[Federal Register Volume 69, Number 148 (Tuesday, August 3, 2004)]
[Notices]
[Pages 46478-46496]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-17554]


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BROADCASTING BOARD OF GOVERNORS


Privacy Act of 1974: Notice of Systems of Records

AGENCY: Broadcasting Board of Governors (BBG).

ACTION: Notice of systems of records.

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SUMMARY: This document is a compilation of the Broadcasting Board of 
Governors' Systems of Records maintained under the Privacy Act of 1974 
(5 U.S.C. 552a), as amended. The Broadcasting Board of Governors (BBG) 
is a relatively new Agency and this is its first compilation of systems 
notices.
    The compilation of the BBG's System of Records is made in 
compliance with the President's Memorandum of May 14, 1998 on Privacy 
and Personal Information in Federal Records. The President directed 
Federal agencies to review their information practices and ensure that 
they are conducted in accordance with privacy law and policy, because 
ensuring that the Federal government protects the privacy of personal 
information is a priority of the Administration. Office of Management 
and Budget (OMB) clearance is pending.

DATES: Effective date: This notice is effective 30 days from the date 
of publication. Persons wishing to comment on the systems or amended 
systems may do so through the above date at the address listed below.

ADDRESSES: For further information contact: Joseph Gatewood, Office of 
General Counsel, BBG, Suite 3349, 330 Independence Ave., SW., 
Washington DC 20237. Telephone (202) 260-4404. Any requests for 
information should make sure to identify the request as in reference to 
BBG's Privacy Act Systems of Records.

SUPPLEMENTARY INFORMATION: The BBG has never published a System of 
Records under the Privacy Act of 1974 (5 U.S.C. 552a), as amended, 
because it is a new agency that was created on October 1, 1999.
    The Privacy Act created a statutory framework governing how the 
Federal government collects, maintains, uses and disseminates 
information about certain individuals.
    Increased computerization of Federal records permits information to 
be used and analyzed in ways that could diminish individual privacy in 
the absence of additional safeguards. Therefore, we are assuring that 
the use of new information technologies sustains, and does not erode, 
the protections provided in the collection, use, retention and 
disclosure of personal information. The personal information will be 
handled in compliance with the requirements of the Privacy Act.
    The Privacy Act provides that, upon request, an individual has the 
right to access any record maintained on that person in an agency's 
system of records. Under the Privacy Act, a ``system of records'' is a 
group of any records under the control of an agency from which 
information is retrieved by the name of the individual or by some 
identifying number, symbol, or other identifying particular assigned to 
the individual.
    The Privacy Act further provides that an individual may make a 
request to gain access to his/her records or to any records pertaining 
to him that is contained within an agency's system of records, and that 
the individual may permit another individual to accompany him/her to 
review the record and have a copy made at the individual's expense. The 
agency may require that the individual requesting access to the records 
furnish a written statement authorizing discussion of the individual's 
record in the accompanying person's presence. The individual may 
request amendment of a record pertaining to him/her within the agency's 
system of records if the individual believes that the record is not 
accurate, relevant, timely or complete. In order for a request to be 
considered, the individual will clearly note the specific and precise 
portion of each record that the individual disagrees. The agency will 
then consider the individual's request, and determine whether it is 
appropriate to amend the record. If the agency deems amendment of the 
record appropriate, the agency will amend the record and so notify the 
individual. If the agency deems amendment of the record inappropriate, 
the agency will issue a refusal to the individual within 30 days of the 
individual's request that states the reason's for the refusal and the 
procedures established by the agency for the individual to request 
review of the agency's determination. Accompanying the agency's refusal 
will be the name(s) and addresses of the designated agency official(s) 
to whom the individual may request review of the agency's decision not 
to amend the record. Use of the Privacy Act as a mechanism to obtain 
access to files compiled in anticipation of a civil action or 
proceeding is forbidden.
    The Privacy Act requires each agency to publish in the Federal 
Register a description denoting the type and character of each system 
of records that the agency maintains, and the routine uses that are 
contained in each system, as a means to notify individuals regarding 
the purposes for which personally identifiable information is disclosed 
and to assist the individual to more easily find such files within the 
Agency.
    The BBG's publication of a system of records will readily enable 
individuals to determine if there are records maintained about the 
individual in the Agency's systems of records. Additionally, the 
publication of the Agency's systems notices will emphasize to Agency 
personnel the importance of protecting and regulating the collection, 
maintenance, use and dissemination of personal information.
    OMB clearance is pending; the ``Notice of Systems of Records'' was 
submitted to OMB on July 7, 2004. The authority for maintaining these 
systems is the Privacy Act of 1974, 5 U.S.C. 552a, as amended.

