[Federal Register Volume 62, Number 83 (Wednesday, April 30, 1997)]
[Notices]
[Pages 23485-23496]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-11138]
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INTERNATIONAL TRADE COMMISSION
Privacy Act of 1974; Establishment of New Systems of Records;
Revision of Systems of Records; Deletion of a System of Records
AGENCY: International Trade Commission.
ACTION: Request for comments on proposed establishment of new Privacy
Act systems of records, revision of systems of records, and deletion of
a system of records.
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SUMMARY: Pursuant to 5 U.S.C. 522a(e)(4) of the Privacy Act of 1974,
the U.S. International Trade Commission (``Commission'') proposes the
following actions: (1) Consolidate and revise two existing systems of
records, currently entitled ``Budgetary and Payroll-Related Records''
and ``Time and Attendance Records,'' into a new system of records
entitled ``Pay, Leave and Travel Records;'' (2) revise the existing
system of records entitled ``Grievance Records;'' (3) revise the
existing system of records entitled ``Office of Inspector General
Investigative Files General and Criminal'' by clarifying that there are
two separate systems of records entitled ``Office of Inspector General
Investigative Files (General)'' and ``Office of Inspector General
Investigative Files (Criminal);'' (4) establish a new system of records
entitled ``Telephone Call Detail Records;'' (5) establish a new system
of records entitled ``Security Access Records;'' (6) establish a new
system of records entitled ``Personnel Security
[[Page 23486]]
Investigative Files Records;'' (7) establish a new system of records
entitled ``Library Circulation Records;'' (8) establish a new system of
records entitled ``Parking Records;'' (9) establish a new system of
records entitled ``Mailing List Records;'' (10) establish a new system
of records entitled ``Congressional Correspondence Records;'' and (11)
eliminate a current system of records entitled ``Employment and
Financial Disclosure Records.''
DATES: Comments must be received no later than June 9, 1997. The
proposed revisions and additions to the Commission's systems of records
will become effective on that date unless otherwise published in the
Federal Register.
ADDRESSES: Written comments should be directed to the Secretary, U.S.
International Trade Commission, 500 E Street, SW, Washington, DC 20436.
FOR FURTHER INFORMATION CONTACT: Anjali K. Hansen, Esq., Office of the
General Counsel, U.S. International Trade Commission, tel. 202-205-
3117. Hearing-impaired persons can obtain information on this matter by
contacting the Commission's TDD terminal on 202-205-1810. Persons with
mobility impairments who will need special assistance in gaining access
to the Commission should contact the Office of the Secretary at 202-
205-2000.
SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974, these
revisions, deletions, and additions to the Commission's system of
records will be reported to the Office of Management and Budget, the
Chair of the Committee on Government Reform and Oversight of the House
of Representatives, and the Chair of the Committee on Governmental
Affairs of the Senate. The revisions to existing Commission systems of
records, the addition of new systems of records, and the deletion of a
system of records are in response to a comprehensive review of the
Commission's systems of records conducted by the Commission's Office of
Inspector General and Office of General Counsel. The Commission
proposes to revise and consolidate existing systems of records by
updating, clarifying and conforming the information in the Commission's
Privacy Act notices to reflect current procedures. The Commission
proposes to consolidate the ``Budgetary and Payroll-Related Records''
and ``Time and Attendance Records'' into a new system of records
entitled ``Pay, Leave and Travel Records'' since these functions have
become more integrated. The Commission proposes to divide the current
Office of Inspector General notice into two separate notices (criminal
and general) because two separate records systems are maintained that
are subject to different exemptions under the Privacy Act. The
Commission also proposes to notice seven systems of records which are
new systems of records maintained by the Commission. The Commission
proposes to delete the current system of records entitled ``Employment
and Financial Disclosure Records'' because the Commission's records are
covered by Government-wide systems of records (OGE/GOVT-1 and OGE/GOVT-
2). Finally, the Commission proposes to revise the routine uses
applicable to its systems of records to reflect current agency practice
and to standardize routine uses that are applicable to more than one
system of records. Because the establishment of the system covering
personnel security investigative files records requires the
promulgation of a Commission rule exempting this system from certain
provisions of the Privacy Act, the Commission will also be publishing a
notice of proposed rulemaking.
Table of Contents
ITC-1--Pay, Leave and Travel Records
ITC-2--Grievance Records
ITC-3--Office of Inspector General Investigative Files (General)
ITC-4--Office of Inspector General Investigative Files (Criminal)
ITC-5--Telephone Call Detail Records
ITC-6--Security Access Records
ITC-7--Personnel Security Investigative Files Records
ITC-8--Library Circulation Records
ITC-9--Parking Records
ITC-10--Mailing List Records
ITC-11--Congressional Correspondence Records
Appendix A: General Routine Uses Applicable to More Than One System
of Records
Appendix B: Government-Wide Systems of Records Applicable to the
Commission
ITC-1
System name:
Pay, Leave and Travel Records.
