are maintained electronically in computer databases, including cloud-based services, and on paper in secure facilities in a locked drawer behind a secured-access door.</p>
</xhtmlContent></subsection>
<subsection type="retrievability"><xhtmlContent>
<p>Records are retrieved by the name of the individual on whom they are maintained, and may also be retrieved by case number.</p>
</xhtmlContent></subsection>
<subsection type="safeguards"><xhtmlContent>
<p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
<p>Paper records are stored in file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks, including cloud-based services, and are protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p></xhtmlContent></subsection>
<subsection type="retentionAndDisposal"><xhtmlContent>
<p>Records are maintained in accordance with the General Records Retention Schedules issued by the National Archives and Records Administration (NARA) or an FRTIB records disposition schedule.</p></xhtmlContent></subsection>
<subsection type="systemManager"><xhtmlContent>
<p>Human Resources Officer, Federal Retirement Thrift Investment Board, 77 K Street, NE, Suite 1000, Washington, DC 20002. </p>
</xhtmlContent></subsection>
<subsection type="notificationProcedure"><xhtmlContent>
<p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
<p>a. Full name;</p>
<p>b. Any available information regarding the type of record involved;</p>
<p>c. The address to which the record information should be sent; and</p>
<p>d. Your signature.</p>
<p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630.</p></xhtmlContent></subsection>
<subsection type="recordAccessProcedures"><xhtmlContent>
<p>Same as Notification Procedures.</p></xhtmlContent></subsection>
<subsection type="contestingRecordProcedures"><xhtmlContent>
<p>Same as Notification Procedures.</p></xhtmlContent></subsection>
<subsection type="recordSourceCategories"><xhtmlContent>
<p>Subject individuals; supervisors and other FRTIB employees with knowledge; agency EEO and human resources specialists; employee relations staff; FRTIB attorneys; outside counsel retained by subject individuals; and medical professionals.</p></xhtmlContent></subsection>
<subsection type="exemptionsClaimed"><xhtmlContent>
<p>Pursuant to 5 U.S.C. 552a(k)(2), records in this system are exempt from the requirements of subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f) of 5 U.S.C. 552a, provided, however, that if any individual is denied any right, privilege, or benefit that he or she would otherwise be entitled to by Federal law, or for which he or she would otherwise be eligible, as a result of the maintenance of these records, such material shall be provided to the individual, except to the extent that the disclosure of the material would reveal the identity of a source who furnished information to the Government with an express promise that the identity of the source would be held in confidence.</p></xhtmlContent></subsection></section>

    <section id="frtib16" toc="yes">
        <systemNumber>-16</systemNumber>
        <subsection type="systemName">
            Congressional Correspondence Files.
        </subsection>

        <subsection type="securityClassification">
            <xhtmlContent>
                <p>None. </p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p>Records are maintained at the Federal Retirement Thrift Investment Board, 77 K Street, NE, Washington, DC 20002.  Records may also be maintained at an additional location for Business Continuity Purposes.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p> Individuals who submit inquiries, complaints, comments, or other correspondence to FRTIB, and the responding party on behalf of FRTIB.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p> Categories of records in this system include, but are not limited to the following information about individuals who have corresponded with FRTIB: name; dates of birth; Social Security numbers; TSP account numbers; home and business address; email address; personal and business telephone numbers; who the correspondence is about; incoming correspondence; FRTIB’s response; the FRTIB responder’s name and business information; additional unsolicited personal information provided by the individual; and other related materials.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p>5 U.S.C. 8474; 5 U.S.C. 301; and 44 U.S.C. 3101.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p> This system of records is maintained to catalog and respond to correspondence received from congressional offices.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 552a(b); and:</p>
                <p>1. General Routine Uses G1 through G2; G4 through G5; and G7 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
                <p>2. A record from this system of records may be disclosed to another Federal agency to refer correspondence or refer to correspondence, given the nature of the issue.</p>
                <p>3. Information in this system of records may be disclosed to the news media and the public, with the approval of the Senior Agency Official for Privacy, in consultation with counsel, when there exists a legitimate public interest in the disclosure of the information; when disclosure is necessary to preserve confidence in the integrity of FRTIB; or when it is necessary to demonstrate the accountability of FRTIB’s officers, employees, or individuals covered by this system, except to the extent it is determined that the release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.</p>
                <p>Disclosure to Consumer Reporting Agencies:</p>
                <p> None.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p> Records may be retrieved by individual name; the name of the Member of Congress requesting a response; and the date of the correspondence.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
                <p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
           </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p> Director, Office of External Affairs, Federal Retirement Thrift Investment Board, 77 K Street, NE, Suite 1000, Washington, DC 20002.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
                <p>a. Full name;</p>
                <p>b. Any available information regarding the type of record involved;</p>
                <p>c. The address to which the record information should be sent; and</p>
                <p>d. You must sign your request.</p>
                <p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p>Information used to compile records in this system is taken from incoming correspondence and FRTIB responses to incoming correspondence from congressional offices.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
               <p> None.</p>

            </xhtmlContent>
        </subsection>
    </section>

    <section id="frtib17" toc="yes">
        <systemNumber>-17</systemNumber>
        <subsection type="systemName"> Telework and Alternative Worksite Records.</subsection>

        <subsection type="securityClassification">
            <xhtmlContent>
                <p>None.</p>
                <p>System Location:</p>
                <p> Records are maintained at the Federal Retirement Thrift Investment Board, 77 K Street, NE, Suite 1000, Washington, DC 20002.  Records may also be maintained at an additional location for Business Continuity Purposes.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p> Prospective, current, and former FRTIB employees who have been granted or denied authorization to participate in FRTIB’s Telework Program to work at an alternative worksite apart from their official FRTIB duty station.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p> Name, position title, grade level, job series, and office name; official FRTIB duty station address and telephone number; alternative worksite address and telephone number(s); date telework agreement received and approved/denied; telework request and approval form; telework agreement; self-certification home safety checklist, and supervisor-employee checklist; type of telework requested (e.g., situational or core); regular work schedule; telework schedule; approvals/disapprovals; description and list of government-owned equipment and software provided to the teleworker; mass transit benefits received through FRTIB’s mass transit subsidy program; parking subsidies received through FRTIB’s subsidized parking program; and any other miscellaneous documents supporting telework.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p> 5 U.S.C. 8474; 5 U.S.C. 301; 5 U.S.C. 6120; and 44 U.S.C. 3101.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p> The purpose of this system of records is to collect and maintain records on prospective, current, and former FRTIB employees who have participated in, presently participate in, or have sought to participate in FRTIB’s Telework Program.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 552a(b); and:</p>
