[Federal Register Volume 59, Number 223 (Monday, November 21, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-28673]


[[Page Unknown]]

[Federal Register: November 21, 1994]


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DEPARTMENT OF THE TREASURY
Bureau of the Public Debt

 

Privacy Act of 1974: Altered System of Records

AGENCY: Bureau of the Public Debt, Treasury.

ACTION: Notice of Altered System of Records.

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SUMMARY: In accordance with the requirements of the Privacy Act of 
1974, as amended, 5 U.S.C. 552a, the Bureau of the Public Debt gives 
notice of an altered Privacy Act system of records, Personnel and 
Administrative Records--Treasury/BPD .001. In addition, one existing 
system of records, Treasury/USSBD .001, will be removed from Treasury's 
inventory of Privacy Act systems of records when this altered notice is 
effective.

DATES: Comments must be received no later than December 21, 1994. The 
proposed system of records will be effective January 3, 1995, unless 
comments are received which would result in a contrary determination.

ADDRESSES: Comments should be sent to the Disclosure Office, Bureau of 
the Public Debt, Room 553, E Street Building, Washington, DC 20239-
0001. Comments will be made available for inspection and copying in the 
Treasury Department Library. An appointment for inspecting the comments 
can be made by contacting the Library at (202) 622-0980.

FOR FURTHER INFORMATION CONTACT:
Louise Bennett, Disclosure Office, Bureau of the Public Debt, Room 553, 
E Street Building, Washington, DC 20239-0001; Telephone (202) 219-3307.

SUPPLEMENTARY INFORMATION: This report is to give notice of an altered 
Bureau of the Public Debt system of records entitled, ``Personnel and 
Administrative Records--Treasury/BPD .001,'' which is subject to the 
Privacy Act of 1974, 5 U.S.C. 552a.
    The Bureau of the Public Debt is amending its present system of 
records covering personnel and administrative records for the following 
reasons:
    (1) To cover categories of records added by new programs. An 
example is records covered by the Family Medical and Leave Act of 1993. 
Where records are covered by another system of records, such as an 
Office of Personnel Management governmentwide system, those records are 
not covered here. An example is Official Personnel Folders.
    (2) To more fully describe locations at which records are 
maintained.
    (3) To show additional categories of individuals covered by the 
system of records.
    (4) To show new and amended routine uses.
    (5) To show additional categories of sources of records.
    (6) To incorporate another system of records. The Savings Bonds 
Division has now been merged with the Bureau of the Public Debt. The 
Savings Bonds Division is no longer a separate Treasury component. 
Therefore, system of records Treasury/USSBD .001, Savings Bonds 
Employee Records System, is being incorporated into the Bureau of the 
Public Debt system of records Treasury/BPD .001, Personnel and 
Administrative Records. In accordance with OMB Circular A-130, 
Treasury/USSBD .001 will be deleted from the Treasury Department's 
inventory of systems of records. The notice for Treasury/USSBD .001 was 
last published at 57 FR 14134 dated April 17, 1992.
    (7) To reflect the consolidation of Bureau of the Public Debt 
personnel and administrative offices and the shifting of most of these 
types of records to Parkersburg, West Virginia.
    This system of records is limited to those records Public Debt 
needs to function in an efficient manner and does not cover those 
records reported under another system of records notice.
    The altered system of records report, as required by 5 U.S.C. 
552a(r) of the Privacy Act, has been submitted to the Committee on 
Government Operations of the House of Representatives, the Committee on 
Governmental Affairs of the Senate, and the Office of Management and 
Budget, pursuant to Appendix I to OMB Circular A-130, Federal Agency 
Responsibilities for Maintaining Records About Individuals, dated July 
15, 1994.
    The Privacy Act system of records notice Treasury/USSBD .001, 
Savings Bonds Employee Records System, is removed.
    The proposed altered system of records Treasury/BPD .001, Personnel 
and Administrative Records, is published in its entirety below.