System locations:
Office of Finance and Budget, U.S. International Trade Commission,
500 E Street, SW, Washington, DC 20436; Administrative Service Center
Payroll Operations Division, Bureau of Reclamation, U.S. Department of
the Interior, Mail Stop D-2600, 7201 West Mansfield Avenue, Lakewood,
CO 80235-2230; General Services Administration, 1500 East Bannister
Road, Kansas City, MO 64131; and in all Commission offices located at
the same address as the Office of Finance and Budget. For Retired
Personnel Files: National Archives and Records Administration National
Personnel Records Center (Civilian Personnel Records Center), 111
Winnebago Street, St. Louis, MO 63118.
Categories of individuals covered by the system:
All current and former Commission employees.
Categories of records in the system:
This system contains various records relating to pay, leave and
travel. This includes information such as: Name; date of birth; Social
Security number; W-2 address; grade; employing organization; timekeeper
number; salary; pay plan; number of hours worked; leave accrual rate,
usage, and balances; activity accounting reports; Civil Service
Retirement and Federal Retirement System contributions; FICA
withholdings; Federal, State, and local tax withholdings; Federal
Employee's Group Life Insurance withholdings; Federal Employee's Health
Benefits withholdings; charitable deductions; allotments to financial
organizations; levy, garnishment, and salary and administrative offset
documents; savings bonds allotments; union and management association
dues withholding allotments; Combined Federal Campaign and other
allotment authorizations; direct deposit information; information on
the leave transfer program; travel records; and tax fringe benefits.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: 5 U.S.C. Chapters 53, 55, 57 and 61; 31
U.S.C. 3131 and 3512; Executive Order 9397.
Purpose(s):
These records are used for the purposes of administering pay and
leave, authorizing travel, activity accounting, and budget preparation.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General Routine Uses A-K apply to this system.
The pay and leave records are transmitted electronically by the
Commission directly to the Administrative Service Center, U.S. Bureau
of Reclamation, U.S. Department of Interior, which provides payroll
services. The U.S. Department of Interior transmits relevant portions
of those records as necessary to the following:
(a) To the Treasury Department for issuance of pay checks;
[[Page 23487]]
(b) To the Treasury Department for issuance of savings bonds;
(c) To the U.S. Office of Personnel Management (``OPM'') for
retirement, health and life insurance purposes, and to carry out OPM's
Government-wide personnel management functions;
(d) To the National Finance Center, U.S. Department of Agriculture
for the Thrift Savings Plan and Temporary Continuation of Coverage;
(e) To the Social Security Administration for reporting wage data
in compliance with the Federal Insurance Compensation Act;
(f) To the Internal Revenue Service and to State and local tax
authorities for tax purposes, including reporting of withholding,
audits, inspections, investigations, and similar tax activities;
(g) To the Combined Federal Campaign for charitable contribution
purposes; and
(h) To officials of labor organizations recognized under 5 U.S.C.
Chapter 71 for the purpose of identifying Commission employees
contributing union dues each pay period and the amount of dues
withheld.
Travel records are transmitted to the Philadelphia Finance Center,
U.S. Department of Treasury for issuance of travel reimbursement
checks.
Relevant information in this system may be disclosed as necessary
to other Federal agencies or Federal contractors with statutory
authority to assist in the collection of Commission debts.
Disclosure to consumer reporting agencies:
Disclosures may be made from this system pursuant to 5 U.S.C.
552a(b)(12) and 31 U.S.C. 3711(f) to ``consumer reporting agencies'' as
defined in 31 U.S.C. 3701(a)(3).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained on computer media, on paper in
file folders, and on microfiche. The computer records are shared
electronically with the Department of the Interior.
Retrievability: These records are retrieved by the name and Social
Security Number of the individuals on whom they are maintained.
Safeguards: These records are maintained in a building with restricted
public access. The records in this system are kept in limited access
areas within the building. The paper files are maintained in secure
file cabinets, and access is limited to persons whose official duties
require access. The computer files can only be accessed by authorized
individuals through the use of passcodes.
Retention and disposal: Payroll and salary and administrative offset
records will be updated as required in accordance with the National
Archives and Records Administration's (NARA's) General Records Schedule
2. Time and attendance records generally will be destroyed after a
General Accounting Office (GAO) audit or when six years old, whichever
is sooner, in accordance with NARA's General Records Schedule 2. Tax
withholding records will be destroyed when four years old in accordance
with NARA's General Records Schedule 2. U.S. Savings Bond authorization
(SF 1192 or equivalent) will be destroyed when superseded or after
separation of employee in accordance with NARA's General Records
Schedule 2. Bond registration files, receipt and transmittal files will
be destroyed four months after date of issuance of bond in accordance
with NARA's General Records Schedule 2. Combined Federal Campaign and
other allotments will be destroyed after a GAO audit or when three
years old, whichever is sooner. Thrift Savings Plan Election forms will
be destroyed when superseded or after separation of employee in
accordance with NARA's General Records Schedule 2. Direct deposit sign-
up forms will be destroyed when superseded or after separation of
employee in accordance with NARA's General Records Schedule 2. Levy and
garnishment records will be destroyed three years after garnishment is
terminated. Travel authorization records will be destroyed six years
after the period of the account in accordance with NARA's General
Records Schedule 9. Records will be disposed of in a secure manner.