    Dated: July 27, 2004.
Carol Booker,
Acting General Counsel.

Table of Contents

Statement of General Routine Uses Applicable to All BBG Systems of 
Records

BBG-1--Broadcasting Board of Governors Staff Files
BBG-2--Office of the General Counsel Litigation Files
BBG-3--Office of the General Counsel (FOIA and Privacy Act Unit)
BBG-4--Office of Legal Counsel Ethics Files (Financial Disclosure 
Reports)
BBG-5--IBB Director's Executive Secretariat Files
BBG-6--M/A--Office of Administration (Travel Card Program)
BBG-7--M/A--Office of Administration (Employee Parking)
BBG-8--M/A--Office of Administration (Office Travel Records)
BBG-9--M/CON--Office of Contracts (Vendor Data-Base File Extracts)
BBG-10--M/CON--Office of Contracts (Acquisition and Procurement 
Workforce Information System)
BBG-11--M/CON--Office of Contracts (Suspension and Debarment 
Information System)
BBG-12--M/P--Office of Personnel
BBG-13--M/PT--Office of Personnel (Training and Development 
Division)
BBG-14--M/SEC--Office of Security (Personnel Security and Integrity 
Records)
BBG-15--OCB--Office of Cuba Broadcasting
BBG-16--OCR--Office of Civil Rights

[[Page 46479]]

(Complaint Files)
BBG-17--OCR--Office of Civil Rights (General Files)
BBG-18--OCR--Office of Civil Rights (Minority Groups)
BBG-19--P/K--Office of External Affairs (Clearance Files for 
Speaking, Teaching and Writing, and Approval Files for Outside 
Employment)

Statement of General Routine Uses Applicable to All BBG System of 
Records Files

    The following routine uses apply to and are incorporated by 
reference into each system of records (BBG-1 through BBG-19) set forth 
in this Notice:

1. Disclosure for Law Enforcement Purposes

    Information may be disclosed to the appropriate Federal, State, 
local, tribal or foreign agency responsible for investigating, 
prosecuting, enforcing, reviewing or implementing a statute, rule, 
regulation, license or order, if the information is relevant to a 
potential violation or civil or criminal law or regulation within the 
apparent jurisdiction of the entity.

2. 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 of the request, and to 
identify the type of information requested), when necessary to obtain 
information related to an agency decision concerning retention of the 
individual, or other personnel action (except hiring), retention or 
issuance of a security clearance, the letting of a contract, 
subcontract, cooperative agreement, grant, or other financial 
arrangement, or other benefit.

3. Disclosure to Requesting Agency

    Information may be disclosed to a Federal, State, local, foreign, 
tribal or other public authority of the fact that this system of 
records contains information relevant to the retention of an employee, 
the retention or granting of a security clearance, the letting or 
retention of a contract, subcontract, cooperative agreement, grant or 
other financial arrangement, or the issuance or retention of a license 
or other benefit. The other agency or organization may then make a 
request supported by the written consent of the individual if it so 
chooses. No disclosure will be made unless the agency has a good faith 
belief that 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.

4. Disclosure to the 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 legislation as set forth in OMB Circular No. A-19.

5. 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 request of the individual.

6. Disclosure to the Department of Justice or for Litigation or Other 
Proceedings

    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 Agency is authorized or required to appear. Such 
disclosures may occur in circumstances in which the Agency determines 
that litigation is likely to affect the Agency or any of its 
components, and the Agency is a party to the litigation or has an 
interest in such litigation, the Department of Justice or the Agency is 
deemed to be relevant and necessary to the litigation, and the use of 
the records is compatible with the purpose for which the records or 
information were collected. Information may also be disclosed in 
connection with litigation or settlement discussions regarding claims 
by or against the Agency, including public filing with a court, 
arbitrator, mediator, administrative body or other deciding or 
mediating official or body, as relevant and necessary to the 
discussions or proceedings, and except where court orders are otherwise 
required under section (b)(11) of the Privacy Act, 5 U.S.C. 
552a(b)(11).