                <p>1. General Routine Uses G1 through G2; G4 through G5; and G7 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
                <p>2. A record from this system may be disclosed to medical professionals to obtain information about an employee’s medical background necessary to grant or deny approval of medical telework.</p>
                <p>3. A record from this system may be disclosed to federal, state, or local governments during actual emergencies, exercises, or Business Continuity Purpose tests for emergency preparedness and disaster recovery training exercises.</p>
                <p>4. A record from this system may be disclosed to the Department of Labor when an employee is injured when working at home while in the performance of normal duties.</p>
                <p>5. A record from this system may be disclosed to the Office of Personnel Management (OPM) for use in its Telework Survey to provide consolidated data on participation in FRTIB’s Telework Program.</p>
                <p>6. A record from this system of records may be disclosed to appropriate third-parties contracted by FRTIB to facilitate mediation or other alternate dispute resolution procedures or programs.</p>
                <p>Disclosure to Consumer Reporting Agencies:</p>
                <p> None.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p> Records are retrieved by any one or more of the following: employee name; and the office in which the employee works, will work, or previously worked.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
                <p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p> Records are maintained in accordance with the General Records Retention Schedule 1, item 42, issued by the National Archives and Records Administration (NARA). </p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p> Human Resources Officer, 77 K Street, NE, Suite 1000, Washington, DC 20002.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
                <p>a. Full name;</p>
                <p>b. Any available information regarding the type of record involved;</p>
                <p>c. The address to which the record information should be sent; and</p>
                <p>d. You must sign your request.</p>
                <p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p> Subject individuals; subject individuals’ supervisors.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p> None.</p>

            </xhtmlContent>
        </subsection>
    </section>

    <section id="frtib18" toc="yes">
        <systemNumber>-18</systemNumber>
        <subsection type="systemName"> Reasonable Accommodation Records.</subsection>

        <subsection type="securityClassification">
            <xhtmlContent>
                <p>None.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p> Records are maintained at the Federal Retirement Thrift Investment Board, 77 K Street, NE, Washington, DC 20002.  Records may also be maintained at an additional location for Business Continuity Purposes.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p> Prospective, current, and former FRTIB employees who request and/or receive a reasonable accommodation for a disability; and authorized individuals or representatives (e.g., family members or attorneys) who file a request for a reasonable accommodation on behalf of a prospective, current, or former employee.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p> Name and employment information of employees needing an accommodation; requestor’s name and contact information (if different than the employee who needs an accommodation); date request was initiated; information concerning the nature of the disability and the need for accommodation, including appropriate medical documentation; details of the accommodation request, such as: type of accommodation requested, how the requested accommodation would assist in job performance, the sources of technical assistance consulted in trying to identify alternative reasonable accommodation, any additional information provided by the requestor related to the processing of the request, and whether the request was approved or denied, and whether the accommodation was approved for a trial period; and notification(s) to the employee and his/her supervisor(s) regarding the accommodation.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p> 5 U.S.C. 8474; 5 U.S.C. 301; 42 U.S.C. 12101 et seq.; 44 U.S.C. 3101; Executive Order 13164 (July 28, 2000); and Executive Order 13548 (July 10, 2010).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p> The purpose of this system is to: (1) allow FRTIB to collect and maintain records on prospective, current, and former employees with disabilities who request or receive a reasonable accommodation by FRTIB; (2) to track and report the processing of requests for FRTIB-wide reasonable accommodations to comply with applicable laws and regulations; and (3) to preserve and maintain the confidentiality of medical information submitted by or on behalf of applicants or employees requesting a reasonable accommodation.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 552a(b); and:</p>
                <p>1. General Routine Uses G1 through G5; and G7 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
                <p>2. A record from this system of records may be disclosed to physicians or other medical professionals to provide them with or obtain from them the necessary medical documentation and/or certification for reasonable accommodations.</p>
                <p>3. A record from this system of records may be disclosed to another federal agency or commission with responsibility for labor or employment relations or other issues, including equal employment opportunity and reasonable accommodation issues, when that agency or commission has jurisdiction over reasonable accommodation issues.</p>
                <p>4. A record from this system of records may be disclosed to the Department of Labor (DOL), Office of Personnel Management (OPM), Equal Employment Opportunity Commission (EEOC), or Office of Special Counsel (OSC) to obtain advice regarding statutory, regulatory, policy, and other requirements related to reasonable accommodation.</p>
                <p>5. A record from this system of records may be disclosed to appropriate third-parties contracted by the Agency to facilitate mediation or other alternative dispute resolution procedures or programs.</p>
                <p>6. A record from this system of records may be disclosed to the Department of Defense (DOD) for the purpose of procuring assistive technologies and services through the Computer/Electronic Accommodation Program in response to a request for reasonable accommodation.</p>
                <p>Disclosure to Consumer Reporting Agencies:</p>
                <p> None.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p> Records are retrieved by any one or more of the following: employee name or assigned case number.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
                <p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p> These records are maintained in accordance with the General Records Retention Schedule 1, item 24, issued by the National Archives and Records Administration (NARA).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p> Human Resources Officer, 77 K Street, NE, Washington, DC 20002.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
                <p>a. Full name;</p>
                <p>b. Any available information regarding the type of record involved;</p>
                <p>c. The address to which the record information should be sent; and</p>
                <p>d. You must sign your request.</p>
                <p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p> Subject individuals; individual making the request (if different than the subject individual); medical professionals; and the subject individuals’ supervisor(s).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p> None.</p>
            </xhtmlContent>
        </subsection>
    </section>
    <section id="frtib19" toc="yes">
        <systemNumber>-19</systemNumber>
        <subsection type="systemName">
            Freedom of Information Act Records.
        </subsection>
        <subsection type="securityClassification">
            <xhtmlContent>
                <p>
                    None.