System manager(s) and address:
Director, Office of Finance and Budget, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment; and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment; and
5. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment; and
5. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
Information in this system comes from official personnel documents,
the individual to whom the record pertains, and Commission officials
responsible for pay, leave, travel and activity reporting requirements.
ITC-2
System Name:
Grievance Records.
System Location:
Offices of Personnel, Administration, Operations, General Counsel,
and the office where grievance originated, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Categories of individuals covered by the system:
All current and former Commission employees who have submitted
grievances in accordance with part 771 of the regulations of the Office
of Personnel Management (5 CFR part 771), under 5 U.S.C. 7121, or
through a negotiated grievance procedure.
[[Page 23488]]
Categories of records in the system:
This system contains records of grievances filed by agency
employees under part 771 of regulations issued by the United States'
Office of Personnel Management, under 5 U.S.C. 7121 or under negotiated
grievance procedures. These case files contain all documents related to
the grievance, including statements of witnesses, reports of interviews
and hearings, examiner's findings and recommendations, a copy of the
original and final decisions, and related correspondence and exhibits.
The system includes files and records of internal grievance and
arbitration systems established through negotiations with recognized
labor organizations.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: 5 U.S.C. 7121; 5 CFR part 771.
Purpose(s):
These records are used to process grievances submitted by
Commission employees for relief in a matter of concern or
dissatisfaction which is subject to the control of agency management,
and to provide individuals who submit grievances with a copy of their
records in accordance with the grievance process.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General Routine Uses A, B, C, E, F, G, H, I, J, K and L apply to
this system.
Information in this system may be disclosed as necessary to other
Federal agencies or Federal contractors with statutory authority to
assist in the collection of Commission debts.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained on computer media on an internal
Commission system and on paper in file folders.
Retrievability: These records are retrieved by the names of the
individuals on whom they are maintained.
Safeguards: These records are maintained in a building with restricted
public access. The records in this system are kept in limited access
areas within the building. The paper files are maintained in secure
file cabinets, and access is limited to persons whose official duties
require access. The computer files can only be accessed by authorized
individuals.
Retention and disposal: These records will be retained for a minimum of
four years but not longer than seven years after closing of the case in
accordance with the National Archives and Records Administration's
General Records Schedule 1. Records will be disposed of in a secure
manner.
System manager(s) and address:
Director, Office of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment; and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment;
5. Approximate date of closing of the case (if applicable); and
6. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment;
5. Approximate date of closing of the case (if applicable); and
6. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 C.F.R. part
201).
Record source categories:
Information in this system of records is obtained from:
a. The individual filing the grievance;
b. The testimony of witnesses;
c. Agency officials; and
d. Related correspondence from organizations or persons.
ITC-3
System name:
Office of Inspector General (``OIG'') Investigative Files
(General).
System location:
Office of Inspector General, U.S. International Trade Commission,
500 E Street, SW, Washington, DC 20436.
Categories of individuals covered by the system:
This system contains records on individuals and contractors, who
are or have been the focus of an OIG investigation relating to the
programs and operations of the Commission.
Categories of records in the system:
This system contains investigatory materials collected by the OIG's
investigative unit for law enforcement purposes.
This system contains documentation of any and all complaints and
allegations initiating investigations; all relevant correspondence and
interviews; witness statements; affidavits; copies of all subpoenas
issued; transcripts of any testimony taken in the investigation and
accompanying exhibits; documents and other records or copies obtained
during the investigation; internal staff memoranda, staff working
papers and other documents and records relating to the investigation;
and all reports on the investigation.
Authority for maintenance of the system:
Authority for maintenance of the system is the Inspector General
Act of 1978 (Pub. L. 95-452) with any revisions or amendments.
Purpose(s):
These records are used to investigate and/or take other actions to
address allegations of fraud, waste and abuse of a non-criminal nature
by Commission employees or contractors.
Routine uses of records maintained in the system, including categories
of users, and the purposes of such uses:
General Routine Uses A-K apply to this system.
[[Page 23489]]
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
These records are maintained on paper in binders or folders, and on
computer media on an internal Commission system.
Retrievability:
These records are retrieved by a unique control number assigned to
each investigation.
Safeguards:
These records are maintained in a building with restricted public
access. The records in this system are kept in a limited access area
within the building. The paper files are maintained in secure file
cabinets, and access is limited to persons whose official duties
require access. The computer files can only be accessed by authorized
individuals.
Retention and disposal:
These records will be retained for ten years following the end of
the fiscal year in which an investigation was closed in accordance with
the National Archives and Records Administration's General Records
Schedule 22. Records will be disposed of in a secure manner.
System manager(s) and address:
Inspector General, Office of Inspector General, U.S. International
Trade Commission, 500 E Street, SW, Washington, DC 20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment or dates of contractual relationship; and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment or dates of contractual relationship; and
5. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment or dates of contractual relationship; and
5. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
These files contain information supplied by the following:
Individuals, including those to whom the information relates where
practicable; witnesses; contractors, corporations, and other entities;
records of individuals and of the Commission; Federal, foreign, state
or local bodies and law enforcement agencies; documents;
correspondence; interview memoranda; transcripts of testimony; and
other miscellaneous sources.