7. Disclosure for Hiring or Retention of Employee

    Information may be disclosed from this system of records to a 
Federal, State or local agency in response to a request by the agency 
in connection with the hiring, retention or investigation of an 
employee, issuance of a security clearance, letting of a grant or 
contract, or the issuance of a license, grant or other benefit by the 
requesting agency, to the extent that such information is deemed 
relevant to the requesting agency's decision.

8. Disclosure to the Office of Personnel Management

    Information may be disclosed to the Office of Personnel Management 
pursuant to the Agency's responsibility or authority for oversight or 
evaluation of Federal personnel management.

9. Disclosure to the National Archives or Federal Records Management 
Centers

    Information may be disclosed to the National Archives or Federal 
Records Management Centers as necessary for purposes of records 
management or records management inspections.

10. Disclosure for Administrative Claims, Complaints, Appeals

    Information may be disclosed to an authorized appeal grievance 
examiner, formal complaints examiner, equal opportunity employment 
investigator or official, arbitrator, mediator, opposing counsel or 
representative, or other person properly engaged in investigation, 
settlement, litigation or decision regarding an administrative 
grievance, complaint, claim, or appeal filed by an 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.

11. Disclosure to Contractors, Grantees and Others

    Information may be disclosed to contractors, grantees, consultants, 
or volunteers performing or working on a contract, grant, cooperative 
agreement, job, service, or other activity for the Agency and who have 
a need to have access to the information in the performance of their 
duties or activities for the Agency. Where appropriate, the Agency may 
require such individuals or entities to comply with the Privacy Act, as 
provided in 5 U.S.C. 552a(m).

12. Disclosure to Federal Agencies for Purposes of Audit

    A record from this system of records may be disclosed to authorized 
employees of a Federal agency for purposes of audit or program review. 
Examples of such agencies include, but are not limited to, Offices of 
Inspector General, General Accounting Office, Department of the 
Treasury, and Office of Management and Budget.

[[Page 46480]]

13. Disclosure to Department of State

    A record from this system of records may be disclosed to the 
Department of State and its posts abroad for the purpose of 
transmission of information between organizational units of the Agency, 
or for purposes related to the responsibilities of the Department of 
State in conducting foreign policy or protecting United States 
citizens, such as the assignment of employees to positions abroad, the 
reporting of accidents abroad, evacuation of employees and dependents, 
and other purposes for which officers and employees of the Department 
of State have a need for the records in the performance of their 
official duties.

14. Disclosure to International or Foreign Agencies or Entities

    A record in this system of records may be disclosed to a foreign 
government or international agency when necessary to facilitate the 
conduct of U.S. relations with that government or agency through the 
issuance of such documents as visas, country clearances, identification 
cards, drivers' licenses, diplomatic lists, licenses to import or 
export personal effects, and other official documents and permits 
routinely required in connection with the official service or travel 
abroad of the individual and her or his dependents.

15. Disclosure Under Foreign Assistance Act

    A record in this system of records may be disclosed to Federal 
agencies with which the Agency has entered into an agreement to provide 
services to assist the Agency in carrying out its functions under the 
Foreign Assistance Act of 1961, as amended. Such disclosures would be 
for transmitting information between organizational units of the 
Agency, for providing to the original employing agency information 
concerning the services of its employee while under the supervision of 
the Agency, including performance evaluations, reports of conduct, 
awards and commendations, and information normally obtained in the 
course of personnel administration and employee supervision, or for 
providing other information directly related to the purpose of the 
inter-agency agreement as set forth therein, and necessary and relevant 
to its implementation.

16. Disclosure Pursuant to FOIA

    A record in this system of records may be disclosed to the 
Department of Justice to determine whether disclosure thereof is 
required by the Freedom of Information Act (5 U.S.C. 552). A record in 
this system of records may be disclosed when the information is subject 
to exemption under the Freedom of Information Act (5 U.S.C. 552), but 
the Agency, in its discretion, determines not to assert the exemption.

17. Disclosure to State and Local Tax Authorities

    A record from this system of records may be disclosed to state and 
local tax authorities with which the Secretary of the Treasury has 
entered into agreements and only to those state and local taxing 
authorities for which the employee is subject to tax (whether or not 
tax is withheld).
BBG-1

SYSTEM NAME:
    Broadcasting Board of Governors Staff Files--BBG.