                </p>
                </xhtmlContent>
                </subsection>
        <subsection type="systemLocation">
            <xhtmlContent>
                <p> Records in this system are maintained at the Federal Retirement Thrift Investment Board, 77 K Street, NE, Washington, DC 20002.  Records may be maintained at an additional location for Business Continuity Purposes.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfIndividuals">
            <xhtmlContent>
                <p> This system of records covers all individuals who submit requests pursuant to the Freedom of Information Act (FOIA); individuals whose requests and/or records have been referred to FRTIB by other agencies; attorneys or other persons representing individuals submitting such requests and appeals; individuals who are the subjects of such requests and appeals; individuals who file litigation based on their requests; Department of Justice (DOJ) and other government litigators; and/or FRTIB employees assigned to handle such requests or appeals.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="categoriesOfRecords">
            <xhtmlContent>
                <p> Records in this system include, but are not limited to: (1) records received, created, or compiled in processing FOIA requests or appeals, including original requests and appeals, intra- or inter-agency memoranda, referrals, correspondence notes, fee schedules, assessments, cost calculations, and other documentation related to the referral and/or processing of the FOIA request or appeal, correspondence with the individuals or entities that submitted the requests, and copies of requested records; (2) the type of information in the records may include requestors’ and their attorneys’ or representatives’ contact information, the contact information of FRTIB employees, the name of the individual subject of the request or appeal, fee determinations, unique case identifier, and other identifiers provided by a requestor about him or herself or about the individual whose records are requested.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="authorityForMaintenance">
            <xhtmlContent>
                <p> 5 U.S.C. 8474; 5 U.S.C. 552; and 44 U.S.C. 3101.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="purpose">
            <xhtmlContent>
                <p> The purpose of this system is to support the processing of record access requests made pursuant to the FOIA, whether FRTIB receives such requests directly from the requestor or via referral from another agency.  In addition, this system is used to support litigation arising from such requests and appeals, and to assist FRTIB in carrying out any other responsibilities under the FOIA.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="routineUsesOfRecords">
            <xhtmlContent>
                <p>Information about covered individuals may be disclosed without consent as permitted by the Privacy Act of 1974, as amended, 5 U.S.C. 552a(b); and:</p>
                <p>1. General Routine Uses G1 through G2; and G4 through G16 apply to this system of records (see Prefatory Statement of General Routine Uses).</p>
                <p>2. A record from this system of records may be disclosed to a federal agency or other federal entity that furnished the record or information for the purpose of permitting that agency or entity to make a decision regarding access to or correction of the record or information, or to a federal agency or entity for purposes of providing guidance or advice regarding the handling of a particular request.</p>
                <p>3. A record from this system of records may be disclosed to the Department of Justice (DOJ) to obtain advice regarding statutory and other requirements under the FOIA.</p>
                <p>4. A record from this system of records may be disclosed to the National Archives and Records Administration, Office of Government Information Services (OGIS), to the extent necessary to fulfill its responsibilities in 5 U.S.C. 552(h) to review administrative agency policies, procedures, and compliance with the FOIA, and to facilitate OGIS’s offering of mediation services to resolve disputes between persons making FOIA requests and administrative agencies.</p>
                <p>Disclosure to Consumer Reporting Agencies:</p>
                <p> None.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="policiesAndPractices">
            <xhtmlContent>
                <p>Storage:</p>
                <p>Records are maintained in paper and electronic form, including on computer databases, all of which are stored in a secure location.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retrievability">
            <xhtmlContent>
                <p> Records are retrieved by any one or more of the following: the name of the requestor; the number assigned to the request or appeal; and in some instances, the name of the attorney representing the requestor or appellant, and/or the name of an individual who is the subject of such a request or appeal.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="safeguards">
            <xhtmlContent>
                <p>FRTIB has adopted appropriate administrative, technical, and physical controls in accordance with FRTIB’s security program to protect the security, confidentiality, availability, and integrity of the information, and to ensure that records are not disclosed to or accessed by unauthorized individuals.</p>
                <p>Paper records are stored in locked file cabinets in areas of restricted access that are locked after office hours.  Electronic records are stored on computer networks and protected by assigning usernames to individuals needing access to the records and by passwords set by unauthorized users that must be changed periodically.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="retentionAndDisposal">
            <xhtmlContent>
                <p> Records are retained and disposed of in accordance with the General Records Schedule 4.2, item 020, issued by the National Archives and Records Administration (NARA).</p>
            </xhtmlContent>
        </subsection>
        <subsection type="systemManager">
            <xhtmlContent>
                <p>Chief FOIA Officer, 77 K Street, NE, Washington, DC 20002.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="notificationProcedure">
            <xhtmlContent>
                <p>Individuals seeking to determine whether this system of records contains information about themselves must submit a written request to the FOIA Officer, FRTIB, 77 K Street, NE, Washington, DC 20002, and provide the following information:</p>
                <p>a. Full name;</p>
                <p>b. Any available information regarding the type of record involved;</p>
                <p>c. The address to which the record information should be sent; and</p>
                <p>d. You must sign your request.</p>
                <p>Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual, such as a Power of Attorney, in order for the representative to act on their behalf.  Individuals requesting access must also comply with FRTIB’s Privacy Act regulations regarding verification of identity and access to such records, available at 5 C.F.R. Part 1630.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordAccessProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="contestingRecordProcedures">
            <xhtmlContent>
                <p>Same as Notification Procedures.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="recordSourceCategories">
            <xhtmlContent>
                <p> Records are obtained from those individuals who submit requests and administrative appeals pursuant to the FOIA or who file litigation regarding such requests and appeals; the agency record keeping systems searched in the process of responding to such requests and appeals; FRTIB employees assigned to handle such requests, appeals, and/or litigation; other agencies or entities that have referred to FRTIB requests concerning FRTIB records, or that have consulted with FRTIB regarding handling of particular requests; and submitters or subjects of records or information that have provided assistance to FRTIB in making access or amendment determinations.</p>
            </xhtmlContent>
        </subsection>
        <subsection type="exemptionsClaimed">
            <xhtmlContent>
                <p> None.</p>

            </xhtmlContent>
        </subsection>
    </section>







    <previousPubs id="systems" toc="yes">
<title>Systems of Records Published Between January 2, 2016 and December 31, 2017</title>
</previousPubs>
<regulations id="reg" toc="yes">
<regulationsTitle number="5">
<heading> Administrative Personnel </heading>
<regulationsChapter number="VI">
<heading> Federal Retirement Thrift Investment Board </heading>
<regulationsPart number="1630">
<heading> PRIVACY ACT REGULATIONS </heading>
<xhtmlContent>
<p>Sec.
