[Federal Register Volume 60, Number 217 (Thursday, November 9, 1995)]
[Notices]
[Pages 56865-56879]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: X95-121109]
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Bureau of the Public Debt
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
[[Page 56866]]
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.
[[Page 56867]]
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 Records: Director, Division of 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,
[[Page 56868]]
employers, medical personnel, other employees, other Federal, State, or
local agencies, and commercial entities.
None.
Treasury/BPD .002
United States Savings Type Securities.
Bureau of the Public Debt: Washington, DC; Parkersburg, WV.
Federal Reserve Banks and Branches located at: Atlanta, GA; Baltimore,
MD; Birmingham, AL; Boston, MA; Buffalo, NY; Charlotte, NC; Chicago,
IL; Cincinnati, OH; Cleveland, OH; Dallas, TX; Denver, CO; Detroit, MI;
El Paso, Tx; Houston, TX; Jacksonville, FL; Kansas City, MO; Little
Rock, AR; Los Angeles, CA; Louisville, KY; Memphis, TN; Miami, FL;
Minneapolis, MN; Nashville, TN; New Orleans, LA; New York, NY; Oklahoma
City, OK; Omaha, NE; Philadelphia, PA; Pittsburgh, PA; Portland, OR;
Richmond, VA; Salt Lake City, UT; San Antonio, TX; San Francisco, CA;
Seattle, WA; and St. Louis, MO.
Present and former owners of, claimants to, persons entitled to,
and inquirers concerning United States savings-type securities and
interest thereon--including, but not limited to, United States Savings
Bonds, Savings Notes, Retirement Plan Bonds, and Individual Retirement
Bonds.
(1) Issuance: Records relating to registration, issuance, and
correspondence in connection with issuance of savings-type securities.
This category includes records of current income savings bonds
processed under an automated system which will permit access by
selected Federal Reserve Banks and Branches. (2) Holdings: Records
documenting ownership, status, payments by date and account numbers,
and inscription information; interest activity; correspondence in
connection with notice of change of name and address; non-receipt or
over- or underpayments of interest and principal; and numerical
registers of ownership. Such records include information relating to
savings-type securities held in safekeeping in conjunction with the
Department's program to deliver such securities to the owners or
persons entitled. This category includes records of current income
savings bonds processed under an automated system which will permit
access by selected Federal Reserve Banks and Branches. (3) Transactions
(redemptions, payments, and reissues): Records, which include
securities transaction requests; interest activity; legal papers
supporting transactions; applications for disposition or payment of
securities and/or interest thereon of deceased or incapacitated owners;
records of retired securities; and payment records. This category
includes records of current income savings bonds processed under an
automated system which will permit access by selected Federal Reserve
Banks and Branches. (4) Claims: Records including correspondence
concerning lost, stolen, destroyed or mutilated savings-type
securities; bonds of indemnity; legal documents supporting claims for
relief; and records of caveats entered. (5) Inquiries: Records of
correspondence with individuals who have requested information
concerning savings-type securities and/or interest thereon.
31 U.S.C. 3101, et seq. and 5 U.S.C. 301.
Information in this system of records is collected and maintained
to enable Public Debt and its agents to issue savings bonds, to process
transactions, to make payments, and to identify owners and their
accounts.
A record or information from a record maintained in this system of
records may be disclosed as a routine use to: (1) Agents or contractors
of the Department for the purpose of administering the public debt of
the United States; (2) next-of-kin, voluntary guardian, legal
representative or successor in interest of a deceased or incapacitated
owner of securities and others entitled to the reissue, distribution,
or payment for the purpose of assuring equitable and lawful disposition
of securities and interest; (3) either co-owner for bonds registered in
that form or to the beneficiary for bonds registered in that form,
provided that acceptable proof of death of the owner is submitted; (4)
the Internal Revenue Service for the purpose of facilitating collection
of the tax revenues of the United States; (5) the Department of Justice
in connection with lawsuits to which the Department of the Treasury is
a party or to trustees in bankruptcy for the purpose of carrying out
their duties; (6) the Veterans Administration and selected veterans
publications for the purpose of locating owners or other persons
entitled to undeliverable bonds held in safekeeping by the Department;
(7) other federal agencies to effect salary or administrative offset
for the purpose of collecting debts; (8) a consumer reporting agency,
including mailing addresses obtained from the Internal Revenue Service,
to obtain credit reports; (9) a debt collection agency, including
mailing addresses obtained from the Internal Revenue Service, for debt
collection services; (10) contractors conducting Treasury-sponsored
surveys, polls, or statistical analyses relating to the marketing or
administration of the public debt of the United States; (11)
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; (12) 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; (13) a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains; (14) disclose through computer matching information on
individuals owing debts to the Bureau of the Public Debt to other
Federal agencies for the purpose of determining whether the debtor is a
Federal employee or retiree receiving payments which may be used to
collect the debt through administrative or salary offset; (15) disclose
through computer matching information on holdings of savings-type
securities to requesting Federal agencies under approved agreements
limiting the information to that which is relevant in making a
determination of eligibility for Federal benefits administered by those
agencies; and (16) disclose through computer matching, information on
individuals with whom the Bureau of the Public Debt has lost contact,
to other Federal agencies for the purpose of utilizing letter
forwarding services to advise these individuals that they should
contact the Bureau about returned payments and/or matured unredeemed
securities.
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
[[Page 56869]]
to encourage repayment of an overdue debt.
Records in this system are stored in their original form in file
cabinets, or as information in electronic media, or on microform.
Information can be retrieved alphabetically by name, address, and
period of time security was issued, by bond serial numbers, or, in some
cases, numerically by social security number. In the case of
securities, except Series G savings bonds, registered in more than one
name, information relating thereto can be retrieved only by the name,
or, in some cases, the social security number of the first-named co-
owner. In the case of gift bonds inscribed with the social security
number of the purchaser, bonds are retrieved under that number, or by
bond serial number.
Information is contained in secure buildings or in areas which are
occupied either by officers and responsible employees of Public Debt
who are subject to personnel screening procedures and to the Treasury
Department Code of Conduct or by agents of Public Debt who are required
to maintain proper control over records while in their custody.
Additionally, since in most cases, numerous steps are involved in the
retrieval process, unauthorized persons would be unable to retrieve
information in meaningful form. Information stored in electronic media
is safeguarded by automatic data processing security procedures in
addition to physical security measures. Additionally, for those
categories of records stored in computers with on-line terminal access,
the information cannot be accessed without proper passwords and
preauthorized functional capability.