Systems exempted from certain provisions of the Act:
Pursuant to 5 U.S.C. 552a(k)(2), this system of records is exempt
from (c)(3), (d), (e)(1), (e)(4)(G) through (I), and (f) of the Privacy
Act. These exemptions are established in the Commission's rules at 19
CFR 201.32.
ITC-4
System name:
Office of Inspector General (``OIG'') Investigative Files
(Criminal).
System location:
Office of Inspector General, U.S. International Trade Commission,
500 E Street, SW, Washington, DC 20436.
Categories of individuals covered by the system:
This system contains records on individuals and contractors, who
are or have been the focus of an OIG criminal investigation relating to
the programs and operations of the Commission.
Categories of records in the system:
This system contains records maintained by the OlG's criminal
investigations subunit, and consists of information compiled for the
purpose of conducting criminal investigations.
This system contains documentation of any and all complaints and
allegations initiating investigations; all relevant correspondence and
interviews; witness statements; affidavits; copies of all subpoenas
issued; transcripts of any testimony taken in the investigation and
accompanying exhibits; documents and other records or copies obtained
during the investigation; internal staff memoranda, staff working
papers and other documents and records relating to the investigation;
and all reports on the investigation.
Authority for maintenance of the system:
Authority for maintenance of the system is the Inspector General
Act of 1978 (Pub. L. 95-452) with any revisions or amendments.
Purpose(s):
These records are used to investigate allegations of criminal
violations by Commission employees or contractors.
Routine uses of records maintained in the system, including categories
of users, and the purposes of such uses:
General Routine Uses A-K apply to this system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
TAhese records are maintained on paper in binders or folders, and
on computer media on an internal Commission system.
Retrievability:
These records are retrieved by a unique control number assigned to
each investigation.
Safeguards:
These records are maintained in a building with restricted public
access. The records in this system are kept in a limited access area
within the building. The paper files are maintained in secure file
cabinets, and access is limited to persons whose official duties
require access. The computer files can only be accessed by authorized
individuals.
[[Page 23490]]
Retention and disposal:
These records will be retained for ten years following the end of
the fiscal year in which an investigation was closed in accordance with
the National Archives and Records Administration's General Records
Schedule 22. Records will be disposed of in a secure manner.
System manager(s) and address:
Inspector General, Office of Inspector General, U.S. International
Trade Commission, 500 E Street, SW, Washington, DC 20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW., Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment or dates of contractual relationship; and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment or dates of contractual relationship; and
5. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment or dates of contractual relationship; and
5. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
These files contain information supplied by the following:
Individuals, including those to whom the information relates where
practicable; witnesses; contractors, corporations, and other entities;
records of individuals and of the Commission; Federal, foreign, state
or local bodies and law enforcement agencies; documents;
correspondence; interview memoranda; transcripts of testimony; and
other miscellaneous sources.
Systems exempted from certain provisions of the Act:
Pursuant to 5 U.S.C. 552a(j)(2), this system of records is exempted
from all provisions of the Privacy Act except (b), (c)(1) and (2),
(e)(4) (A) through (F), (e)(6), (7), (9), (10), and (11), and (i).
These exemptions are established in the Commission rules at 19 CFR
201.32.
ITC-5
System Name:
Telephone Call Detail Records.
System location:
Offices of Management Services and Information Systems, U.S.
International Trade Commission, 500 E Street, SW, Washington, DC 20436;
General Services Administration, 13221 Woodland Park Rd., Herndon, VA
22071; U.S. Sprint, 8330 Ward Pkwy, Kansas City, MO 64114-2028.
Categories of individuals covered by the system:
All Commission employees and all contractors, sub-contractors,
consultants and other individuals who are assigned telephone numbers by
the Commission and who make long-distance telephone calls or long-
distance facsimile transmissions from or charged to the Commission
telephone system.
Categories of records in the system:
Records relating to use of Commission telephones to place long-
distance telephone calls or long-distance facsimile transmissions;
records indicating assignment of telephone numbers to room numbers and
employees; and records relating to location of telephones.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: 19 U.S.C. 1331(a)(1)(A)(iii); 41 CFR 201-
21.6.
Purpose(s):
Records in this system are used to verify telephone usage and to
resolve billing discrepancies so that telephone bills can be paid. They
may also be used to identify and seek reimbursement for unofficial
calls, and as a basis for taking action when agency employees or other
persons misuse or abuse Commission telephone services.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General Routine Uses A, B, C, E, F, G, H, I, K and L apply to this
system.
Relevant information in this system may be disclosed as necessary
to other Federal agencies or Federal contractors with statutory
authority to assist in the collection of Commission debts.
Disclosure to consumer reporting agencies:
Disclosures may be made from this system pursuant to 5 U.S.C.