</p>
<p>1630.1 Purpose and scope.
</p>
<p>1630.2 Definitions.
</p>
<p>1630.3 Publication of systems of records maintained.
</p>
<p>1630.4 Request for notification and access.
</p>
<p>1630.5 Granting access to a designated individual.
</p>
<p>1630.6 Action on request.
</p>
<p>1630.7 Identification requirements.
</p>
<p>1630.8 Access of others to records about an individual.
</p>
<p>1630.9 Access to the history (accounting) of disclosures from records.
</p>
<p>1630.10 Denials of access.
</p>
<p>1630.11 Requirements for requests to amend records.
</p>
<p>1630.12 Action on request to amend a record.
</p>
<p>1630.13 Procedures for review of determination to deny access to or amendment of records.
</p>
<p>1630.14 Appeals process.
</p>
<p>1630.15 Exemptions.
</p>
<p>1630.16 Fees.
</p>
<p>1630.17 Federal agency requests.
</p>
<p>1630.18 Penalties.
</p>
<p><b>Authority:</b> 5 U.S.C. 552a.
</p>
<p><b>Source:</b> 55 FR 18852, May 7, 1990, unless otherwise noted.
</p>
<p><b>&#167; 1630.1
 Purpose and scope.
</b></p>
<p>These regulations implement the Privacy Act of 1974, 5 USC 552a. The regulations apply to all records maintained by the Federal Retirement Thrift Investment Board that are contained in a system of records and that contain information about an individual. The regulations establish procedures that (a) authorize an individual's access to records maintained about him or her; (b) limit the access of other persons to those records; and (c) permit an individual to request the amendment or correction of records about him or her.
</p>
<p><b>&#167; 1630.2
 Definitions.
</b></p>
<p>For the purposes of this part--
</p>
<p>(a) <i>Account number</i> means the number assigned by the Agency to each participant's TSP account which serves as the primary identification mechanism for a participant's account. The participant's Social Security number will remain the identifier for the submission of data and funds from agency and uniformed services payroll offices, for the submission of information to the Internal Revenue Service about distributions, and for some other administrative purposes.
</p>
<p>(b) <i>Agency</i> means agency as defined in 5 USC 552(e);
</p>
<p>(c) <i>Board</i> means the Federal Retirement Thrift Investment Board;
</p>
<p>(d) <i>Case reference number</i> means the number assigned by the Agency to the recipient of a court order payment or a death benefit payment.
</p>
<p>(e) <i>Individual</i> means a citizen of the United States or an alien lawfully admitted for permanent residence;
</p>
<p>(f) <i>Maintain</i> means to collect, use, or distribute;
</p>
    <p>(g) <i>Privacy Act Officer</i> means the Board's General Counsel or his or her designee;</p>
    <p>(h) <i>Record</i> means any item, collection, or grouping of information about an individual that is maintained by the Board or the record keeper, including but not limited to education, financial transactions, medical history, and criminal or employment history and that contains the individual's name, identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph;
</p>
<p>(i) <i>Record keeper</i> means the entity that is engaged by the Board to perform record keeping services for the TSP;
</p>
<p>(j) <i>Routine use</i> means, with respect to the disclosure of a record, the use of that record for a purpose which is compatible with the purpose for which it was collected;
</p>
<p>(k) <i>System manager</i> means the official of the Board who is responsible for the maintenance, collection, use, distribution, or disposal of information contained in a system of records;
</p>
<p>(1) <i>System of records</i> means a group of any records under the control of the Board from which information is retrieved by the name of the individual or other identifying particular assigned to the individual;
</p>
<p>(m) <i>Statistical record</i> means a record in a system of records maintained for statistical research or reporting purposes only and not used in whole or in part in making any determination about an identifiable individual, except as provided by 13 U.S.C. 8;
</p>
<p>(n) <i>Subject individual</i> means the individual by whose name or other identifying particular a record is maintained or retrieved;
</p>
<p>(o) <i>TSP</i> means the Thrift Savings Plan which is administered by the Board pursuant to 5 U.S.C. 8351 and chapter 84 (subchapters III and VII);
</p>
<p>(p) <i>TSP participant</i> means any individual for whom a TSP account has been established. This includes former participants, <i>i.e.,</i> participants whose accounts have been closed;
</p>
<p>(q) <i>TSP records</i> means those records maintained by the record keeper;
</p>
<p>(r) <i>VRS</i> (Voice Response System) means the fully automated telephone information system for TSP account records;
</p>
<p>(s) <i>Work days</i> as used in calculating the date when a response is due, includes those days when the Board is open for the conduct of Government business and does not include Saturdays, Sundays and Federal holidays.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 64 FR 67693, 67695, Dec. 3, 1999; 72 FR 51353, Sept. 7, 2007; 79 FR 68094, Nov. 14, 2014]

</p>
<p><b>&#167; 1630.3
 Publication of systems of records maintained.
</b></p>
<p>(a) Prior to the establishment or revision of a system of records, the Board will publish in the <i>Federal Register</i> notice of any new or intended use of the information in a system or proposed system and provide interested persons with a period within which to comment on the new or revised system. Technical or typographical corrections are not considered to be revisions of a system.
</p>
<p>(b) When a system of records is established or revised, the Board will publish in the <i>Federal Register</i> a notice about the system. The notice shall include:
</p>
<p>(1) The system name,
</p>
<p>(2) The system location,
</p>
<p>(3) The categories of individuals covered by the system,
</p>
<p>(4) The categories of records in the system,
</p>
<p>(5) The Board's authority to maintain the system,
</p>
<p>(6) The routine uses of the system,
</p>
<p>(7) The Board's policies and practices for maintenance of the system,
</p>
<p>(8) The system manager,
</p>
<p>(9) The procedures for notification, access to and correction of records in the system, and
</p>
<p>(10) The sources of information for the system.
