[Federal Register Volume 60, Number 171 (Tuesday, September 5, 1995)]
[Notices]
[Pages 46120-46125]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-21849]



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FEDERAL HOUSING FINANCE BOARD

[No. 95-9]


Privacy Act of 1974; Systems of Records

AGENCY: Federal Housing Finance Board.

ACTION: Notice.

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SUMMARY: In accordance with the Privacy Act, the Federal Housing 
Finance Board (Finance Board) is publishing a notice of its systems of 
records.

DATES: The Finance Board invites interested parties to submit comments 
on the proposed routine uses of the systems of records described in 
this notice on or before October 5, 1995. The systems of records 
described in this notice will be effective 30 days from the date of 
publication unless the Finance Board receives comments on the routine 
uses that would result in a contrary determination.

ADDRESSES: Please submit comments to: Executive Secretariat, Federal 
Housing Finance Board, 1777 F Street NW., Washington, DC 20006.

FOR FURTHER INFORMATION CONTACT: David A. Guy, Associate General 
Counsel, Office of General Counsel, Federal Housing Finance Board, 1777 
F Street NW., Washington, DC 20006.

SUPPLEMENTARY INFORMATION: Pursuant to the requirements of the Privacy 
Act of 1974 (5 U.S.C. 552a(e)(4)), the Finance Board is publishing a 
notice of the existence and character of its systems of records 
maintained on individuals. As further described below, the Finance 
Board maintains the following systems of records:

FHFB-1 Employee Attendance Records
FHFB-2 General Travel and Transportation Files
FHFB-3 Administrative Grievance Files
FHFB-4 Federal Home Loan Bank Directors Financial Disclosure Records
FHFB-5 Finance Board Director Financial Disclosure Records
FHFB-6 Board of Directors
FHFB-7 Agency Personnel Investigative Records

    In addition, the Finance Board intends to adopt the previously 
published Federal Register notices of the existence and character of 
the following governmentwide systems of records established by the 
Office of Personnel Management (OPM), the Office of Government Ethics 
(OGE), and the Equal Employment Opportunity Commission (EEOC):

OPM/GOVT-1 General Personnel Records
OPM/GOVT-2 Employee Performance File System Records
OPM/GOVT-3 Records of Adverse Actions, Performance-Based Reduction 
in Grade and Removal Actions, and Termination of Probationers
OPM/GOVT-5 Recruiting, Examining, and Placement Records
OGE/GOVT-1 Executive Branch Public Financial Disclosure Reports and 
Other Ethics Program Records
OGE/GOVT-2 Confidential Statements of Employment and Financial 
Interests
EEOC/GOVT-1 Equal Employment Opportunity in the Federal Government 
Complaint and Appeals Records