Records of holdings, forms, documents, and other legal papers
which constitute the basis for transactions subsequent to original
issue are maintained for such time as is necessary to protect the legal
rights and interests of the United States Government and the persons
affected, or otherwise until they are no longer historically
significant. Other records are disposed of at varying intervals in
accordance with records retention schedules reviewed and approved by
the National Archives and Records Administration (NARA). All records
are destroyed by shredding, incineration, or maceration. Records in
electronic media are electronically erased using accepted techniques.
Assistant Commissioner, Savings Bond Operations Office,
Parkersburg, WV 26106-1328.
Individuals may submit their requests for determination if the
system contains records pertaining to them or for access to records as
provided under ``Record Access Procedures.'' Contesting records
procedures or requests for correction of records and appeals from an
initial denial of a request for correction of records may be submitted
as provided under the applicable heading below.
Individuals who wish to request access to records relating to them
or who wish to request correction of records they believe to be in
error should submit such requests pursuant to the procedures set out
below 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) Requests by individuals about securities they own: (a) For
current income savings bonds: Individuals may make inquiries at a
Federal Reserve Bank or Branch or directly to the Bureau of the Public
Debt, Savings Bond Operations Office, Division of Transactions and
Rulings, Parkersburg, WV 26106-1328, (304) 480-6112. If the particular
Federal Reserve Bank or Branch cannot access the particular record, the
individual will be advised to contact the Savings Bond Operations
Office. Individuals should provide sufficient information, including
their address and social security number, to identify themselves as
owner or coowner of the securities. They should provide sufficient
information to identify the securities; this would include the series,
approximate date of issue, serial number, form of registration, and,
except for Series G Savings Bonds registered in coownership form, the
name and social security number of the first-named coowner. If a Case
Identification Number is known, that should be provided. (b) For all
other types of securities covered by this system of records:
Individuals should contact the following: Bureau of the Public Debt,
Savings Bond Operations Office, Division of Transactions and Rulings,
Parkersburg, WV 26106-1328, (304) 480-6112. Individuals should provide
sufficient information, including their address and social security
number, to identify themselves as owner or coowner of the securities.
Individuals should provide sufficient information to identify the
securities, such as type or series of security, approximate date of
issue, serial number, form of registration, and the name and social
security number of the first-named coowner, or in the case of gift
bonds the social security number of the purchaser if that number was
used.
(2) Requests by anyone other than individuals about securities
they own must contain sufficient information to identify the
securities; this would include type or series of securities,
approximate date of issue, serial number, and form of registration.
These requests will be honored only if the identity and right of the
requester to the information have been established. Requests should be
sent to the following: Bureau of the Public Debt, Savings Bond
Operations Office, Division of Transactions and Rulings, Parkersburg,
WV 26106-1328, (304) 480-6112. (a) Requests by a beneficiary for
information concerning securities registered in beneficiary form must
be accompanied by the name and social security number of the owner and
by proof of death of the registered owner. (b) Requests for records of
holdings or other information concerning a deceased or incapacitated
individual should be accompanied either by evidence of the requester's
appointment as legal representative of the estate of the individual or
by a statement attesting that no such representative has been appointed
and giving the nature of the relationship between the requester and the
individual.
(1) A request by an individual contesting the content of records
or for correction of records should be in writing, be signed, and
clearly state that the request is made pursuant to the Privacy Act of
1974.
(2) The request for correction should specify: (a) The dates of the
prior correspondence concerning the records in question; (b) the
specific records alleged to be incorrect; (c) the correction requested;
and (d) the reasons therefor.
(3) The request must include any available evidence in support of
the request.
(4) The request for correction should be sent to: Director,
Division of Transactions and Rulings, Savings Bond
[[Page 56870]]
Operations Office, Bureau of the Public Debt, Parkersburg, WV 26106-
1328, (304) 480-6112.
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, be signed by the individual
involved and clearly state that it is made pursuant to the Privacy Act
of 1974. (2) All appeals must, to be processed under the Privacy Act
procedures, be delivered to the address set forth for submission of
appeals within 35 days of the individual's receipt of the initial
denial of the requested correction. (3) All appeals must 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 that
initial denial of the request for correction was received. (4) All
appeals must also specify the reasons for the requester's disagreement
with the initial denial of correction and must include any applicable
supporting evidence.
(5) 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 the following: Privacy Act
Amendment Appeal, Chief Counsel, Bureau of the Public Debt, Department
of the Treasury, 999 E Street, Room 503, Washington, DC 20239-0001, or
as otherwise provided in the applicable appendix to 31 CFR part 1,
subpart C.
Information on records in this system is furnished by the
individuals or their authorized representatives as listed in
``Categories of Individuals`` and issuing agents for securities or is
generated within the system itself.
None.
Treasury/BPD .003
United States Securities (Other than Savings Type Securities) --
Treasury/BPD.
Bureau of the Public Debt: Washington, DC; Parkersburg, WV;
Federal Reserve Banks and Branches located at: Atlanta, GA; Baltimore,
MD; Birmingham, AL; Boston, MA; Buffalo, NY; Charlotte, NC; Chicago,
IL; Cincinnati, OH; Cleveland, OH; Dallas, TX; Denver, CO; Detroit, MI;
El Paso, TX; Houston, TX; Jacksonville, FL; Kansas City, MO; Little
Rock, AR; Los Angeles, CA; Louisville, KY; Memphis, TN; Miami, FL;
Minneapolis, MN; Nashville, TN; New Orleans, LA; New York, NY; Oklahoma
City, OK; Omaha, NE; Philadelphia, PA; Pittsburgh, PA; Portland, OR;
Richmond, VA; Salt Lake City, UT; San Antonio, TX; San Francisco, CA;
Seattle, WA; and St. Louis, MO.
Present and former owners of, subscribers to, claimants to,
persons entitled to, and inquirers concerning United States Treasury
securities (except savings-type securities) and interest thereon and
such securities for which the Treasury acts as agent including, but not
limited to, Treasury Bonds, Notes, and Bills; Adjusted Service Bonds;
Armed Forces Leave Bonds; and Federal Housing Administration
Debentures.
(1) Issuance: Records relating to tenders, bids, subscriptions,
advices of shipment, requests (applications) for original issue, and
correspondence concerning erroneous issue and nonreceipt of securities.