</p>
<p><b>&#167; 1630.4
 Request for notification and access.
</b></p>
<p>(a) <i>TSP records.</i> (1) Records on TSP participants and the spouses, former spouses, and beneficiaries of TSP participants are maintained in the Governmentwide system of records, FRTIB-1, Thrift Savings Plan Records. A participant or a spouse, former spouse, or beneficiary of a participant must make his or her inquiry in accordance with the chart set forth in this paragraph. The mailing address of the Thrift Savings Plan is provided at <i>http://www.tsp.gov.</i> Telephone inquiries are subject to the verification procedures set forth in &#167; 1630.7. A written inquiry from a participant must include the participant's name and the participant's account number or Social Security number. A written inquiry from a spouse or former spouse or a beneficiary of the participant must include the inquiring party's name and Social Security number or, if available, the case reference number as well as the name and Social Security number or account number of the participant. Other third party inquiries (e.g., from other Federal agencies authorized to obtain information about the participant's account) must include, at a minimum, the participant's name and Social Security number.
</p>
<p>To obtain information about or gain access to TSP records about you</p>
<table>
<tr>
		<th scope='col'>If you want:</th>
<th scope='col'>If you are a participant who is a current Federal employee:</th>
<th scope='col'>If you are a participant who has separated from Federal employment or a spouse, former spouse, or beneficiary:</th>
	</tr>
<tr><td>To make inquiry as to whether you are a subject of this system of records.</td><td>Call or write to your employing agency in accordance with agency procedures for personnel or payroll records</td><td>Call or write to TSP record keeper.
</td></tr><tr><td>To gain access to a record about you</td><td>Call or write to your employing agency to request access to personnel and payroll records regarding the agency's and the participant's contributions, and adjustments to contributions. Call or write to the TSP record keeper to gain access to loan status and repayments, earnings, contributions allocation elections, interfund transfers, and withdrawal records</td><td>Call or write to TSP record keeper.
</td></tr><tr><td>To learn the history of disclosures of records about you to entities other than the participant's employing agency or the Board or auditors see &#167; 1630.4 (a)(4)</td><td>Write to TSP record keeper.</td><td>Write to TSP record keeper.</td></tr></table>
<p>(2) Participants may also inquire whether this system contains records about them and access certain records through the account access section of the TSP Web site and the ThriftLine (the TSP's automated telephone system). The TSP Web site is located at <i>www.tsp.gov.</i> To use the TSP ThriftLine, the participant must have a touch-tone telephone and call the following number: (877) 968-3778. The following information is available on the TSP Web site and the ThriftLine: account balance; available loan amount; the status of a monthly withdrawal payment; the current status of a loan or withdrawal application; and an interfund transfer request. To access these features, the participant may be required to provide identity and account verification information such as his or her account number, PIN, or Web password.
</p>
<p>(3) A Privacy Act request which is incorrectly submitted to the Board will not be considered received until received by the record keeper. The Board will submit such a Privacy Act request to the record keeper within three workdays. A Privacy Act request which is incorrectly submitted to the record keeper will not be considered received until received by the employing agency. The record keeper will submit such a Privacy Act request to the employing agency within three workdays.
</p>
<p>(4) No disclosure history will be made when the Board contracts for an audit of TSP financial statements (which includes the review and sampling of TSP account balances).
</p>
<p>(5) No disclosure history will be made when the Department of Labor or the General Accounting Office audits TSP financial statements (which includes the review and sampling of TSP account balances) in accordance with their responsibilities under chapter 84 of title 5 of the U.S. Code. Rather, a requester will be advised that these agencies have statutory obligations to audit TSP activities and that in the course of such audits they randomly sample individual TSP accounts to test for account accuracy.
</p>
<p>(b) <i>Non-TSP Board records.</i> An individual who wishes to know if a specific system of records maintained by the Board contains a record pertaining to him or her, or who wishes access to such records, shall address a written request to the Privacy Act Officer, Federal Retirement Thrift Investment Board, 1250 H Street, NW., Washington, DC 20005. The request letter should contain the complete name and identifying number of the pertinent system as published in the annual <i>Federal Register</i> notice describing the Board's Systems of Records; the full name and address of the subject individual; the subject's Social Security number if a Board employee; a brief description of the nature, time, place, and circumstances of the individual's prior association with the Board; and any other information the individual believes would help the Privacy Act Officer determine whether the information about the individual is included in the system of records. In instances where the information is insufficient to ensure disclosure to the subject individual to whom the record pertains, the Board reserves the right to ask the requester for additional identifying information. The words "PRIVACY ACT REQUEST"  should be printed on both the letter and the envelope.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 59 FR 55331, Nov. 7, 1994; 64 FR 67693, 67695, Dec. 3, 1999; 71 FR 50319, Aug. 25, 2006; 72 FR 51353, Sept. 7, 2007]
</p>
<p><b>&#167; 1630.5
 Granting access to a designated individual.
</b></p>
<p>(a) An individual who wishes to have a person of his or her choosing review a record or obtain a copy of a record from the Board or the TSP record keeper shall submit a signed statement authorizing the disclosure of his or her record before the record will be disclosed. The authorization shall be maintained with the record.
</p>
<p>(b) The Board or the TSP record keeper will honor any Privacy Act request (e.g., a request to have access or to amend a record) which is accompanied by a valid power of attorney from the subject of the record.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 59 FR 26409, May 20, 1994; 64 FR 67694, Dec. 3, 1999]
</p>
<p><b>&#167; 1630.6
 Action on request.
</b></p>
<p>(a) For TSP records, the record keeper designee, and for non-TSP records, the Privacy Act Officer will answer or acknowledge the inquiry within 10 work days of the date it is received. When the answer cannot be made within 10 work days, the record keeper or Privacy Act Officer will provide the requester with the date when a response may be expected and, whenever possible, the specific reasons for the delay.