    These governmentwide systems of records include records that are in 
the temporary custody of the Finance Board, but which are owned by the 
OPM, the EEOC, or the OGE, respectively. Since the OPM, the OGE, and 
the EEOC have published notices in the Federal Register of the 
existence and character of these systems of records, it is 
unnecessarily duplicative for the Finance Board to include a 
description of these systems of records in its Federal Register notice.
    Individuals are referred to the OPM's Federal Register notice of 
the existence and character of OPM/GOVT-1, OPM/GOVT-2, OPM/GOVT-3, and 
OPM/GOVT-5. The citation is 57 FR 35705-35716, August 10, 1992, as 
amended from time to time.
    Individuals are referred to the OGE's Federal Register notice of 
the existence and character of OGE/GOVT-1 and OGE/GOVT-2. The citation 
is 55 FR 6328-6331, February 22, 1990, as amended from time to time.
    Individuals are referred to the EEOC's Federal Register notice on 
the existence and character of EEOC/GOVT-1. The citation is 59 FR 
11068, March 9, 1994, as amended from time to time.
FHFB-1
    Employee Attendance Records.
    None.
    Federal Housing Finance Board, 1777 F Street NW., Washington, DC 
20006.
    Finance Board employees.
    Records consist of: (1) Time and attendance sheets showing employee 
attendance for two-week pay periods and the amount of leave used; and 
(2) employee applications for leave.
    12 U.S.C. 1422b(b)(1).
    Records are used for management and payroll purposes for approval 
and documentation of employees' attendance and use of leave.
    These records, or information therefrom, may be disclosed as a 
routine use to:
    1. Finance Board personnel having a need for access to perform 
their official functions.
    2. Another federal agency for payroll purposes.
    3. The Department of Labor when processing a claim for compensation 
regarding a job connected injury or illness.
    4. A state unemployment compensation office regarding a claim.
    5. The appropriate agency, whether federal, state, or local, where 
there is an indication of a violation, or potential violation of law, 
whether civil, criminal, or regulatory in nature, charged with the 
responsibility of investigating or prosecuting such violation or 
implementing the statute, rule, regulation, or order issued pursuant 
thereto.
    6. The appropriate person in the event that information in the 
record system is needed in the course of presenting evidence to a 
court, magistrate, or administrative tribunal.
    7. The OPM or the General Accounting Office (GAO) when the 
information is required for evaluation of leave administration.
    8. The General Services Administration in connection with its 
responsibilities for records management.
    9. A congressional office in response to an inquiry from the 
congressional office made at the request of the subject individual.
    None.
    Records are maintained in file folders. 

[[Page 46121]]

    Records are filed alphabetically by name.
    Files are kept in areas that are locked after business hours. 
Access is limited to Finance Board personnel having a need for access 
to perform their official functions.
    Records are retained indefinitely.
    Associate Director, Office of Human Resources, Federal Housing 
Finance Board, 1777 F Street, NW, Washington, DC 20006.
    An individual may inquire as to whether this system contains a 
record pertaining to him or her by directing a request to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW, 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for access to a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW, 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for amendment of a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW, 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    The subject individual and Finance Board employees who approve 
leave applications.
    None.
FHFB-2
    General Travel and Transportation Files.
    None.
    Federal Housing Finance Board, 1777 F Street NW, Washington, DC 
20006.
    Current and former Finance Board employees.
    Records consist of travel vouchers, petty cash forms, and 
supporting documentation.
    12 U.S.C. 1422b(a)(3), 41 CFR part 101-41.
    Records document payment for travel expenses of Finance Board 
employees incurred in the performance of their official functions.
    These records, or information therefrom, may be disclosed as a 
routine use to:
    1. Finance Board personnel having a need for access to perform 
their official functions.
    2. Internal agency auditors and auditors of the GAO.
    3. The appropriate agency, whether federal, state, local or 
foreign, charged with the responsibility of investigating or 
prosecuting a violation or potential violation of law or charged with 
enforcing or implementing the statute, or rule, regulation or order 
issued pursuant thereto, in the event that information in this record 
system indicates a violation or potential violation of law, whether 
civil, criminal or regulatory in nature, and whether arising by general 
statute or particular program statute, or by regulation, rule or order 
issued pursuant thereto.
    4. The appropriate person in the event that information in this 
record system is needed in the course of presenting evidence to a 
court, magistrate, or administrative tribunal.
    5. A federal, state, or local agency maintaining civil, criminal or 
other relevant enforcement information or other pertinent information, 
such as current licenses, if necessary to obtain information relevant 
to a decision concerning the hiring or retention of an employee, the 
letting of a contract, or the issuance of a grant or other benefit.
    6. A federal agency, in response to its request, in connection with 
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 by the requesting agency, to the extent that the information is 
relevant and necessary to the requesting agency's decision on the 
matter.
    7. A congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of that individual.
    None.
    Records are contained in file folders.
    Records are filed alphabetically by name.
    Files are kept in areas that are locked after business hours. 
Access is limited to Finance Board personnel having a need for access 
to perform their official functions.
    Records are retained for two years and then destroyed.
    Associate Director, Office of Human Resources, Federal Housing 
Finance Board, 1777 F Street NW., Washington, DC 20006.
    An individual may inquire as to whether this system contains a 
record pertaining to him or her by directing a request to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for access to a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for amendments of a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    The subject individual.
    None.
FHFB-3
    Administrative Grievance Files.
    None. 