(2) Holdings: Records of ownership and interest activity on registered
or recorded United States securities (other than savings-type
securities); records about fees for TREASURY DIRECT accounts exceeding
a stipulated amount; change of name and address notices; correspondence
concerning errors in registration or recordation; nonreceipt or over-
and underpayments of interest and principal; records of interest
activity; records of unclaimed accounts; and letters concerning the New
York State tax exemption for veterans of World War I. (3) Transactions
(redemptions, payments, reissues, transfers, and exchanges): Records
which include securities transaction requests; records about fees for
definitive securities issued; legal papers supporting transactions;
applications for transfer, disposition, or payment of securities of
deceased or incompetent owners; records of Federal estate tax
transactions; certificates of ownership covering paid overdue bearer
securities; records of erroneous redemption transactions; records of
retired securities; and payment records. (4) Claims: Records including
correspondence concerning lost, stolen, destroyed, or mutilated United
States securities (other than savings-type securities) or securities
for which the Treasury acts as agent and interest coupons thereon;
bonds of indemnity; legal documents supporting claims for relief; and
records of caveats entered. (5) Inquiries: Records of correspondence
with individuals who have requested information concerning United
States Treasury securities (other than savings-type securities) or
securities for which the Treasury acts as agent. (6) All of the above
categories of records except ``(4) Claims`` include records of Treasury
bills, notes, and bonds in the TREASURY DIRECT Book-entry Securities
System. (7) Records in connection with the commercial book-entry system
relate to information on tenders and in accounts maintained in the
system.
31 U.S.C. 3101 et seq. and 5 U.S.C. 301.
A record or information from a record maintained in this system of
records may be disclosed as a routine use to: (1) Agents or contractors
of the Department for the purpose of administering the public debt of
the United States; (2) next-of-kin, voluntary guardian, legal
representative or successor in interest of a deceased or incapacitated
owner of securities and others entitled upon transfer, exchange,
distribution, or payment for the purpose of assuring equitable and
lawful disposition of securities and interest; (3) any of the owners if
the related securities are registered or recorded in the names of two
or more owners; (4) the Internal Revenue Service for the purpose of
facilitating the collection of the tax revenues of the United States;
(5) the Department of Justice in connection with lawsuits to which the
Department of the Treasury is a party or to trustees in bankruptcy for
the purpose of carrying out their duties; (6) the Veterans
Administration when it relates to the holdings of Armed Forces Leave
Bonds to facilitate the redemption or disposition of these securities;
(7) other federal agencies to effect salary or administrative offset
for the purpose of collecting debts; (8) a consumer reporting agency,
including mailing addresses obtained from the Internal Revenue Service,
to obtain credit reports; (9) a debt collection agency, including
mailing addresses obtained from the Internal Revenue Service, for debt
collection services; (10) contractors conducting Treasury-sponsored
surveys, polls, or statistical analyses relating to marketing or
administration of the public debt of the United States; (11)
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
[[Page 56871]]
implementing, a statute, rule, regulation, order, or license; (12) 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; (13) a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains; (14) disclose through computer matching information on
individuals owing debts to the Bureau of the Public Debt to other
Federal agencies for the purpose of determining whether the debtor is a
Federal employee or retiree receiving payments which may be used to
collect the debt through administrative or salary offset; (15) disclose
through computer matching information on holdings of Treasury
securities to requesting Federal agencies under approved agreements
limiting the information to that which is relevant in making a
determination of eligibility for Federal benefits administered by those
agencies; and (16) disclose through computer matching, information on
individuals with whom the Bureau of the Public Debt has lost contact,
to other Federal agencies for the purpose of utilizing letter
forwarding services to advise these individuals that they should
contact the Bureau about returned payments and/or matured unredeemed
securities.
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.
Records in this system are stored in their original form in file
cabinets, as information in electronic media, or on microform.
Information can be retrieved by social security or account number,
or, in some cases, alphabetically by name or numerically by security
serial number. In the case of securities registered in more than one
name, information relating thereto can generally only be retrieved by
social security number or by the name of the first-named owner.
Information about individuals submitting electronic bids can also be
retrieved by bidder identification number, where such number has been
assigned.
Information is contained in secure buildings, Federal Records
Centers, or in areas which are occupied either by officers and
responsible employees of the Department who are subject to personnel
screening procedures and to the Executive Branch and Treasury
Department Standards of Conduct or by agents of the Department who are
required by the Department to maintain proper control over records
while in their custody. Additionally, since in most cases, numerous
steps are involved in the retrieval process, unauthorized persons would
be unable to retrieve information in a meaningful form. Information
stored in electronic media is safeguarded by automatic data processing
security procedures in addition to physical security measures.
Additionally, for those categories of records stored in computers with
terminal access, the information cannot be obtained or modified without
proper passwords and preauthorized functional capability.
Records of holdings, forms, documents, and other legal papers
which constitute the basis for transactions subsequent to original
issue are maintained for such time as is necessary to protect the legal
rights and interests of the U.S. Government and the persons affected,
or otherwise until they are no longer historically significant. Other
records are disposed of at varying intervals in accordance with records
retention schedules reviewed and approved by the National Archives and
Records Administration (NARA). All records are destroyed by shredding,
incineration, or maceration. Records in electronic media are
electronically erased using accepted techniques.
Records relating to information contained in the commercial book-
entry system: Assistant Commissioner, Office of Financing, Bureau of
the Public Debt, Washington, DC 20239-0001.
All other records: Assistant Commissioner, Office of Securities and
Accounting Services, Bureau of the Public Debt,Parkersburg, WV 26106-
1328.
Individuals may submit their requests for determination if the
system contains records pertaining to them or for access to records as
provided under ``Records access procedures'' and ``Requests for access
to records.'' Contesting records procedures or requests for correction
of records and appeals from an initial denial of a request for
correction of records may be submitted as provided under the applicable
heading below.
Individuals who wish to request access to records relating to them
or who wish to request correction of records they believe to be in
error should submit such requests pursuant to the procedures set out
below 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.
Requests for access to records: (1) Requests by individuals for
information relating to records contained in the commercial book-entry
system should be directed to the Assistant Commissioner, Office of
Financing, Bureau of the Public Debt, Washington, DC 20239-0001.