</p>
<p>(b) At a minimum, the acknowledgement to a request for access shall include:
</p>
<p>(1) When and where the records will be available;
</p>
<p>(2) Name, title and telephone number of the official who will make the records available;
</p>
<p>(3) Whether access will be granted only by providing a copy of the record through the mail, or only by examination of the record in person if the Privacy Act Officer after consulting with the appropriate system manager has determined the requester's access would not be unduly impeded;
</p>
<p>(4) Fee, if any, charged for copies (See &#167; 1630.16); and
</p>
<p>(5) If necessary, documentation required to verify the identity of the requester (See &#167; 1630.7).
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 67694, 67695, Dec. 3, 1999]
</p>
<p><b>&#167; 1630.7
 Identification requirements.
</b></p>
<p>(a) <i>In person.</i> An individual should be prepared to identify himself or herself by signature, <i>i.e.,</i> to note by signature the date of access, Social Security number, and to produce one photographic form of identification (driver's license, employee identification, annuitant card, passport, etc.). If an individual is unable to produce adequate identification, the individual must sign a statement asserting his or her identity and acknowledging that knowingly or willfully seeking or obtaining access to records about another person under false pretenses may result in a fine of up to $5,000 (see &#167; 1630.18). In addition, depending upon the sensitivity of the records, the Privacy Act Officer or record keeper designee after consulting with the appropriate system manager may require further reasonable assurances, such as statements of other individuals who can attest to the identity of the requester.
</p>
<p>(b) <i>In writing.</i> A participant shall provide his or her name, date of birth, and account number or Social Security number and shall sign the request. Most other individuals shall provide the participant's account number or Social Security number, shall provide a statement of relationship to the participant unless it is clearly identified in the nature of the correspondence, and shall sign the request. If a request for access is granted by mail and, in the opinion of the Privacy Act Officer or record keeper designee after consulting with the appropriate system manager, the disclosure of the records through the mail may result in harm or embarrassment (if a person other than the subject individual were to receive the records), a notarized statement of identity or some other similar assurance of identity will be required.
</p>
<p>(c) <i>By telephone.</i> (1) Telephone identification procedures apply only to requests from participants and spouses, former spouses, or beneficiaries of participants for information in FRTIB-1, Thrift Savings Plan Records, which is retrieved by their respective account numbers (or case reference numbers) or Social Security numbers.
</p>
<p>(2) A participant or a spouse, former spouse, or beneficiary of a participant must identify himself or herself by providing to the record keeper designee his or her name, account number (or case reference number) or Social Security number, and any other information requested. If the record keeper designee determines that any of the information provided by telephone is incorrect, the requester will be required to submit a request in writing.
</p>
<p>(3) A participant may also access the TSP Web site or call the TSP ThriftLine to obtain account information. These systems may require identity and account verification information such as the participant's account number and Web password or PIN for the Web site and ThriftLine respectively.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 64 FR 67694, Dec. 3, 1999; 72 FR 51354, Sept. 7, 2007]
</p>
<p><b>&#167; 1630.8
 Access of others to records about an individual.
</b></p>
<p>(a) The Privacy Act provides for access to records in systems of records in those situations enumerated in 5 U.S.C. 552a(b) and are set forth in paragraph (b) of this section.
</p>
<p>(b) No official or employee of the Board, or any contractor of the Board or other Federal agency operating a Board system of records under an interagency agreement, shall disclose any record to any person or to another agency without the express written consent of the subject individual, unless the disclosure is:
</p>
<p>(1) To officers or employees (including contract employees) of the Board or the record keeper who need the information to perform their official duties;
</p>
<p>(2) Pursuant to the requirements of the Freedom of Information Act, 5 U.S.C. 552;
</p>
<p>(3) For a routine use that has been published in a notice in the <i>Federal Register</i> (routine uses for the Board's systems of records are published separately in the <i>Federal Register</i> and are available from the Board's Privacy Act Officer);
</p>
<p>(4) To the Bureau of the Census for uses under title 13 of the United States Code;
</p>
<p>(5) To a person or agency which has given the Board or the record keeper advance written notice of the purpose of the request and certification that the record will be used only for statistical purposes. (In addition to deleting personal identifying information from records released for statistical purposes, the Privacy Act Officer or record keeper designee shall ensure that the identity of the individual cannot reasonably be deduced by combining various statistical records);
</p>
<p>(6) To the National Archives of the United States if a record has sufficient historical or other value to warrant its continued preservation by the United States Government, or for evaluation by the Archivist of the United States or the designee of the Archivist to determine whether the record has such value;
</p>
<p>(7) In response to a written request that identifies the record and the purpose of the request made by another agency or instrumentality of any Government jurisdiction within or under the control of the United States for civil or criminal law enforcement activity, if that activity is authorized by law;
</p>
<p>(8) To a person pursuant to a showing of compelling circumstances affecting the health or safety of an individual, if upon such disclosure a notification is transmitted to the last known address of the subject individual;
</p>
<p>(9) To either House of Congress, or to a Congressional committee or subcommittee if the subject matter is within its jurisdiction;
</p>
<p>(10) To the Comptroller General, or an authorized representative, in the course of the performance of the duties of the General Accounting Office;
</p>
<p>(11) Pursuant to the order of a court of competent jurisdiction; or
</p>
<p>(12) To a consumer reporting agency in accordance with section 3711(f) of Title 31.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 64 FR 67694, Dec. 3, 1999]
</p>
<p><b>&#167; 1630.9
 Access to the history (accounting) of disclosures from records.
</b></p>
<p>Rules governing access to the accounting of disclosures are the same as those for granting access to the records as set forth in &#167; 1630.4.
</p>
<p><b>&#167; 1630.10
 Denials of access.
</b></p>
<p>(a) The Privacy Act Officer or the record keeper designee for records covered by system FRTIB-1, may deny an individual access to his or her record if:
</p>
<p>(1) In the opinion of the Privacy Act Officer or the record keeper designee, the individual seeking access has not provided proper identification to permit access; or
</p>
<p>(2) The Board has published rules in the <i>Federal Register</i> exempting the pertinent system of records from the access requirement.
</p>
<p>(b) If access is denied, the requester shall be informed of the reasons for denial and the procedures for obtaining a review of the denial.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 64 FR 67695, Dec. 3, 1999]
</p>
<p><b>&#167; 1630.11
 Requirements for requests to amend records.