[[Page 46122]]

    Federal Housing Finance Board, 1777 F Street, NW., Washington, DC 
20006.
    Current and former Finance Board employees who have filed a 
grievance pursuant to the agency's administrative grievance procedures.
    Records contain documents related to the grievances, including the 
written grievance filed by the employee, statements of witnesses, 
records, the report of a hearing if one is held, the report of a fact 
finder when fact-finding is used, statements made by the parties to the 
grievance, and the agency's decision.
    5 CFR part 771.
    Records document grievance proceedings brought pursuant to the 
Finance Board's administrative grievance procedures.
    These records, or information therefrom, may be disclosed as a 
routine use:
    1. To Finance Board personnel having a need for access to perform 
their official functions.
    2. In litigation to respond to process issued under authority of a 
court of competent jurisdiction and to parties or complainants, their 
representatives, and impartial referees, examiners, administrative 
judges, or other decisionmakers in proceedings under the Finance 
Board's administrative grievance procedures, Equal Employment 
Opportunity procedures, Merit Systems Protection Board, or similar 
procedures.
    3. To request information from a federal, state, or local agency or 
private individual if necessary to obtain information relevant to a 
Finance Board decision within the purposes of this system of records.
    4. To the appropriate agency, whether federal, state, local or 
foreign, charged with the responsibility of investigating or 
prosecuting a violation or potential violation of law or charged with 
enforcing or implementing the statute, or rule, regulation or order 
issued pursuant thereto, in the event that information in this record 
system indicates a violation or potential violation of law, whether 
civil, criminal or regulatory in nature, and whether arising by general 
statute or particular program statute, or by regulation, rule or order 
issued pursuant thereto.
    5. A federal, state, or local agency maintaining civil, criminal or 
other relevant enforcement information or other pertinent information, 
such as current licenses, if necessary to obtain information relevant 
to a decision concerning the hiring or retention of an employee, the 
letting of a contract, or the issuance of a grant or other benefit.
    6. A congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of that individual.
    None.
    Records are contained in file folders.
    Records are filed alphabetically by name.
    Files are kept in areas that are locked after business hours. 
Access is limited to Finance Board personnel having a need for access 
to perform their official functions.
    Records are destroyed five years after closure of a case.
    Personnel Security Officer, Office of Human Resources, Federal 
Housing Finance Board, 1777 F Street, NW., Washington, DC 20006.
    An individual may inquire as to whether this system contains a 
record pertaining to him or her by directing a request to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for access to a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for amendments of a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    The subject individual, Finance Board personnel records, and 
statements and testimony of witnesses and related correspondence.
    None.
FHFB-4
    Federal Home Loan Bank Directors Financial Disclosure Records.
    None.
    Federal Housing Finance Board, 1777 F Street, NW., Washington, DC 
20006.
    Current and former members of the boards of directors of the 12 
Federal Home Loan Banks (Banks).
    Records contain: (1) Information describing the financial 
relationships, as defined in 12 CFR 931.30, of current and former 
members of the boards of directors of the Banks; and (2) certifications 
of eligibility by current and former members of the boards of directors 
of the Banks.
    12 U.S.C. 1427(a), (b), (d).
    Records are collected to determine whether Bank directors are in 
compliance with applicable statutory and regulatory eligibility 
requirements.
    Records, or information therefrom, may be disclosed as a routine 
use to Finance Board personnel having a need for access to perform 
their official functions.
    None.
    Records are contained in file folders.
    Records are filed alphabetically by name. 