(2) Requests by individuals about securities they own: (a) For
Treasury bills, notes, or bonds held in the TREASURY DIRECT Book-entry
Securities System: Individuals may contact the nearest Federal Reserve
Bank or Branch or the Bureau of the Public Debt as listed in the
appendix 1 to this system of records. Individuals should provide
sufficient information, including their social security number, to
identify themselves as owners of securities and sufficient information,
including account number, to identify their TREASURY DIRECT account.
(b) For all other categories of records in this system of records:
Individual owners should contact: Assistant Commissioner, Office of
Securities and Accounting Services, Bureau of the Public Debt,
Parkersburg, WV 26106-1328. Requests should contain information to
identify themselves including name, address, and social security
number; the type of security involved such as a registered note or
bond, an Armed Forces Leave Bond, etc.; and, to the extent possible,
specify the loan, issue date, denomination, exact form of registration,
and other information about the securities.
(3) Requests by individuals who are representatives of owners or
their estates require appropriate authority papers. Write to: Assistant
Commissioner, Office of Securities and Accounting Services, Bureau of
the Public Debt, Parkersburg, WV 26106-1328, to obtain information on
these
[[Page 56872]]
requirements. (4) In all cases: The request for information will be
honored only if the identity and right of the requester to the
information have been established.
(1) A request by an individual contesting records procedures or
for correction of records should be in writing, be signed, and, in
order for the Privacy Act procedures to apply, state that the request
is made pursuant to the Privacy Act of 1974. (2) The request should
specify: (a) The dates of the prior correspondence with the Bureau or a
Federal Reserve Bank or Branch concerning the records in question, (b)
the specific records involved, (c) the change or correction requested,
and (d) the reasons therefor. (3) The request must include any
available evidence in support of the request and should be sent to:
Assistant Commissioner, Office of Financing, Bureau of the Public Debt,
Washington, DC 20239-0001, for requests concerning information relating
to records contained in the commercial book-entry system; for all other
records Assistant Commissioner, Office of Securities and Accounting
Services, Bureau of the Public Debt, Parkersburg, WV 26106-1328, for
all other requests.
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, be signed by the individual
involved, and, in order for the Privacy Act procedures to apply, state
that it is made pursuant to the Privacy Act of 1974. (2) All appeals
must, to be handled under the Privacy Act procedures, be delivered to
the address set forth for submission of appeals within 35 days of the
individual's receipt of the initial denial of the requested correction.
(3) All appeals must specify: (a) The records to which the appeal
relates, (b) the date the initial request for correction of the records
was made, and (c) the date that initial denial of the request for
correction was received. (4) All appeals must also specify the reasons
for the requester's disagreement with the initial denial of correction
and must include any applicable supporting evidence. (5) Appeals should
be addressed to the Commissioner, Bureau of the Public Debt,
Washington, DC 20239-0001, or as otherwise provided in the applicable
appendix to 31 CFR part 1, subpart C.
Information contained in records in the system is furnished by the
individuals or their authorized representatives as listed in
``Categories of Individuals,`` or is generated within the system
itself.
None.
Appendix of TREASURY DIRECT contacts.
This appendix lists the places that may be contacted by individuals
when inquiring about their securities accounts maintained in
TREASURY DIRECT. The initials ``FRB`` stand for Federal Reserve Bank
or Branch.
FRB Atlanta
Visits: 104 Marietta Street, NW, Atlanta, Georgia;
Mail: Securities Service Dept., 104 Marietta St., NW, Atlanta, GA
30303; Telephone: (recording) 404-521-8657; (other) 404-521-8673.
FRB Baltimore
Visits: 502 South Sharp Street, Baltimore, Maryland;
Mail: PO Box 1378, Baltimore, MD 21203; Telephone: (recording) 301-
576-3500; (other) 301-576-3300
FRB Birmingham
Visits: 1801 Fifth Avenue, North, Birmingham, Alabama;
Mail: PO Box 830447, Birmingham, AL 35283-0447; Telephone:
(recording) 205-731-8702; (other) 205-731-8708.
FRB Boston
Visits: 600 Atlantic Avenue, Boston, Massachusetts;
Mail: PO Box 2076, Boston, MA 02106; Telephone: (recording) 617-
973-3805; (other) 617-973-3810.
FRB Buffalo
Visits: 160 Delaware Avenue, Buffalo, New York:
Mail: PO Box 961, Buffalo, NY 14240-0961; Telephone: (recording)
716-849-5158; (other) 716-849-5000.
FRB Charlotte
Visits: 530 East Trade Street, Charlotte, North Carolina;
Mail: PO Box 30248, Charlotte, NC 28230; Telephone: (recording)
704-358-2424; (other) 704-358-2100.
FRB Chicago
Visits: 230 South LaSalle Street, Chicago, Illinois;
Mail: PO Box 834, Chicago, IL 60690; Telephone: (recording) 312-
786-1110; (other) 312-322-5369.
FRB Cincinnati
Visits: 150 East Fourth Street, Cincinnati, Ohio; Mail: PO Box 999,
Cincinnati, OH 45102; Telephone: 513-721-4787, ext. 334.
FRB Cleveland
Visits: 1455 East Sixth Street, Cleveland, Ohio; Mail: PO Box 6387,
Cleveland, OH 44101; Telephone: (recording) 216-579-2490; (other)
216-579-2000.
FRB Dallas
Visits: 2200 North Pearl Street, Dallas, Texas;
Mail: PO Box 655906 Dallas, TX 75265-5906; Telephone: (recording);
214-922-6100 (other) 214-922-6770.
FRB Denver
Visits: 1020 16th Street, Denver, Colorado;
Mail: PO Box 5228, Denver, CO 80217-5228; Telephone: (recording)
303-572-2475; (other) 303-572-2470 or 2473.
FRB Detroit
Visits: 160 West Fort Street, Detroit, Michigan;
Mail: PO Box 1059, Detroit, MI 48231; Telephone: (recording) 313-
963-4936; (other) 313-964-6157.
FRB El Paso
Visits: 301 East Main, El Paso, Texas;
Mail: PO Box 100, El Paso, TX 79999; Telephone: (recording) 915-
521-8295; (other) 915-521-8272
FRB Houston
Visits: 1701 San Jacinto Street, Houston, Texas;
Mail: PO Box 2578, Houston, TX 77252; Telephone: 713-659-4433.
FRB Jacksonville
Visits: 800 West Water Street, Jacksonville, Florida;
Mail: PO Box 2499, Jacksonville, FL 32231-2499; Telephone:
(recording) 904-632-1178; (other) 904-632-1179.