552a(b)(12) and 31 U.S.C. 3711(f) to ``consumer reporting agencies'' as
defined in 31 U.S.C. 3701(a)(3).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained on computer media on an internal
Commission system, on paper in file folders, and on computer tape in
file cabinets.
Retrievability: These records are retrieved by the telephone number
assigned to an individual, by office, by date, by number called, and by
city called.
Safeguards: These records are maintained in a building with restricted
public access. The records in this system are kept in limited access
areas within the building. The paper files and computer tapes are
maintained in secure file cabinets, and access is limited to persons
whose official duties require access. The computer files can only be
accessed by authorized individuals through the use of passcodes.
Retention and disposal: These records are disposed of as provided in
the National Archives and Records Administration's General Records
Schedule 12. Records will be disposed of in a secure manner.
System manager(s) and address:
Director, Office of Information Services, U.S. International Trade
Commission, 500 E Street, SW., Washington, DC 20436.
[[Page 23491]]
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW., Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable);
5. Assigned phone number; and
6. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Assigned phone number; and
6. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Assigned phone number; and
6. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
Telephone assignment records; call detail listings and electronic
files from the telephone service provider; supervisors' confirmation of
employees' responsibility for calls; and certification of telephone
bills.
ITC-6
System name:
Security Access Records.
System location:
Office of Management Services, U.S. International Trade Commission,
500 E Street, SW, Washington, DC 20436; Federal Protective Services
Division, General Services Administration, Southeast Federal Center,
Bldg. 202, Washington, D.C. 20407; and Kastle Systems, 1501 Wilson
Blvd., Arlington, VA 22209.
Categories of individuals covered by the system:
All Commission employees and all contractors, sub-contractors,
consultants and other individuals who are assigned electronic security
keys, and all visitors that sign in at the guard station upon entering
the Commission premises.
Categories of records in the system:
Records relating to the use of electronic security keys, including
records on which keys were used to gain or seek access to controlled
areas, and the time at which access was gained or sought; and records
relating to entry of Commission premises, including the times at which
entry and exit were made and location accessed within the Commission.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: 19 U.S.C. 1331(a)(1)(A)(iii).
Purpose(s):
These records are used to permit tracking of individual movements
in circumstances such as when there has been a security breach or
theft, to monitor access to restricted areas, and to keep track of all
visitors to the Commission or those individuals who do not have
Commission identification cards.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General Routine Uses A, B, C, E, F, G, H, I, K and L apply to this
system.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: The visitor log records are maintained on paper in file
folders; the security key records are maintained on electronic tape and
magnetic disk.
Retrievability: The visitor log records are retrieved by month and
year; the security key records are retrieved by area accessed, date and
time of entry, key number, and name of individual.
Safeguards: The visitor log records are maintained by the Federal
Protective Service in a secure facility with access limited to persons
whose official duties require access. The security key records are
maintained by the contractor in a secure facility with access limited
to persons whose official duties require access.
Retention and disposal: The visitor log records will be retained for
two years in accordance with the National Archives and Records
Administration's General Records Schedule 18. The security key records
are maintained for 60 days. Records will be disposed of in a secure
manner.
System manager(s) and address:
Chief, Facilities Support Division, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW., Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable);
5. Date of visit(s) (for visitor log records); and
6. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable);
5. Date of visit(s) (for visitor log records); and
6. Signature.
Individuals requesting access must comply with the Commission's
Privacy
[[Page 23492]]
Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable);
5. Date of visit(s) (for visitor log records); and
6. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
Information in this system comes from the visitor logs and, in the
case of security key records, from the Commission security contractor.
ITC-7
System Name:
Personnel Security Investigative Files.
System location:
Office of Personnel, U.S. International Trade Commission, 500 E
Street, SW, Washington, DC 20436.
Categories of individuals covered by the system:
All current and former employees and all applicants for employment.
Categories of records in the system:
Records relating to name, date of birth, place of birth, Social
Security Number, citizenship, fingerprints, credit references, credit
records, education, arrest records, Federal employee relatives, dates
and purposes of visits to foreign countries, passport number(s), names
of spouse(s), names of relatives, names of references, date(s) of
appointment, position title(s), grade, duty station(s), Office of
Personnel file folder location, type of clearance granted, clearance
date, clearance termination date, suitability date, investigation
basis, investigation completion date, background investigation update
and upgrade information, Commission termination date, security briefing
data, and security investigator's notes on information gathered during
the investigation.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: Executive Orders 10450 and 12065; 19
U.S.C. 1331(a)(1)(A)(iii).
Purpose(s):
Records in this system are used to: determine whether to issue
security clearances; provide a current record of Commission employees
with security clearance(s); and provide access cards and keys to
Commission buildings and offices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General Routine Uses A, B, C, E, F, G, H, I, J, and K apply to this
system.
Relevant information in this system may be disclosed as necessary
to other Federal agencies or Federal contractors with statutory
authority to assist in the collection of Commission debts.
Disclosure to consumer reporting agencies:
Disclosures may be made from this system pursuant to 5 U.S.C.