</b></p>
<p>(a) <i>TSP records.</i> (1) A spouse, former spouse or beneficiary of a TSP participant who wants to correct or amend his or her record must write to the TSP record keeper. A participant in the TSP who wants to correct or amend a TSP record pertaining to him or her shall submit a written request in accordance with the following chart:</p>
<table>
  <tr><td colspan="3"><div align="center">To correct or amend a TSP record
</div></td></tr>
  <tr><td><div align="center">If the type of record is:
  
  </div></td>
  <td><div align="center">If you are a participant who is a current Federal employee write to:

</div></td>
<td><div align="center">If you are a participant who has separated from Federal employment write to:
</div></td></tr>
<tr><td>Personnel or personal records (e.g., age, address, Social Security number, date of birth).</td><td>Write to your employing agency.</td><td>Write to TSP record keeper.</td></tr>
<tr><td>The agency?s and the participant?s contributions, and adjustments to contributions.</td><td>Write to your employing agency.</td><td>Write to your former employing agency.</td></tr>
<tr><td>Earnings, investment allocation, interfund transfers, loans, loan repayments, and withdrawals</td><td>Write to TSP record keeper.</td><td>Write to TSP record keeper.</td></tr></table>
<p>(2) The address of the record keeper is listed in &#167; 1630.4(a).
</p>
<p>(3) Requests for amendments which are claims for money because of administrative error will be processed in accordance with the Board's Error Correction regulations found at 5 CFR part l605. Sections 1630.12(b)-1630.14 of this part do not apply to such money claim amendments to TSP records as the Error Correction regulations are an equivalent substitute. Non-money claim TSP record appeals are covered by &#167;&#167; 1630.12-1630.14, or if covered by the above chart the employing, or former employing, agency's Privacy Act procedures.
</p>
<p>(4) Corrections to TSP account records which are made by the Board, its recordkeeper or the employing agency or the former employing agency on its own motion because of a detected administrative error will be effected without reference to Privacy Act procedures.
</p>
<p>(5) A participant in the TSP who is currently employed by a Federal agency should be aware that the employing agency provides to the Board personal and payroll records on the participant, such as his or her date of birth, Social Security number, retirement code, address, loan repayments, the amount of participant's contribution, amount of the Government's contribution, if the participant is covered by the Federal Employees' Retirement System Act (FERSA, 5 U.S.C. Chapter 84), and adjustments to contributions. Requests submitted to the Board, or its recordkeeper, to correct information provided by the employing Federal agency will be referred to the employing agency. The reason for this referral is that the Board receives information periodically for the TSP accounts; if the employing agency does not resolve the alleged error, the Board will continue to receive the uncorrected information periodically regardless of a one-time Board correction. The employing agency also has custody of the election form (which is maintained in the Official Personnel Folder). Requests for amendment or correction of records described in this paragraph should be made to the employing agency.
</p>
<p>(b) <i>Non-TSP records.</i> (1) Any other individual who wants to correct or amend a record pertaining to him or her shall submit a written request to the Board's Privacy Act Officer whose address is listed in &#167; 1630.4. The words "Privacy Act--Request to Amend Record"  should be written on the letter and the envelope.
</p>
<p>(2) The request for amendment or correction of the record should, if possible, state the exact name of the system of records as published in the <i>Federal Register</i>; a precise description of the record proposed for amendment; a brief statement describing the information the requester believes to be inaccurate or incomplete, and why; and the amendment or correction desired. If the request to amend the record is the result of the individual's having gained access to the record in accordance with &#167;&#167; 1630.4, 1630.5, 1630.6 or &#167; 1630.7, copies of previous correspondence between the requester and the Board should be attached, if possible.
</p>
<p>(3) If the individual's identity has not been previously verified, the Board may require documentation of identification as described in &#167; 1630.7.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 64 FR 67694, 67695, Dec. 3, 1999]
</p>
<p><b>&#167; 1630.12
 Action on request to amend a record.
</b></p>
<p>(a) For TSP records, the record keeper will acknowledge a request for amendment of a record, which is to be decided by that office in accordance with the chart in &#167; 1630.11, within 10 work days. Requests received by the record keeper which are to be decided by the current or former employing agency will be sent to that agency by the record keeper within 3 work days of the date of receipt. A copy of the transmittal letter will be sent to the requester.
</p>
<p>(b) For non-TSP records, the Privacy Act Officer will acknowledge a request for amendment of a record within 10 work days of the date the Board receives it. If a decision cannot be made within this time, the requester will be informed by mail of the reasons for the delay and the date when a reply can be expected, normally within 30 work days from receipt of the request.
</p>
<p>(c) The final response will include the decision whether to grant or deny the request. If the request is denied, the response will include:
</p>
<p>(1) The reasons for the decision;
</p>
<p>(2) The name and address of the official to whom an appeal should be directed;
</p>
<p>(3) The name and address of the official designated to assist the individual in preparing the appeal;
</p>
<p>(4) A description of the appeal process with the Board; and
</p>
<p>(5) A description of any other procedures which may be required of the individual in order to process the appeal.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 64 FR 67695, Dec. 3, 1999]
</p>
<p><b>&#167; 1630.13
 Procedures for review of determination to deny access to or amendment of records.
</b></p>
<p>(a) Individuals who disagree with the refusal to grant them access to or to amend a record about them should submit a written request for review to the Executive Director, Federal Retirement Thrift Investment Board, 1250 H Street, NW., Washington, DC 20005. The words "PRIVACY ACT--APPEAL"  should be written on the letter and the envelope. Individuals who need assistance preparing their appeal should contact the Board's Privacy Act Officer.
</p>
<p>(b) The appeal letter must be received by the Board within 30 calendar days from the date the requester received the notice of denial. At a minimum, the appeal letter should identify:
</p>
<p>(1) The records involved;
</p>
<p>(2) The date of the initial request for access to or amendment of the record;
</p>
<p>(3) The date of the Board's denial of that request; and
</p>
<p>(4) The reasons supporting the request for reversal of the Board's decision.
</p>
<p>Copies of previous correspondence from the Board denying the request to access or amend the record should also be attached, if possible.