FRB Kansas City
Visits: 925 Grand Avenue, Kansas City, Missouri;
Mail: PO Box 440, Kansas City, MO 64198; Telephone: (recording)
816-881-2767; (other) 816-881-2883.
FRB Little Rock
Visits: 325 West Capitol Avenue, Little Rock, Arkansas; Mail: PO
Box 1261, Little Rock, AR 72203; Telephone: (recording) 501-324-
8274; (other) 501-324-8272.
FRB Los Angeles
Visits: 950 South Grand Avenue, Los Angeles, California;
Mail: PO Box 2077, Terminal Annex, Los Angeles, CA 90051;
Telephone: 213-624-7398.
FRB Louisville
Visits: 410 South Fifth Street, Louisville, Kentucky;
Mail: PO Box 32710, Louisville, KY 40232; Telephone: (recording)
502-568-9240; (other) 502-568-9236 or 9238.
FRB Memphis
Visits: 200 North Main Street, Memphis, Tennessee;
Mail: PO Box 407, Memphis, TN 38101; Telephone: (recording) 901-
523-9380; (other) 901-523-7171, ext. 423.
FRB Miami
Visits: 9100 NW. Thirty-Sixth Street, Miami, Florida;
Mail: PO Box 520847, Miami, FL 33152; Telephone: (recording) 305-
471-6257; (other) 305-471-6497.
[[Page 56873]]
FRB Minneapolis
Visits: 250 Marquette Avenue, Minneapolis, Minnesota;
Mail: 250 Marquette Avenue, Minneapolis, MN 55480; Telephone:
(recording) 612-340-2051; (other) 612-340-2075.
FRB Nashville
Visits: 301 Eighth Avenue, North, Nashville, Tennessee;
Mail: 301 Eighth Avenue, N., Nashville, TN 37203-4407; Telephone:
(recording) 615-251-7236; (other) 615-251-7100.
FRB New Orleans
Visits: 525 St. Charles Avenue, New Orleans, Louisiana;
Mail: PO Box 61630, New Orleans, LA 70161; Telephone: (recording)
504-593-5839; (other) 504-593-3200.
FRB New York
Visits: 33 Liberty Street, New York, New York;
Mail: Federal Reserve, PO Station, New York, NY 10045; Telephone:
(recording) 212-720-5823; (other) 212-720-6619.
FRB Oklahoma City
Visits: 226 Dean A. McGee Avenue, Oklahoma City, Oklahoma;
Mail: P O Box 25129, Oklahoma City, OK 73125; Telephone:
(recording) 405-270-8660; (other) 405-270-8652.
FRB Omaha
Visits: 2201 Farnam Street, Omaha, Nebraska;
Mail: 2201 Farnam Street, Omaha, NE 68102; Telephone: (recording)
402-221-5638; (other) 402-221-5636.
FRB Philadelphia
Visits: Ten Independence Mall, Philadelphia, Pennsylvania;
Mail: PO Box 90, Philadelphia, PA 19105; Telephone: (recording)
215-574-6580; (other) 215-574-6680.
FRB Pittsburgh
Visits: 717 Grant Street, Pittsburgh, Pennsylvania;
Mail: PO Box 867, Pittsburgh, PA 15230-0867; Telephone: (recording)
412-261-7988; (other) 412-261-7802.
FRB Portland
Visits: 915 SW Stark Street, Portland, Oregon;
Mail: PO Box 3436, Portland, OR 97208-3436; Telephone: (recording)
503-221-5931; (other) 503-221-5932.
FRB Richmond
Visits: 701 East Byrd Street, Richmond, Virginia;
Mail: PO Box 27622, Richmond, VA 23261; Telephone: (recording) 804-
697-8355; (other) 804-697-8372.
FRB Salt Lake City
Visits: 120 South State Street, Salt Lake City, Utah;
Mail: PO Box 30780, Salt Lake City, UT 84130-0780; Telephone:
(recording) 801-322-7844; (other) 801-322-7882.
FRB San Antonio
Visits: 126 East Nueva Street, San Antonio, Texas;
Mail: PO Box 1471, San Antonio, TX 78295; Telephone: (recording)
512-978-1330; (other) 512-978-1303 or 1305.
FRB San Francisco
Visits: 101 Market Street, San Francisco, California;
Mail: PO Box 7702, San Francisco, CA 94120; Telephone: (recording)
415-974-3491; (other) 415-974-2330.
FRB Seattle
Visits: 1015 Second Avenue, Seattle, Washington;
Mail: Securities Services Dept., PO Box 3567, Terminal Annex,
Seattle, WA 98124; Telephone: (recording) 206-343-3615; (other) 206-
343-3605.
FRB St. Louis
Visits: 411 Locust Street, St. Louis, Missouri;
Mail: PO Box 14915, St. Louis, MO 63178; Telephone: 314-444-8703.
United States Treasury, Washington, DC.
Visits: Bureau of the Public Debt, Capital Area Servicing Center,
1300 C Street, SW, Washington, DC.
Mail: Bureau of the Public Debt, Division of Customer Services,
Washington, DC 20239-0001; Telephone: 202-874-4000; Device for
hearing impaired, 202-874-4026.
Treasury/BPD .004
Controlled Access Security System -- Treasury/BPD.
Bureau of the Public Debt, Parkersburg, WV.
Bureau of the Public Debt employees, employees of contractors and
service companies, and official visitors.
A record is created for each access to designated areas and
contains the individual's name; card number; work shift; access level;
time, date, and location of each use of the access card at a proximity
card reader.
31 U.S.C. 321; 41 CFR 101-20.103.
A record or information from a record maintained in this system
may be disclosed as a routine use to: (1) 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; (2) a Federal, State, or local agency
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit; (3) 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; (4) a Congressional office in response to an inquiry made at
the request of the individual to whom the record pertains; (5) unions
recognized as exclusive bargaining representatives under the Civil
Service Reform Act of 1978, 5 U.S.C. 7111 and 7114, arbitrators and
other parties responsible for the administration of the Federal labor-
management program if needed in the performance of their authorized
duties.
Magnetic media and paper records.
Information on individuals can be retrieved by name or card
number.
Both the central system and the peripheral system will have
limited accessibility. Paper records and magnetic disks are maintained
in locked file cabinets with access limited to those personnel whose
official duties require access, such as the systems manager, Bureau
security officials, and employee relations specialists. Access to
terminals is limited through the use of passwords to those personnel
whose official duties require access, as for paper records.