[[Page 46123]]

    Files are kept in areas that are locked after business hours. 
Access is limited to Finance Board personnel having a need for access 
to perform their official functions.
    Records are retained for three years or until the subject 
individual leaves office as a FHLBank director, whichever is longer.
    Associate Director, District Banks Secretariat, Federal Housing 
Finance Board, 1777 F Street, NW, Washington, DC 20006.
    An individual may inquire as to whether this system contains a 
record pertaining to him or her by directing a request to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW, 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for access to a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street, NW, 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for amendment of a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW, Washington, 
DC 20006, in accordance with the procedures set forth in 12 CFR part 
909.
    The subject individual.
    None.
FHFB-5
    Finance Board Director Financial Disclosure Records.
    None.
    Federal Housing Finance Board, 1777 F Street NW., Washington, DC 
20006.
    Current and former members of the Board of Directors of the Finance 
Board.
    12 U.S.C. 1422a(b)(2)(C).
    Records are collected to determine whether Finance Board Directors 
are in compliance with applicable statutory and regulatory eligibility 
requirements.
    Records, or information therefrom, may be disclosed as a routine 
use to Finance Board personnel having a need for access to perform 
their official functions.
    None.
    Records are contained in file jackets.
    Records are filed alphabetically by name.
    Records are stored in a safe secured by a combination lock. Access 
is limited to Finance Board personnel having a need for access to 
perform their official functions.
    Records are retained for seven years and then destroyed.
    Designated Agency Ethics Official, Federal Housing Finance Board, 
1777 F Street NW., Washington, DC 20006.
    An individual may inquire as to whether this system contains a 
record pertaining to him or her by directing a request to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for access to a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for amendment of a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    The subject individual.
    None. FHFB-6
    Board of Directors.
    None.
    Federal Housing Finance Board, 1777 F Street, NW, Washington, DC 
20006.
    Current and former members of the Board of Directors of the Finance 
Board.
    Records contain photographs and biographies of current and former 
members of the Board of Directors of the Finance Board.
    12 U.S.C. 1422a(b)(1).
    Records are used to provide information to the press and other 
interested persons or agencies.
    Records, or information therefrom, may be disclosed as a routine 
use to:
    1. The press and other interested persons or agencies.
    2. Finance Board personnel having a need for access to perform 
their official functions.
    None.
    Records are contained in file jackets.
    Records are filed alphabetically by name.
    Files are kept in areas that are locked after business hours. 
Access is limited to Finance Board personnel having a 