552a(b)(12) and 31 U.S.C. 3711(f) to ``consumer reporting agencies'' as
defined in 31 U.S.C. 3701(a)(3).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained on paper in file folders.
Retrievability: These records are retrieved by name.
Safeguards: These records are maintained in a building with restricted
public access. The records in this system are kept in locked file
cabinets in a limited access area within the building. Access is
limited to persons whose official duties require access.
Retention and disposal: These records will be retained not later than
five years after separation or transfer of employee in accordance with
the National Archives and Records Administration's General Records
Schedule 18. Records will be disposed of in a secure manner.
System manager(s) and address:
Director, Office of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
Individual on whom record is maintained; Office of Personnel
Management; and any contractor who has been retained by the Commission
to conduct background investigations.
Systems exempted from certain provisions of the Act:
Pursuant to 5 U.S.C. 552a(k)(1), (k)(5) and (k)(6), this system of
records is exempted from (c)(3), (d), (e)(1), (e)(4)(G)-(I) and (f) of
the Privacy Act. These exemptions are established in the Commission
rules at 19 CFR 201.32.
[[Page 23493]]
ITC-8
System Name
Library Circulation Records.
System location:
The National Library of International Trade (``Library''), U.S.
International Trade Commission. 500 E Street, SW, Washington, DC 20436.
Categories of individuals covered by the system:
All Commission employees who have borrowed materials from the
Library.
Categories of records in the system:
Records relating to titles and other identifying data on materials
borrowed from the Library, and agency, office, office telephone number,
and office room number of borrower, and the scheduled return date for
each item borrowed.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: 40 U.S.C. 483(b)(1); 19 U.S.C.
1331(a)(1)(A)(iii).
Purpose(s):
To locate Library materials in circulation and to control and
inventory Library materials loaned.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General Routine Uses E, H, I and L apply to this system.
Relevant information in this system may be disclosed as necessary
to other Federal agencies or Federal contractors with statutory
authority to assist in the collection of Commission debts.
Disclosure to consumer reporting agencies:
Disclosures may be made from this system pursuant to 5 U.S.C.
552a(b)(12) and 31 U.S.C. 3711(f) to ``consumer reporting agencies'' as
defined in 31 U.S.C. 3701(a)(3).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained on computer media on an internal
Commission system and on paper in an index system.
Retrievability: These records are retrieved by name, by title of item
borrowed, and by call number.
Safeguards: These records are maintained in a building with restricted
public access. The records in this system are in a limited access area
within the building. The paper records are kept within the control of
Library staff during working hours and in a locked area at other times.
The computer files can only be accessed by authorized individuals.
Retention and disposal: These records are maintained until the borrowed
material is returned or until an employee is no longer employed at the
Commission. Records will be disposed of in a secure manner.
System manager(s) and address:
Chief, Library Services, U.S. International Trade Commission, 500 E
Street, SW, Washington, DC 20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment; and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment; and
5. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number;
4. Dates of employment; and
5. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
Information is obtained from the individual who borrows materials,
from library records on materials borrowed, and from the Commission
telephone directory.
ITC-9
System Name:
Parking Records.
System location:
Facilities Support Division of the Office of Management Services,
U.S. International Trade Commission, 500 E Street, SW., Washington, DC
20436.
Categories of individuals covered by the system:
All Commission employees and other authorized individuals who have
monthly parking permits or who are members of carpools.
Categories of records in the system:
Records relating to name, office room number, office phone number,
agency, home address, automobile type and license number, and length of
government service.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: 19 U.S.C. 1331(a)(1)(A)(iii); 40 U.S.C.
491; 41 CFR 101-20.1 et seq.
Purpose(s):
To allocate and control parking spaces and to assist in creating
carpools.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General Routine Uses A, B, C, E, F, G, H, I, K and L apply to this
system.
Relevant information in this system may be disclosed as necessary
to other Federal agencies or Federal contractors with statutory
authority to assist in the collection of Commission debts.
Disclosure to consumer reporting agencies:
Disclosures may be made from this system pursuant to 5 U.S.C.
552a(b)(12) and 31 U.S.C. 3711(f) to ``consumer reporting agencies'' as
defined in 31 U.S.C. 3701(a)(3).
[[Page 23494]]
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
These records are maintained on paper in file folders and on
computer media.
Retrievability:
These records are retrieved by applicant name or space assignment.
Safeguards:
These records are maintained in a building with restricted public
access. The records in this system are in a limited access area within
the building. Access is limited to persons whose official duties
require access.
Retention and disposal:
Records are maintained until parking permit expiration date or
cancellation. Records will be disposed of in a secure manner.
System manager(s) and address:
Facilities Management Specialist, Office of Management Services,
U.S. International Trade Commission, 500 E Street, SW, Washington, DC
20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW.,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
Information is obtained from the individual to whom the records
pertain.
ITC-10
System Name:
Mailing List Records
System location:
Office of the Secretary, U.S. International Trade Commission, 500 E
Street, SW., Washington, DC 20436.
Categories of individuals covered by the system:
Individuals requesting placement on a Commission mailing list.