</p>
<p>(c) The Board reserves the right to dispose of correspondence concerning the request to access or amend a record if no request for review of the Board's decision is received within 180 days of the decision date. Therefore, a request for review received after 180 days may, at the discretion of the Privacy Act Officer, be treated as an initial request to access or amend a record.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 59 FR 55331, Nov. 7, 1994]
</p>
<p><b>&#167; 1630.14
 Appeals process.
</b></p>
<p>(a) Within 20 work days of receiving the request for review, the Executive Director, after consultation with the General Counsel, will make a final determination on the appeal. If a final decision cannot be made in 20 work days, the Privacy Act Officer will inform the requester of the reasons for the delay and the date on which a final decision can be expected. Such extensions are unusual, and should not exceed an additional 30 work days.
</p>
<p>(b) If the original request was for access and the initial determination is reversed, the procedures in &#167; 1630.7 will be followed. If the initial determination is upheld, the requester will be so informed and advised of the right to judicial review pursuant to 5 U.S.C. 552a(g).
</p>
<p>(c) If the initial denial of a request to amend a record is reversed, the Board or the record keeper will correct the record as requested and inform the individual of the correction. If the original decision is upheld, the requester will be informed and notified in writing of the right to judicial review pursuant to 5 U.S.C. 552a(g) and the right to file a concise statement of disagreement with the Executive Director. The statement of disagreement should include an explanation of why the requester believes the record is inaccurate, irrelevant, untimely, or incomplete. The Executive Director shall maintain the statement of disagreement with the disputed record, and shall include a copy of the statement of disagreement to any person or agency to whom the record has been disclosed, if the disclosure was made pursuant to &#167; 1630.9.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 64 FR 67695, Dec. 3, 1999]
</p>
<p><b>&#167; 1630.15
 Exemptions.
</b></p>
<p>(a) Pursuant to subsection (k) of the Privacy Act, 5 U.S.C. 552a, the Board may exempt certain portions of records within designated systems of records from the requirements of the Privacy Act, (including access to and review of such records pursuant to this part) if such portions are:
</p>
<p>(1) Subject to the provisions of section 552(b)(1) of the Freedom of Information Act, 5 U.S.C. 552;
</p>
<p>(2) Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection (j)(2) of the Privacy Act, 5 U.S.C. 552a: Provided, however, that if any individual is denied any right, privilege, or benefit that he would otherwise be entitled by Federal law, or for which he would otherwise be eligible, as a result of the maintenance of such material, such material shall be provided to such individual, except to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or, prior to the effective date of the Privacy Act, 5 U.S.C. 552a, under an implied promise that the identity of the source would be held in confidence;
</p>
<p>(3) Maintained in connection with providing protective services to the President of the United States or other individuals pursuant to section 3056 of title 18 of the United States Code;
</p>
<p>(4) Required by statute to be maintained and used solely as statistical records;
</p>
<p>(5) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information, but only to the extent that the disclosures of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or, prior to the effective date of the Privacy Act, 5 U.S.C. 552a, under an implied promise that the identity of the source would be held in confidence;
</p>
<p>(6) Test or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service, the disclosure of which would compromise the objectivity or fairness of the testing or examination process; or
</p>
<p>(7) Evaluation material used to determine potential for promotion in the armed services, but only to the extent that the disclosure of such material be held in confidence, or, prior to the effective date of the Privacy Act, 5 U.S.C. 552a, under an implied promise that the identity of the source would be held in confidence.
</p>
<p>(b) Those designated systems of records which are exempt from the requirements of this part or any other requirements of the Privacy Act, 5 U.S.C. 552a, will be indicated in the notice of designated systems of records published by the Board.
</p>
<p>(c) Nothing in this part will allow an individual access to any information compiled in reasonable anticipation of a civil action or proceeding.
</p>
<p><b>&#167; 1630.16
 Fees.
</b></p>
<p>(a) Individuals will not be charged for:
</p>
<p>(1) The search and review of the record; and
</p>
<p>(2) Copies of ten (10) or fewer pages of a requested record.
</p>
<p>(b) Records of more than 10 pages will be photocopied for 15 cents a page. If the record is larger than 8 1/2 x 14 inches, the fee will be the cost of reproducing the record through Government or commercial sources.
</p>
<p>(c) Fees must be paid in full before requested records are disclosed. Payment shall be by personal check or money order payable to the Federal Retirement Thrift Investment Board, and mailed or delivered to the record keeper or to the Privacy Act Officer, depending upon the nature of the request, at the address listed in &#167; 1630.4.
</p>
<p>(d) The Head, TSP Service Office or the Privacy Act Officer may waive the fee if:
</p>
<p>(1) The cost of collecting the fee exceeds the amount to be collected; or
</p>
<p>(2) The production of the copies at no charge is in the best interest of the Board.
</p>
<p>(e) A receipt will be furnished on request.
</p>
<p>[55 FR 18852, May 7, 1990, as amended at 64 FR 67695, Dec. 3, 1999]
</p>
<p><b>&#167; 1630.17
 Federal agency requests.
</b></p>
<p>Employing agencies needing automated data processing services from the Board in order to reconcile agency TSP records for TSP purposes may be charged rates based upon the factors of:
</p>
<p>(a) Fair market value;
</p>
<p>(b) Cost to the TSP; and
</p>
<p>(c) Interests of the participants and beneficiaries.
</p>
<p><b>&#167; 1630.18
 Penalties.
</b></p>
<p>(a) Title 18, U.S.C. 1001, Crimes and Criminal Procedures, makes it a criminal offense, subject to a maximum fine of $10,000 or imprisonment for not more than five years, or both, to knowingly and willfully make or cause to be made any false or fraudulent statements or representation in any matter within the jurisdiction of any agency of the United States. Section (i)(3) of the Privacy Act, 5 U.S.C. 552a(i)(3), makes it a misdemeanor, subject to a maximum fine of $5,000 to knowingly and willfully request or obtain any record concerning an individual under false pretenses. Sections (i) (1) and (2) of 5 U.S.C. 552a provide penalties for violations by agency employees of the Privacy Act or regulations established thereunder.
</p>
<p>(b) [Reserved]
</p>
</xhtmlContent>
</regulationsPart>
</regulationsChapter>
</regulationsTitle>
</regulations>
</agency>
</pai>