[[Page 46124]]
need for access to perform their official functions.
    Records are transferred to the National Archives two years after a 
Finance Board Director leaves office.
    Director, Office of Public Affairs, Federal Housing Finance Board, 
1777 F Street, NW., Washington, DC 20006.
    An individual may inquire as to whether this system contains a 
record pertaining to him or her by directing a request to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for access to a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for amendment of a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    The subject individual.
    None.
FHFB-7
    Agency Personnel Investigative Records.
    None.
    Federal Housing Finance Board, 1777 F Street NW., Washington, DC 
20006.
    Current and former Finance Board employees.
    Records contain information relating to the subject individual, 
including name, address, date and place of birth, Social Security 
number, citizenship, residence, foreign travel and contacts, education, 
personal references, organizational membership and security clearance 
history, reports from commercial credit agencies, and personal security 
investigative reports from either the OPM or the Federal Bureau of 
Investigation.
    5 U.S.C. 3301, 5 CFR parts 5, 731, 736, E.O. 10577.
    Records are collected in order to make a determination as to the 
suitability of the subject individual for federal employment. The 
records are maintained in order to provide documentation, if necessary, 
to OPM in order to support the Finance Board's determination of the 
suitability of the subject individual for federal employment.
    Records, or information therefrom, may be disclosed as a routine 
use to:
    1. Designated officers and employees of agencies, offices, and 
other establishments in the executive, legislative, and judicial 
branches of the federal government, having a need to evaluate 
qualifications, suitability, and loyalty to the United States 
government and/or a security clearance or access determination.
    2. Designated officers and employees of agencies, offices, and 
other establishments in the executive, legislative, and judicial 
branches of the federal government, and the District of Columbia 
government, when such agency, office, or establishment conducts an 
investigation of the individual for purposes of granting a security 
clearance, or for the purpose of making a determination of 
qualifications, suitability, or loyalty to the United States 
government, or access to classified information or restricted areas.
    3. Designated officers and employees of agencies, offices, and 
other establishments in the executive, judicial, or legislative 
branches of the federal government, having the responsibility to grant 
clearances, to make determination regarding access to classified 
information or restricted areas, or to evaluated qualifications, 
suitability, or loyalty to the United States government, in connection 
with performance of a service to the federal government under a 
contract or other agreement.
    4. Intelligence agencies for use in intelligence activities;
    5. Any source from which information is requested in the course of 
an investigation, to the extent necessary to identify the individual, 
inform the source of the nature and purpose of the investigation, and 
to identify the type of information requested.
    6. The federal, state, or local agency responsible for 
investigating, prosecuting, enforcing, or implementing a statute, rule, 
regulation, or order where there is an indication of a violation or 
potential violation of civil or criminal law or regulation.
    7. An agency, office or other establishment in the executive, 
legislative, or judicial branches of the federal government, or the 
District of Columbia government, in response to its request, in 
connection with the hiring or retention of an employee, the issuance of 
a security clearance, the conducting of a security or suitability 
investigation of an individual, the classifying of jobs, the letting of 
a contract, or the issuance of a license, grant, or other benefit by 
the requesting agency.
    8. Federal agencies as a data source for management information 
through the production of summary descriptive statistics and analytical 
studies in support of the functions for which the records are 
maintained or for related studies.
    9. A congressional office in response to an inquiry made at the 
request of that individual.
    10. In litigation before a court or in an administrative proceeding 
being conducted by a federal agency.
    11. The National Archives and Records Administration for records 
management inspections.
    12. The Office of Management and Budget in connection with private 
relief legislation.
    13. Respond to a request for discovery or for appearance of a 
witness.
    14. The Merit Systems Protection Board, the Office of Special 
Counsel, the Equal Employment Opportunity Commission, or the Federal 
Labor Relations Authority, in connection with functions vested in those 
agencies.
    None.
    The records are contained in file jackets and stored in a safe 
secured by a combination lock.
    Records are filed alphabetically by name. 

[[Page 46125]]

    Records are in the custody of the Personnel Security Officer and 
are maintained in a safe secured by a combination lock. The room where 
the records are stored is locked when not in use.
    Records are retained until the subject individual terminates 
employment at the Finance Board, at which time the records are sent to 
the OPM.
    Personnel Security Officer, Office of Human Resources, Federal 
Housing Finance Board, 1777 F Street NW., Washington, DC 20006.
    An individual may inquire as to whether this system contains a 
record pertaining to him or her by directing a request to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Requests for access to a record shall be directed to the Office of 
Personnel Management, Federal Investigations Processing Center, FOI/PA, 
Boyers, Pennsylvania 16018.
    Requests for amendment of a record shall be directed to Executive 
Secretary, Federal Housing Finance Board, 1777 F Street NW., 
Washington, DC 20006, in accordance with the procedures set forth in 12 
CFR part 909.
    Subject individual; police, military, or naval reports; former 
employees; and references supplied to the Personnel Security Officer by 
the subject individual.
    Records contained in this system are exempt from disclosure, 
pursuant to the provisions 5 U.S.C. 552a(k)(5), to the extent that 
disclosure would reveal the identity of a source who furnished 
information to the government under an express promise that the 
identification of the source would be held in confidence, or, prior to 
September 1, 1975, under an implied promise that the identity of the 
source would be held in confidence.

    Dated: August 28, 1995.

    By the Federal Housing Finance Board.
Rita I. Fair,
Managing Director.
[FR Doc. 95-21849 Filed 9-1-95; 8:45 am]
BILLING CODE 6725-01-P