    Dated: November 14, 1994.
Alex Rodriguez,
Deputy Assistant Secretary (Administration).
Treasury/BPD .001
    Personnel and Administrative Records--Treasury/BPD.
    Records are maintained at the following Bureau of the Public Debt 
locations: 200 Third Street, Parkersburg, WV 26106; Park Center, 90 
Park Center, Parkersburg, WV 26101; H.J. Hintgen Building, 2nd and 
Avery Streets, Parkersburg, WV 26102; 999 E Street NW., Washington, DC 
20239; 300-13th Street SW., Washington, DC 20239; and 800 K Street NW., 
Washington, DC 20226. Copies of some documents have been duplicated for 
maintenance by supervisors for employees or programs under their 
supervision. These duplicates are also covered by this system of 
records.
    Records cover present and former employees, applicants for 
employment, contractors, vendors, and visitors.
    This system contains the following categories of records. This 
system of records is limited to those records Public Debt needs to 
function in an efficient manner and does not cover those records 
reported under another system of records notice.
    (A) Personnel Records: (1) Employee and Labor Relations Records. 
These records relate to disciplinary and adverse actions, leave and 
hours of duty, alternate work schedules, standards of conduct and 
ethics programs, indebtedness, employee suitability and security 
determinations, grievances, performance problems, bargaining unit 
matters, Federal labor relations issues, relocation notices, and 
outside employment.
    (2) Employment and Classification Records. These records relate to 
recruitment; placement; merit promotion; special hiring programs, 
including Summer Employment, Veterans Readjustment, Career Development 
for Lower Level Employees (CADE), Co-operative Education; position 
classification and management; special areas of pay administration, 
including grade and pay retention, premium pay, scheduling of work, and 
performance management and recognition.
    (3) Employee Development and Services Records. These records relate 
to Public Debt's training and employee development programs, 
performance management programs, incentive awards, and benefits and 
retirement programs.
    (4) Personnel/Payroll Systems Records. These records relate to 
personnel and payroll actions, insurance, worker's and unemployment 
compensation, employee orientation, retirement, accident reports, and 
consolidation of personnel/program efforts among offices.
    (5) Equal Employment Opportunity Records. These are records of 
informal EEO complaints and discussions which have not reached the 
level of formal complaints. After 30 days these records are destroyed 
or incorporated in a formal complaint file. Formal complaints are 
handled by the Treasury Department's Regional Complaints Center. Copies 
of formal complaint documents are sometimes maintained by Public Debt's 
EEO Office.
    (B) Administrative Records: (1) Administrative Services Records. 
These records relate to administrative support functions including 
motor vehicle operation, safety, access to exterior and interior areas, 
contract guard records, offense/incident reports, accident reports, and 
security determinations.
    (2) Procurement Records. These records relate to contractors/
vendors if they are individuals; purchase card holders, including the 
name and credit card number for employees who hold Government-use 
cards; procurement integrity certificates, containing certifications by 
procurement officials that they are familiar with the Federal 
Procurement Policy Act.
    (3) Financial Management Records. These records relate to travel by 
employees and account information for vendors and contractors who are 
individuals.
    (4) Retiree Mailing Records. These records contain the name and 
address furnished by Public Debt retirees requesting mailings of 
newsletters and other special mailings.
    5 U.S.C. 301; 31 U.S.C. 321.
    These records are collected and maintained to document various 
aspects of a person's employment with the Bureau of the Public Debt and 
to assure the orderly processing of administrative actions within the 
Bureau.
    These records and information in these records may be disclosed as 
a routine use to:
    (1) The Office of Personnel Management, the Merit Systems 
Protection Board, the Equal Employment Opportunity Commission, and the 
Federal Labor Relations Authority upon authorized request;
    (2) Other Federal, State, or local agencies, such as a State 
employment compensation board or housing administration agency, so that 
the agency may adjudicate an individual's eligibility for a benefit, or 
liability in such matters as child support;
    (3) Creditors, potential creditors, landlords, and potential 
landlords when they request employment data or salary information for 
