[Federal Register Volume 69, Number 80 (Monday, April 26, 2004)]
[Notices]
[Pages 22557-22559]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-9292]


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DEPARTMENT OF JUSTICE

[AAG/A ORDER NO. 004-2004]


Privacy Act of 1974; System of Records

    Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C. 
552a), notice is given that the Department of Justice proposes to 
establish a new system of records entitled ``Leave Sharing Systems,'' 
Justice/DOJ-010. The purpose of publishing this Department-wide notice 
is to record voluntary requests made by employees to either donate or 
receive annual leave, due to a medical emergency that requires an 
absence from work which will result in substantial loss of income to 
the employee. This Privacy Act notice covers both the Voluntary Leave 
Transfer Program and the Voluntary Leave Bank Program.
    In accordance with 5 U.S.C. 552a(e) (4) and (11), the public is 
given a 30-day period in which to comment, and the Office of Management 
and Budget (OMB), which has oversight responsibility under the Act, 
requires a 40-day period in which to conclude its review of the system. 
Therefore, please submit any comments by May 26, 2004. The public, OMB, 
and the Congress are invited to submit any comments to Mary E. Cahill, 
Management and Planning Staff, Justice Management Division, Department 
of Justice, Washington, DC, 20530 (Room 1400, National Place Building).
    In accordance with 5 U.S.C. 552a(r), the Department has provided a 
report to OMB and the Congress.

    Dated: April 16, 2004.
Paul R. Corts,
Assistant Attorney General for Administration.
DEPARTMENT OF JUSTICE

SYSTEM NAME:
    Leave Sharing Systems, JUSTICE/DOJ-010.

SECURITY CLASSIFICATION:
    Not classified.

SYSTEM LOCATIONS:
    Systems are maintained by designated Leave Transfer Coordinators 
throughout the Department of Justice (DOJ), Human Resources Offices, 
with the exception of the Leave Bank Coordinator, whose system is 
located at the following address: U.S. Department of Justice, Justice 
Management Division, 1331 Pennsylvania Ave., NW., Suite 1110, 
Washington, DC 20530. The Leave Transfer Coordinators' system location 
is shown in this notice under the Systems Managers and Addresses.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by the Voluntary Leave Transfer Program (VLTP) 
are current employees (recipients and donors) of the DOJ, and employees 
in other Federal agencies who make voluntary leave donations to or 
receive voluntary leave donations from DOJ employees, excluding 
employees of the Federal Bureau of Investigations (FBI), Central 
Intelligence Agency, Defense Intelligence Agency, National Security 
Agency or any other Executive Agency or unit thereof, as determined by 
the President, whose principal function is the conduct of foreign 
intelligence or counterintelligence activities.
    Individuals covered by the Voluntary Leave Bank Program (VLBP) are 
current employees of the DOJ, excluding the FBI and Executive Office 
for U.S. Trustees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records maintained in the Voluntary Leave Transfer (VLT) system 
include two categories of records: Recipient records--VLT Recipient 
application, medical records, time and attendance report, and related 
comments; and Donor records--Authorization to Transfer Leave 
application, time and attendance report, and related comments.
    Records maintained in the Voluntary Leave Bank (VLB) system include 
two categories of records: Recipient records--VLB Recipient 
application, medical records, time and attendance report, and related 
comments; and Donor records--Request for Leave or Approved Absence (SF-
71), time and attendance report, and related comments.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Title 5, United States Code, Chapter 63, Subchapter III; 5 United 
States Code, Part 630, Subpart I and J; Public Law 103-103, the Federal 
Employees Leave Sharing Amendments Act of 1993.

PURPOSE OF THE SYSTEM:
    The Voluntary Leave Transfer and Leave Bank systems record and 
track

[[Page 22558]]

donor and recipient leave or medical records to assist employees 
without available paid leave with medical or family emergencies that 
require an absence from duty. The VLTP covers employees who experience 
medical emergencies, as well as employees who are caring for family 
members who are experiencing medical emergencies. The VLBP works in 
conjunction with the existing VLTP in the Department. The Leave Bank 
accepts membership contributions of annual leave, and makes that leave 
available to qualified members who experience medical emergencies.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Pursuant to subsection (b) (3) of the Privacy Act, information may 
be disclosed from this system as follows:
    A. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf and at the 
request of an individual who is the subject of the record.
    B. To the National Archives and Records Administration in records 
management inspections conducted under the authority of 44 U.S.C. 2904 
and 2906.
    C. In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body, when the DOJ determines that the 
records are arguably relevant to the proceeding; or in an appropriate 
proceeding before an administrative or adjudicative body when the 
adjudicator holds the records to be relevant to the proceeding.
    D. To an actual or potential party to litigation or the party's 
authorized representative for the purpose of negotiation or discussion 
on such matters as settlements, plea bargaining, or in informal 
discovery proceedings.
    E. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the Federal Government, when 
necessary to accomplish an agency function related to this system of 
records.
    F. To designated timekeepers to adjust employees' leave balances.
    G. To designated Leave Bank Board members to administer donated 
leave, review recipients' applications, and make decisions on appeals.
    H. To the Office of Personnel Management to evaluate the 
effectiveness of the program.
    I. Where a record, either on its face or in conjunction with other 
information, indicates a violation or potential violation of law--
criminal, civil, or regulatory in nature--the relevant records may be 
referred to the appropriate federal, state, local, foreign, or tribal, 
law enforcement authority or other appropriate agency charged with the 
responsibility of investigating or prosecuting such a violation or 
enforcing or implementing such law.
    J. To appropriate officials and employees of a federal agency or 
entity which requires information relevant to a decision concerning the 
hiring, appointment, or retention of an employee; the issuance, 
renewal, suspension, or revocation of a security clearance; the 
execution of a security or suitability investigation; the letting of a 
contract; or the issuance of a grant or benefit.
    K. The Department of Justice may disclose relevant and necessary 
information to a former employee of the Department for purposes of: 
Responding to an official inquiry by a federal, state, or local 
government entity or professional licensing authority, in accordance 
with applicable Department regulations; or facilitating communications 
with a former employee that may be necessary for personnel-related or 
other official purposes where the Department requires information and/
or consultation assistance from the former employee regarding a matter 
within that person's former area of responsibility.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Not Applicable.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Applications and medical records are stored in paper files. Time 
and attendance records are stored in an automated system. Paper files 
are stored in secured areas.