Categories of records in the system:
Name, organization, business or home address, telephone numbers,
facsimile numbers and electronic mail address.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: 19 U.S.C. 1331(a)(1)(A)(iii).
Purpose(s):
Records in this system are used to address various agency
publications.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Address labels from these records are transmitted to the Government
Printing Office to be affixed to the Commission's mailings.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained on computer media on an internal
Commission system.
Retrievability: These records are retrieved by name and record number.
Safeguards: These records are maintained in a building with restricted
public access. The records in this system are kept in a limited access
area within the building. Access to the files is limited to individuals
whose official duties require access.
Retention and disposal: Records are maintained until individuals to
whom the records pertain request deletion or fail to respond to a
validation request. Records will be disposed of in a secure manner.
System manager(s) and address:
Secretary, Office of the Secretary, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
[[Page 23495]]
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
Information is obtained from the individual to whom the records
pertain.
ITC-11
System Name:
Congressional Correspondence Records
System location:
Office of External Relations, U.S. International Trade Commission,
500 E Street, SW, Washington, DC 20436, and other offices in the
Commission with information pertaining to the correspondence located at
the same address as the Office of External Relations.
Categories of individuals covered by the system:
Members of Congress.
Categories of records in the system:
Name, address and title of, and referrals of constituents'
inquiries, from Members of Congress and responses thereto, and any
other personal information in correspondence.
Authority for maintenance of the system:
Authority for maintenance of the system includes the following with
any revisions or amendments: 44 U.S.C. 3101; 19 U.S.C.
1331(a)(1)(A)(iii).
Purpose(s):
Records in this system are used to respond to Congressional
inquiries and inform Congress about Commission activities.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
General routine uses A, D, E, F, K and L apply to this system.
Referral may be made to other Federal, State, or local government
agencies for appropriate action when the matter complained of or
inquired about comes within the jurisdiction of such agency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: These records are maintained on paper in file folders and on
computer media on an internal Commission system.
Retrievability: These records are retrieved by name of Member of
Congress.
Safeguards: These records are maintained in a building with restricted
public access. The records in this system are kept in limited access
areas within the building. The paper files are stored in secure file
cabinets and access is limited to persons whose official duties require
access. The computer files can only be accessed by authorized
individuals.
Retention and disposal: Records are maintained at least two years
subsequent to the end of a Member of Congress' term in office. Records
will be disposed of in a secure manner.
System manager(s) and address:
Director, Office of External Relations, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Notification procedure.
Individuals wishing to inquire whether this system of records
contains information about them should contact the Privacy Act Officer,
Office of the Director of Administration, U.S. International Trade
Commission, 500 E Street, SW, Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Record access procedure:
Individuals wishing to request access to their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Individuals requesting access must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Contesting record procedure:
Individuals wishing to request amendment of their records should
contact the Privacy Act Officer, Office of the Director of
Administration, U.S. International Trade Commission, 500 E Street, SW,
Washington, DC 20436.
Individuals must furnish the following information for their
records to be located and identified:
1. Full name(s);
2. Date of birth;
3. Social Security Number (for employees);
4. Dates of employment (if applicable); and
5. Signature.
Individuals requesting amendment must comply with the Commission's
Privacy Act regulations on verification of identity (19 CFR part 201).
Record source categories:
Members of Congress, their staffs, and individuals on whose behalf
there have been Congressional inquiries.
Appendix A--General Routine Uses Applicable to More Than One System of
Records
A. Disclosure for Law Enforcement Purposes
When information 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, disclosure may
be made to the appropriate agency, whether Federal, foreign, State,
local, or tribal, or other public authority responsible for
enforcing, investigating or prosecuting such violation or charged
with enforcing or implementing the statute, rule, regulation, or
order issued pursuant thereto, if the information disclosed is
relevant to any enforcement, regulatory, investigative or
prosecutive responsibility of the receiving entity.
B. Disclosure Incident to Requesting Information
Information may be disclosed to any source from which additional
information is requested (to the extent necessary to identify the
individual, inform the source of the purpose(s) of the request, and
to identify the type of information requested), when necessary to
obtain information relevant to an agency decision concerning
retention of an employee or other personnel action (other than
hiring), retention of a security clearance, the letting of a
contract, or the issuance or retention of a grant, or other benefit.
C. Disclosure to Requesting Agency
Disclosure may be made to a Federal, State, local, foreign, or
tribal or other public authority of the fact that this system of
[[Page 23496]]
records contains information relevant to the retention of an
employee, the retention of a security clearance, the letting of a
contract, or the issuance or retention of a license, grant, or other
benefit. The other agency or licensing organization may then make a
request supported by the written consent of the individual for the
entire record if it so chooses. No disclosure will be made unless
the information has been determined to be sufficiently reliable to
support a referral to another office within the agency or to another
Federal agency for criminal, civil, administrative, personnel, or
regulatory action.
D. Disclosure to Office of Management and Budget
Information may be disclosed to the Office of Management and
Budget at any stage in the legislative coordination and clearance
process in connection with private relief legislation as set forth
in OMB Circular No. A-19.