purposes of processing the employee's loan, mortgage, or apartment 
rental application (when information is requested by telephone, only 
verification of information supplied by the caller will be provided);
    (4) Next-of-kin, voluntary guardians, and other representative or 
successor in interest of a deceased or incapacitated employee or former 
employee;
    (5) Unions recognized as exclusive bargaining representatives under 
5 U.S.C. chapter 71, arbitrators, and other parties responsible for the 
administration of the Federal labor-management program if needed in the 
performance of their authorized duties;
    (6) Private creditors for the purpose of garnishing wages of an 
employee if a debt has been reduced to a judgment;
    (7) Authorized Federal and non-Federal entities for use in approved 
computer matching efforts, limited to those data elements considered 
necessary in making a determination of eligibility under particular 
benefit programs administered by those agencies or entities, to improve 
program integrity, and to collect debts and other monies owed to those 
agencies or entities or to the Bureau of the Public Debt;
    (8) Contractors of the Bureau for the purpose of processing 
personnel and administrative records;
    (9) Other Federal, State, or local agencies in connection with the 
hiring or retention of an individual, the issuance of a security 
clearance, the conducting of a security or suitability investigation of 
an individual, the issuance of a license, contract, grant, or other 
benefit;
    (10) Congressional offices in response to an inquiry made at the 
request of the individual to whom the record pertains;
    (11) Other Federal agencies to effect salary or administrative 
offset for the purpose of collecting a debt, except that addresses 
obtained from the Internal Revenue Service shall not be disclosed to 
other agencies;
    (12) Consumer reporting agencies, including mailing addresses 
obtained from the Internal Revenue Service to obtain credit reports;
    (13) Debt collection agencies, including mailing addresses obtained 
from the Internal Revenue Service, for debt collection services;
    (14) Appropriate Federal, State, local, or foreign agencies 
responsible for investigating or prosecuting the violations of, or for 
enforcing or implementing a statute, rule, regulation, order, or 
license, where the disclosing agency becomes aware of an indication of 
a violation or potential violation of civil or criminal law or 
regulation;
    (15) 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;
    (16) Third parties during the course of an investigation to the 
extent necessary to obtain information pertinent to the investigation.
    Debtor information is also furnished, in accordance with 5 U.S.C. 
552a(b)(12) and section 3 of the Debt Collection Act of 1982, to 
consumer reporting agencies to encourage repayment of an overdue debt.
    These records are maintained in file folders, on lists and forms, 
microform, and electronic media.
    By name or social security number.
    These records are maintained in controlled access areas. 
Identification cards are verified to ensure that only authorized 
personnel are present. Electronic records are protected by restricted 
access procedures, including the use of passwords and sign-on protocols 
which are periodically changed. Only employees whose official duties 
require access are allowed to view, administer, and control these 
records. Copies of records maintained on computer have the same limited 
access as paper records.
    Records are maintained in accordance with National Archives and 
Records Administration retention schedules. Paper and microform records 
ready for disposal are destroyed by shredding or burning. Records in 
electronic media are electronically erased using accepted techniques.
    Personnel Records: Director, Division of Personnel Management, 200 
Third Street, Parkersburg, WV 26106-1328.
    Equal Employment Opportunity Records: Equal Employment Opportunity 
Manager, 200 Third Street, Parkersburg, WV 26106-1328.
    Administrative Services Records: Director, Administrative Services 
Division, 200 Third Street, Parkersburg, WV 26106-1328.
    Procurement Records: Director, Division of Procurement, 200 Third 
Street, Parkersburg, WV 26106-1328.
    Financial Management, 200 Third Street, Parkersburg, WV 26106-1328.
    Retiree Mailing Records: Director, Division of Data Services, 200 
Third Street, Parkersburg, WV 26106-1328
    Individuals may submit their requests for determination of whether 
the system contains records about them or for access to records as 
provided under ``Records Access Procedures.'' Requests must be made in 
compliance with the applicable regulations (31 CFR part 1, subpart C). 