RETRIEVABILITY:
    Information is retrieved by employee name, Social Security number, 
or report generated by an automated system.

SAFEGUARDS:
    Safeguard measures include the use of secured areas, user 
identification and passwords with restricted access to data, and 
envelopes which appropriately identify the sensitive nature of the 
enclosed information.

RETENTION AND DISPOSAL:
    Records are retained and disposed of in accordance with the General 
Records Schedule 1, Civilian Personnel Records. They are destroyed one 
year after the end of the year in which the file is closed.

SYSTEM MANAGER(S) AND ADDRESS:
    Leave Bank System Manager: Director, Personnel Staff, Justice 
Management Division, 1331 Pennsylvania Ave., NW, Suite 1110, 
Washington, DC 20530.
    Leave Transfer System Managers:
    Leave Transfer Coordinator:


Antitrust Division, Executive Officer, 601 D Street, NW, Rm. 10150, 
Washington, DC 20004
Civil Division, Director, Office of Administration, 1100 L Street, 
NW, Rm. 9018, Washington, DC 20530
Civil Rights Division, Executive Officer, 1425 New York Ave., NW, 
Rm. 5058, Washington, DC 20530
Criminal Division, Executive Officer, Office of Administration, 1400 
New York Ave., NW, Rm. 5000, Washington, DC 20530
Environmental and Natural Resources Division, Executive Officer, 601 
D Street, NW, Rm. 2038, Washington, DC 20004
Tax Division, Executive Officer, 601 D Street, NW, Rm. 7802, 
Washington, DC 20004
Drug Enforcement Administration, Deputy Assistant Administrator for 
Personnel, 700 Army Navy Drive, Rm. W3166, Arlington, VA 22202
Executive Office for Immigration Review, Office of the General 
Counsel, Employee and Labor Relations Unit, 5107 Leesburg Pike, 
Suite 2400, Falls Church, VA 22041
Executive Office for United States Attorneys, Personnel Staff, 600 E 
Street, NW, Room 8017, Washington, DC 20530
Executive Office for United States Trustees, Human Resource 
Division, 20 Massachusetts Ave., NW, Rm. 8209, Washington, DC 20530
Federal Bureau of Prisons, Human Resource Management Division, Labor 
Management Relations and Security Branch, 320 1st Street, NW, Bldg. 
400, Washington, DC 20534
Office of Justice Programs, Office of Administration, Director, 
Office of Personnel, 810 7th Street, NW, Rm. 3330, Washington, DC 
20531
United States Marshals Service Headquarters, Washington, DC 20530-
1000
Office of the Inspector General, Personnel Officer, 1425 New York 
Ave., NW, Suite 7000, Washington, DC 20530
Bureau of Alcohol, Tobacco, Firearms and Explosives, Personnel 
Division, Employee and Labor Relations Team, 650 Massachusetts Ave., 
NW, Rm. 4300, Washington, DC 20010
Other Offices, Boards, and Divisions: Director, Human Resources, 
Justice Management Division, 1331 Pennsylvania Ave., NW, Suite 1110, 
Washington, DC 20530

NOTIFICATION PROCEDURE:
    Address inquiries to System Managers named above.

RECORD ACCESS PROCEDURES:
    Requests for access to records from the system must be in writing 
to the

[[Page 22559]]

System Manager, and be clearly marked ``Privacy Act Access Request.'' 
The request should include the component where the records reside, if 
known (generally, the employing component), and must include the 
requestor's name, title, organization, address, phone number and a 
general description and purpose of records sought, and must include the 
requestor's full name, current address, and date and place of birth. 
The request must be signed and dated and either notarized or submitted 
under penalty of perjury. Records will be released in accordance with 
the Freedom of Information Act, as well as the Privacy Act.

CONTESTING RECORD PROCEDURES:
    Individuals desiring to contest or amend information maintained in 
the system should direct their request to the System Manager listed 
above, stating clearly and concisely what information is being 
contested, the reasons for contesting it, and the proposed amendment to 
the information sought. Please include the information requested in 
``Record Access Procedures'' above.

RECORD SOURCE CATEGORIES:
    Sources of information include employees who make written requests 
for application to the leave sharing programs, including supporting 
documentation, such as time and attendance records and medical records.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 04-9292 Filed 4-23-04; 8:45 am]
BILLING CODE 4410-CG-P