The retention period is for three years; then the records are
destroyed.
Director, Division of Administrative Services, 200 Third Street,
Parkersburg, WV 26106-1328.
Address inquiries and initial requests for correction of records
to: Director, Division of Administrative Services, Parkersburg, WV
26106-1328.
Individuals who wish to request access to records relating to them
or
[[Page 56874]]
who wish to request correction of records they believe to be in error
should submit such requests pursuant to the procedures set out below 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.
Requests for Access to Records: (1) A request for access to
records should 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. The Bureau reserves the
right to require additional verification of an individual's identity.
(2) The request should be submitted to the following: Director,
Division of Administrative Services, Parkersburg, WV 26106-1328. (3)
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 part 1,
subpart C. (4) Requests for records concerning a deceased or
incapacitated individual should be accompanied either by evidence of
the requester's appointment as legal representative of the estate or by
a statement attesting that no such representative has been appointed
and giving the nature of the relationship between the requester and the
individual.
Requests for Correction of Records: (1) A request by an individual
for correction of records should 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. The
Bureau reserves the right to require additional verification of an
individual's identity. (2) The initial request should be submitted to
the following: Director, Division of Administrative Services,
Parkersburg, WV 26106-1328. (3) The request for correction 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 therefor. (4) The request must include any 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. The Bureau reserves the right
to require additional verification of an individual's identity. (2) An
appeal must, to be handled under the Privacy Act procedures, be
addressed to the following: Commissioner, Bureau of the Public Debt,
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 also 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 that 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.
See ``Notification Procedure`` and ``Record Access Procedures.''
The individual concerned, his/her supervisor, or an official of
the individual's firm or agency.
None.
Treasury/BPD. 005
Employee Assistance Records -- Treasury/BPD.
Bureau of the Public Debt, 200 Third Street, Parkersburg, West
Virginia 26106. This system covers Public Debt employee assistance
records that are maintained by another Federal, State, or local
government, or contractor under an agreement with Public Debt to
provide the Employee Assistance Program (EAP) functions. The system
location of entities under an agreement with Public Debt is available
from the system manager. NOTE: Records covering individuals described
in ``Categories of individuals covered by the system`` who are or were
counseled through a Public Debt negotiated agreement with the U.S.
Public Health Service, Department of Health and Human Resources, are
not covered by this notice. Those records are maintained by the Public
Health Service and its Privacy Act system notice (09-15-0001, Division
of Federal Occupational Health Medical and Counseling Records, or 09-
90-0010, Employee Assistance Program Records) applies.
Public Debt employees and former employees who will be or have
been counseled, either by self-referral or supervisory-referral
regarding drug abuse, alcohol, emotional health, or other personal
problems. Where applicable, this system also covers family members of
these employees when the family member utilizes the services of the EAP
as part of the employee's counseling or treatment process.
This system contains records of each employee and, in some cases,
family members of the employee who have utilized the Employee
Assistance Program for a drug, alcohol, emotional, or personal problem.
Examples of information which may be found in each record are the
individual's name, social security number, date of birth, grade, job
title, home address, telephone numbers, supervisor's name and telephone
number, assessment of problem, and referrals to treatment facilities
and outcomes.
5 U.S.C. 301, 7361, 7362, 7904; 44 U.S.C. 3101.
These records and information in these records may be disclosed
to: (1) An entity under contract with Public Debt for the purpose of
providing the EAP function; (2) medical personnel to the extent
necessary to meet a bona fide medical emergency in accordance with the
Confidentiality of Alcohol and Drug Abuse Patient Records regulations
(42 CFR part 2); (3) qualified personnel for the purpose of conducting
scientific research, management audits, financial audits, or program
evaluation, provided individual identifiers are not disclosed in any
manner, in accordance with the Confidentiality of Alcohol and Drug
Abuse Patient Records regulations (42 CFR part 2); (4) a third party
upon authorization by an appropriate order of a court of competent
jurisdiction granted after application showing good cause therefor, in
accordance with the Confidentiality of Alcohol and Drug Abuse Patient
Records regulations (42 CFR part 2); (5) the Department of Justice or
other appropriate Federal agency in defending claims against the United
States when the records are not covered by the Confidentiality of
Alcohol and Drug Abuse Patient Records regulations at 42 CFR part 2.
[[Page 56875]]
Paper records and magnetic media.
These records are retrieved by the name and social security number
of the individual on whom they are maintained.
Records are stored in locked safes with combination locks. Only
individuals with a need-to-know have access. Automated records are
protected by restricted access procedures. Access to records is
strictly limited to agency or contractor officials with a bona fide
need for the records. These records are always maintained apart from
any other system of records.
When Public Debt contracts with an entity for the purpose of
providing the EAP functions, the contractor shall be required to
maintain Privacy Act safeguards with respect to such records. The
contractor will surrender to Public Debt all of these records as well
as any new records at the time of contract termination. Also, when the
disclosure of records is requested, the contractor will not make the
determination about whether the records may be disclosed.
The retention period is 3 years after termination of counseling or
until any litigation is resolved. If an employee is no longer employed
by Public Debt, records are retained for 3 years after the official
date of termination. Then the records are destroyed.
Director, Division of Personnel Management, Bureau of the Public
Debt, 200 Third Street, Parkersburg, WV 26106-1328.
Address inquiries and initial requests for correction of records
to: Director, Division of Personnel Management, Bureau of the Public
Debt, 200 Third Street, Parkersburg, WV 26106-1328.
Individuals who wish to request access to records relating to them
or who wish to request correction of records they believe to be in
error should submit such requests pursuant to the procedures set out
below 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.
Requests for Access to Records: (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. At least two items of
identification must be furnished; e.g., date of birth; social security
number; dates of employment, if request is by employee; relationship to
employee, if request is by family member; or similar information.
Public Debt reserves the right to require additional verification of an
individual's identity; (2) The request is to be submitted to the
Director, Division of Personnel Management, Bureau of the Public Debt,
200 Third Street, Parkersburg, WV 26106-1328; (3) 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 part 1 subpart C; (4)
Requests for records concerning a deceased or incapacitated individual
must be accompanied either by evidence of the requester's appointment
as legal representative of the estate or by a notarized statement
attesting that no such representative has been appointed and giving the
nature of the relationship between the requester and the individual.