Requests which do not comply fully with these procedures may result in 
noncompliance with the request, but will be answered to the extent 
possible.
    (1) A request for access to records must be in writing, signed by 
the individual concerned, identify the system of records, and clearly 
indicate that the request is made pursuant to the Privacy Act of 1974. 
If the individual is seeking access in person, identity may be 
established by the presentation of a single official document bearing 
the individual's photograph or by the presentation of two items of 
identification without the photograph but showing a name and signature. 
If the individual is seeking access by mail, identity may be 
established by presenting a signature, address, and one other 
identifier such as a photocopy of an official document bearing the 
individual's signature. The Bureau of the Public Debt reserves the 
right to require additional verification of an individual's identity.
    (2) The request should be submitted to the appropriate office as 
shown under ``System Managers and Addresses'' above. The request must 
state whether the requester wishes to be notified that the record 
exists or desires to inspect or obtain a copy of the record. If a copy 
of the record is desired, the requester must agree to pay the fees for 
copying the documents in accordance with 31 CFR 1.26(d)(2)(ii).
    (1) A request by an individual contesting the content of records or 
for correction of records must be in writing, signed by the individual 
involved, identify the system of records, and clearly state that the 
request is made pursuant to the Privacy Act of 1974. If the request is 
made in person, identity may be established by the presentation of a 
single official document bearing the individual's photograph or by the 
presentation of two items of identification without the photograph but 
instead showing a name and signature. If the request is made by mail, 
identity may be established by the presentation of a signature, 
address, and one other identifier such as a photocopy of an official 
document bearing the individual's signature. The Bureau of the Public 
Debt reserves the right to require additional verification of an 
individual's identity.
    (2) The initial request should be submitted to the appropriate 
office as shown under ``System Managers and Addresses'' above.
    (3) The request should specify: (a) The dates of records in 
question, (b) the specific records alleged to be incorrect, (c) the 
correction requested, and (d) the reasons.
    (4) The request must include available evidence in support of the 
request.
    Appeals from an Initial Denial of a Request for Correction of 
Records:
    (1) An appeal from an initial denial of a request for correction of 
records must be in writing, signed by the individual involved, identify 
the system of records, and clearly state that it is made pursuant to 
the Privacy Act of 1974. If the individual is making an appeal in 
person, identity may be established by the presentation of a single 
official document bearing the individual's photograph or by the 
presentation of two items of identification without the photograph but 
showing a name and signature. If the individual is making an appeal by 
mail, identity may be established by the presentation of a signature, 
address, and one other identifier such as a photocopy of an official 
document bearing the individual's signature. The Bureau of the Public 
Debt reserves the right to require additional verification of an 
individual's identity.
    (2) Appellate determinations will be made by the Commissioner of 
the Public Debt or the delegate of such officer. Appeals should be 
addressed to, or delivered personally to: Chief Counsel, Bureau of the 
Public Debt, 999 E Street NW., Room 503, Washington, DC 20239-0001 (or 
as otherwise provided for in the applicable appendix to 31 CFR part 1, 
subpart C), within 35 days of the individual's receipt of the initial 
denial of the requested correction.
    (3) An appeal must be marked ``Privacy Act Amendment Appeal'' and 
specify: (a) The records to which the appeal relates, (b) the date of 
the initial request made for correction of the records, and (c) the 
date the initial denial of the request for correction was received.
    (4) An appeal must also specify the reasons for the requester's 
disagreement with the initial denial of correction and must include any 
applicable supporting evidence.
    Information in this system of records is provided by the subject of 
the record, authorized representatives, supervisors, employers, medical 
personnel, other employees, other Federal, State, or local agencies, 
and commercial entities.
    None.

[FR Doc. 94-28673 Filed 11-18-94; 8:45 am]
BILLING CODE 4810-40-M