E. Disclosure to Congressional Offices
Information may be disclosed to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the written request of the individual
about whom the record is maintained. Disclosure will not be made
until the congressional office has furnished appropriate
documentation of the individual's request, such as a copy of the
individual's written request.
F. Disclosure to Department of Justice
Information may be disclosed to the Department of Justice, or in
a proceeding before a court, adjudicative body, or other
administrative body before which the Commission is authorized to
appear, when:
1. The Commission, or any component thereof; or
2. Any employee of the Commission in his or her official capacity;
or
3. Any employee of the Commission in his or her individual capacity
where the Department of Justice or the Commission has agreed to
represent the employee; or
4. The United States
is a party to litigation or has an interest in such litigation, and
the Commission determines that the records are both relevant and
necessary to the litigation and the use of such records is deemed by
the Commission to be for a purpose that is compatible with the
purpose for which the records were collected.
G. Disclosure to the National Archives and GSA
Information may be disclosed to the National Archives and
Records Administration or General Services Administration for
records management inspections conducted under 44 U.S.C. 2904 and
2906.
H. Disclosure to Contractors, Grantees, Etc.
Information may be disclosed to agency contractors, grantees,
consultants, or volunteers who have been engaged to assist the
agency in the performance of a contract, service, grant, cooperative
agreement, job, or other activity for the Commission related to this
system of records and who need to have access to the records in
order to perform the activity for the Commission. This includes
Federal agencies providing payroll, management, or administrative
services to the Commission. When appropriate, recipients shall be
required to comply with the requirements of the Privacy Act of 1974
as provided in 5 U.S.C. 552a(m).
I. Disclosures for Administrative Claims, Complaints and Appeals
Information from this system of records may be disclosed to an
authorized appeal grievance examiner, formal complaints examiner,
equal employment opportunity investigator, arbitrator or other
person properly engaged in investigation or settlement of an
administrative grievance, complaint, claim, or appeal filed by an
employee or former employee, but only to the extent that the
information is relevant and necessary to the proceeding. Agencies
that may obtain information under this routine use include, but are
not limited to, the Office of Personnel Management, Office of
Special Counsel, Merit Systems Protection Board, Federal Labor
Relations Authority, Equal Employment Opportunity Commission, and
Office of Government Ethics.
J. Disclosure to the Office of Personnel Management
Information from this system of records may be disclosed to the
Office of Personnel Management pursuant to that agency's
responsibility for evaluation and oversight of Federal personnel
management.
K. Disclosure in Connection with Litigation
Information from this system of records may be disclosed in
connection with litigation or settlement discussions regarding
claims by or against the Commission, including public filing with a
court, to the extent that disclosure of the information is relevant
and necessary to the litigation or discussions and except where
court orders are otherwise required under section (b)(11) of the
Privacy Act of 1974, 5 U.S.C. 552a(b)(11).
L. Disclosure to Labor Unions
Information from this system of records may be disclosed to
provide information to officials of labor organizations when
relevant and necessary to their duties of exclusive representation
concerning personnel policies, practices, and matters affecting work
conditions.
Appendix B--Government-Wide System Notices Applicable to the Commission
The Commission maintains some records covered by Government-wide
system of records notices published by other agencies. There may not
be actual Commission files in all Government-wide systems. This list
includes all Government-wide system notices known as the publication
date, but any later established Government-wide system notices may
also be applicable.
1. OGE/GOVT-1--Executive Branch Public Financial Disclosure Reports
and Other Ethics Program Records
2. OGE/GOVT-2--Confidential Statements of Employment and Financial
Interests
3. EEOC/GOVT-1--Equal Employment Opportunity Commission Records and
Appeal Records.
4. FEMA/GOVT-1--National Defense Executive Reserve System
5. GSA/GOVT-2--Employment Under Commercial Activities Contracts
6. GSA/GOVT-3--Travel Charge Card Program
7. GSA/GOVT-4--Contracted Travel Service Program
8. DOL/ESA-13--Employment Standards Administration, Office of
Workers' Compensation Programs, Federal Employees' Compensation Act
File
9. DOL/ETA-14--Employment Training Administration Job Corpsman
Records
10. MSPB/GOVT-1--Appeal and Case Records
11. OPM/GOVT-1--General Personnel Records
12. OPM/GOVT-2--Employee Performance File System Records
13. OPM/GOVT-3--Records of Adverse Actions and Actions Based on
Unacceptable Performance
14. OPM/GOVT-5--Recruiting, Examining, and Placement Records
15. OPM/GOVT-6--Personnel Research and Test Validation Records
16. OPM/GOVT-7--Applicant--Race, Sex, National Origin and Disability
Status Records
17. OPM/GOVT-9--File on Position Classification Appeals, Job Grading
Appeals, and Retained Grade or Pay Appeals
18. OPM/GOVT-10--Employee Medical File System Records
Issued: April 22, 1997.
By order of the Commission.
Donna R. Koehnke,
Secretary.
[FR Doc. 97-11138 Filed 4-29-97; 8:45 am]
BILLING CODE 7020-02-P