Requests for Correction of Records: (1) A request by an individual
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. At least two items
of identification must be furnished; e.g., date of birth; social
security number; dates of employment, if request is by employee;
relationship to employee, if request is by family member; or similar
information. Public Debt reserves the right to require additional
verification of an individual's identity; (2) The initial request is to
be submitted to the Director, Division of Personnel Management, 200
Third Street, Parkersburg, WV 26106-1328; (3) The request for
correction 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 therefor; (4) The request must include
any 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. At least two items of
identification must be furnished; e.g., date of birth; social security
number; dates of employment, if request is by employee; relationship to
employee, if request is by family member; or similar information.
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 as follows: Privacy Act Amendment, Chief
Counsel, Bureau of the Public Debt, Department of the Treasury, 999 E
Street, N.W., 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 also 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 that 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.
See ``Notification Procedure'' and ``Record Access Procedures.''
Information in this system of records comes from the individual to
whom it applies, the supervisor of the individual if the individual was
referred by a supervisor, or the Employee Assistance Program staff
member who records the counseling session.
None.
Treasury/BPD .006
Health Service Program Records -- Treasury/BPD.
Bureau of the Public Debt, 200 Third Street, Parkersburg, WV
26106-1328.
(1) Bureau of the Public Debt employees who receive services under
the Federal Employee Health Services Program from the Public Debt
Health Unit in Parkersburg, West Virginia. (2)
[[Page 56876]]
Federal employees of other organizations in the Parkersburg, West
Virginia, vicinity who receive services under the Federal Employee
Health Services Program from the Public Debt Health Unit in
Parkersburg, West Virginia. (3) Non-Federal individuals, such as
members of the public visiting the credit union or cafeteria or non-
Federal personnel working in the building, who may receive emergency
treatment from the Public Debt Health Unit in Parkersburg, West
Virginia.
This system is comprised of records developed as a result of an
individual's utilization of services provided under the Federal
Government's Health Service Program. These records contain information
such as: examination, diagnostic, and treatment data; laboratory
findings; nutrition and dietetic files; nursing notes; immunization
records; names, addresses, and telephone numbers of individual; name,
address, and telephone number of individual's physician; name, address,
and telephone number of hospital; name, address, and telephone number
of emergency contact; and information obtained from the individual's
physician.
NOTE: This system does not cover records related to counseling for
drug, alcohol, or other problems covered by System No. Treasury/BPD
.005 - Employee Assistance Records. Medical records relating to a
condition of employment or an on-the-job occurrence are covered by the
Office of Personnel Management's System of Records No. OPM/GOVT-10 -
Employee Medical File System Records.
Title 5 U.S.C. 7901.
These records document an individual's utilization on a voluntary
basis of health services provided under the Federal Government's Health
Service Program at the Health Unit at the Bureau of the Public Debt in
Parkersburg, West Virginia. Data is necessary to ensure proper
evaluation, diagnosis, treatment, and referral to maintain continuity
of care; a medical history of care received by the individual; planning
for further care of the individual; a means of communication among
health care members who contribute to the individual's care; a legal
document of health care rendered; a tool for evaluating the quality of
health care rendered.
A record or information from a record maintained in this system of
records may be disclosed as a routine use to: (1) Medical personnel
under a contract agreement with Public Debt; (2) a Federal, State, or
local public health service agency as required by applicable law,
concerning individuals who have contracted certain communicable
diseases or conditions. Such information is used to prevent further
outbreak of the disease or condition; (3) appropriate Federal, State,
or local agencies responsible for investigation of an accident,
disease, medical condition, or injury as required by pertinent legal
authority; (4) the Department of Justice in connection with lawsuits in
which the Department of the Treasury is a party or has an interest; (5)
a Federal agency responsible for administering benefits programs in
connection with a claim for benefits filed by an employee; (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; (7) 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 response to a subpoena or in connection
with criminal law proceedings.
Paper records and magnetic media.
These records are retrieved by the name of the individual to whom
they pertain.
These records are maintained in a secured room with access limited
to Health Unit personnel whose duties require access. Medical personnel
under a contract agreement who have access to these records are
required to maintain adequate safeguards with respect to such records.
Records of the Health Unit are maintained for 6 years from the
date of the last entry and then destroyed.
Director, Division of Administrative Services, Bureau of the
Public Debt, Parkersburg, West Virginia 26106-1328.
Individuals may submit their requests for determination if the
system contains records pertaining to them or for access to records as
provided under ``Record 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 should 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 instead showing a name and
signature. If the individual is seeking access 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 reserves the right to require
additional verification of an individual's identity.
(2) The request should be submitted to the following: Director,
Division of Administrative Services, Bureau of the Public Debt,
Parkersburg, West Virginia 26106-1328.
(3) 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). An individual who requests access to a Health
Service Program Record shall, at the time the request is made,
designate in writing the name of a responsible representative who will
be willing to review the record and inform the subject individual of
its content. This does not permit the representative to withhold the
records from the requester. Rather, the representative is expected to
provide access to the records while explaining sensitive or complex
information contained in the records.
(1) A request by an individual contesting the content of records
or for correction of records should be in writing, signed by the
individual involved, identify the system of records,
[[Page 56877]]
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 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 reserves the right to require additional
verification of an individual's identity.
(2) The initial request should be submitted to the following:
Director, Division of Administrative Services, Bureau of the Public
Debt, Parkersburg, West Virginia 26106-1328.
(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 therefor.
(4) The request must include any 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 record, 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 instead 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
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 made by mail
should be addressed to, or delivered personally to: Privacy Act
Amendment Appeal, 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 also 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 that 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 comes from the individual to
whom it applies; laboratory reports and test results; Health Unit
physicians, nurses, and other medical technicians who have examined,
tested, or treated the individual; the individual's personal physician;
other Federal employee health units; and other Federal agencies.
None.
Treasury BPD .007
Gifts to Reduce the Public Debt -- Treasury/BPD.
Bureau of the Public Debt, Office of Securities and Accounting
Services, Capital Area Servicing Center, C Street Building, Washington,
DC 20239-0001.
Donors of gifts to reduce the public debt.
Correspondence; copies of checks, money orders, or other payments;
copies of wills and other legal documents; and other material related
to gifts to reduce the public debt, received on or after October 1,
1984, by the Bureau of the Public Debt either directly from the donor
or through the donor's Congressional or other representative.
This system does not cover gifts to reduce the public debt received
prior to October 1, 1984, when this function was handled by the
Financial Management Service. This system of records does not cover
gifts sent to other agencies, such as gifts sent with one's Federal
income tax return to the Internal Revenue Service. This system does not
include any other gifts to the United States.
Title 31 U.S.C. 3113.
These records document the receipt from donors of gifts to reduce
the public debt. They provide a record of correspondence acknowledging
receipt, information concerning any legal matters, and a record of
depositing the gift and accounting for it.
These records and information in these records may be used to: (1)
Disclose pertinent information to 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; (2) Disclose information 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 response to a subpoena, or in connection with criminal law
proceedings; (3) Provide information to a Congressional office in
response to an inquiry made at the request of the individual to whom
the record pertains; (4) Disclose information to agents or contractors
of the Department for the purpose of administering the public debt of
the United States; (5) Disclose information to a legal representative
of a deceased donor for the purpose of properly administering the
estate of the deceased; (6) Disclose information to the Internal
Revenue Service for the purpose of confirming whether a tax-deductible
event has occurred; (7) Disclose information to the Department of
Justice in connection with lawsuits in which the Department of the
Treasury is a party or has an interest.
Paper records, microform, and magnetic media.
These records are retrieved by the name of the donor; amount of
gift, type of gift; date of gift; social security number of donor, if
provided; control number, check number; State code.
These records are maintained in controlled access areas. Automated
records are protected by restricted access procedures. Checks and other
payments are stored in locked safes with access limited to personnel
whose duties require access.
[[Page 56878]]
Records of gifts to reduce the public debt are maintained in
accordance with National Archives and Records Administration retention
schedules. All records are destroyed by incineration or shredding.
Records in electronic media are electronically erased using accepted
techniques.
Fiscal Officer, Capital Area Servicing Center, Office of
Securities and Accounting Services, Bureau of the Public Debt, C Street
Building, Washington, DC 20239-0001.
Address inquiries and initial requests for correction of records
to the System Manager.
Individuals who wish to request access to records relating to them
or who wish to request correction of records they believe to be in
error should submit such requests pursuant to the procedures set out
below 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.
Requests for Access to Records: (1) A request for access to
records should 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 instead showing a name and signature. If the
individual is seeking access 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 reserves the right to require additional
verification of an individual's identity; (2) The request should be
submitted to the following: Fiscal Officer, Capital Area Servicing
Center, Office of Securities and Accounting Services, Bureau of the
Public Debt, C Street Building, Washington, DC 20239-0001; (3) 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).
Requests for Correction of Records: (1) A request by an individual
for correction of records should 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
individual is seeking correction 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 individual is seeking correction 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 reserves the right to require
additional verification of an individual's identity; (2) The initial
request should be submitted to the following: Fiscal Officer, Capital
Area Servicing Center, Office of Securities and Accounting Services,
Bureau of the Public Debt, C Street Building, Washington, DC 20239-
0001; (3) The request for correction 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 therefor; (4) The
request must include any 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 instead 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
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 made by mail
should be addressed to, or delivered personally to: Privacy Act
Amendment Appeal, 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 also 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 that 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.
See ``Notification Procedure'' and ``Record Access Procedures.''
Information in this system of records comes from the individual to
whom it applies, executors, administrators, and other involved persons.
None.
Treasury/BPD .008
Savings Bonds Sales Promotion/Volunteer Record System-Treasury/
BPD.
Savings Bonds Marketing Office, Washington, DC; District and Area
Offices.
Bond tellers, campaign managers, campaign nominees, volunteers.
Administrative lists and related detail; general correspondence;
biographical sketches.
31 U.S.C. 321; 31 U.S.C. 3121(f).
There are no disclosures outside the Department for this records
system.
Mailing lists are accessible to employees and stored on
addressograph
[[Page 56879]]
plates. Other correspondence and materials are filed in the regular
correspondence file cabinets.
Records are indexed by year, volunteer position and name, and are
retrievable by those identifiers.
The individual, however, must be under supervision of a Savings
Bonds officer during the entire time he or she has this information in
his/her possession.
Records are maintained as long as needed and updated as necessary.
Executive Director, Savings Bonds Marketing Office, 800 K Street,
NW, Washington, DC 20226.
Records that are housed by the Savings Bonds Marketing Office are
not of a nature that would warrant strict guidelines for accessibility.
An individual may request access to his/her record or any information
pertaining to him/her by merely notifying the office or officer in
charge.
An individual may request access to his or her record at any time
by notifying the officer in charge. The individual, however, must be
under the supervision of a Savings Bonds officer during the entire time
the information is in his/her possession.
See ``System Manager'' above. Contested information should be
specified, and the reason(s) for contesting the record listed.
Data accumulated in the record system at Savings Bonds are
gathered from the individual and/or from sources directly connected
with the volunteer's appointment.
None.
Treasury/BPD .009
Savings Bonds Sales Record System - Treasury/BPD.
Savings Bonds Marketing Office, Washington, DC; District Offices.
Volunteers and employees.
Routine lists and administrative details associated with sales,
Blue Ribbon Target Cards, Blue Ribbon Target Status Control Sheets,
Field Call Reports, Itineraries, Net-Saver Reports, Payroll Savings
Reporting Procedures Forms, Progress Summaries, Time and Attendance
Records, Training Reports, Work Plans, State-County Chairmen, State and
Volunteer Fund Lists, ``Take Stock in America`` Records, Telephone
calls, Volunteer Biographies.
31 U.S.C. 321; 31 U.S.C. 3121(f).
There are no disclosures for this system of records outside the
Department.
Records of this nature are filed in large notebooks and are
indexed according to individual names, regions, areas and states.
Records are retrievable under indexes indicated above.
Records do not warrant tight security.
High priority records are kept as long as needed, records of lower
priority are destroyed after two years.
Director of Sales Operations, Savings Bonds Marketing Office, 800
K Street, NW, Washington, DC 20226.
An individual may request access to his or her record or any
information pertaining to him/her by merely notifying the office or
officer in charge. The individual, however, must be under the
supervision of a Savings Bonds officer during the entire time he or she
has this information in his/her possession.
See ``Notification Procedure'' and ``System Manager.''
See ``System Manager'' above. Contested information should be
specified and the reasons(s) for contesting the record listed.
Data accumulated in the sales record system at Savings Bonds are
gathered from the individual and/or from sources directly connected
with the employee's appointment.
None.
BILLING CODE: 4810-40-F