SYSTEM LOCATION:
    Broadcasting Board of Governors (BBG), Rm. 3360, 330 Independence 
Ave., SW., Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who submit or receive official correspondence from the 
BBG or Board Staff.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence to and from the Board and Board Staff, BBG reports, 
Board biographical files, Broadcasting Entities (e.g., Voice of America 
(VOA), International Broadcasting Bureau (IBB), Office of Cuba 
Broadcasting (OCB), Radio Free Asia (RFA), and Radio Free Europe/Radio 
Liberty (RFE/RL)).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Federal Records Act of 1950, as amended; 44 U.S.C. 3101-3167; 
Records Disposal Act of 1943, as amended; 44 U.S.C. 3301-3314.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    To maintain a record of correspondence to and from the BBG Board, 
both with individuals and institutions outside the Agency and to the 
BBG Broadcasting entities, reports provided to Congress either by 
request or on an informational basis, and biographical information on 
Board members for BBG and public use. Records are used and accessed by 
Board members and Board staff. Also see Statement of General Routine 
Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
and DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Information is retained in document form in file folders and in 
computers.

RETRIEVABILITY:
    Manually retrieved by category and name.

SAFEGUARDS:
    1. Authorized users: access to files is limited to only authorized 
BBG employees having a substantiated need for the information.
    2. Physical safeguards: all files are protected by office personnel 
during regular duty hours and during non-duty hours by security doors 
that can only be accessed by BBG staff employees. Computer information 
is protected by the use of passwords restricted to authorized users. 
Files are contained in secure building that can be accessed only by 
persons showing proper identification credentials.
    3. Procedural safeguards: access to records is limited to staff 
members on a need to know basis, to employees performing their official 
duties.

RETENTION AND DISPOSAL:
    Records are maintained until no longer useful or relevant and then 
retired or destroyed in accordance with BBG policy and procedures.

SYSTEM MANAGER(S) AND ADDRESS:
    BBG Executive Director, Broadcasting Board of Governors, Room 3360, 
330 Independence Ave., SW, Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, Broadcasting Board of Governors 
(BBG), Suite 3349, 330 Independence Ave., SW, Washington, DC 20237. 
Individuals' requests should contain the name and address of the system 
manager (listed above) and the following information to enable their 
records to be located and identified:
    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the

[[Page 46481]]

Notification Procedures (listed above). Individuals requesting access 
will also be required to provide adequate identification, such as 
driver's license, employee identification card, and/or other 
identifying document. Additional identification procedures may be 
required in some instances. To request a file other than your own, you 
must have a notarized, signed statement giving you express permission 
to access the file from the individual to whom the file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting contents and 
appealing determinations by the individual concerned appear at 22 CFR 
Part 505. The right to contest records is limited to information that 
is incomplete, irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Biographical and ethics information furnished voluntarily by 
subject individuals, unsolicited correspondence, requests and inquiries 
from U.S. Government officials and members of the general public to the 
BBG and BBG staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
BBG-2

SYSTEM NAME:
    Office of the General Counsel Litigation Files.

SYSTEM LOCATION:
    Broadcasting Board of Governors, Office of the General Counsel, 
Suite 3349, 330 Independence Ave., SW, Washington, DC 20237.

SECURITY CLASSIFICATION:
    Some documents within the system may be classified or confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have filed grievances, inquiries or discrimination 
complaints; employees separated or considered for separation for cause; 
officers selected out; individuals taking legal actions against the BBG 
or its employees; tort claimants and accident victims; employees and 
related persons for whom legislative action is sought; personal 
property loss claimants; employees and applicants raising legal or 
administrative issues concerning rights or benefits; individuals whose 
salaries have been garnished; individuals whose official personnel 
files have been subpoenaed in connection with divorce, custody or other 
litigation.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Investigatory reports; litigation reports; pre-hearing and pre-
trial material; evidence for discovery and submission to hearing 
officers and courts; pleadings; briefs; transcripts; decisions and 
other related documents.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Federal Records Act, as amended, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF THE ROUTINE USES:
    To represent the BBG in claims and other legal actions; to issue 
legal opinions or determinations regarding BBG action and perform all 
of the BBG's legal representation and advocacy functions.
    Information is made available on a need-to-know basis to personnel 
of the BBG as may be required in the performance of their official 
duties. The principal users of this information outside of the BBG are 
the Department of Justice, Department of State, including Office of 
Inspector General, Office of Personnel Management, Foreign Service 
Grievance Board, and the Employee Management Relations Committee.
    Records contained in these files may be released to agencies 
outside the BBG who have statutory, regulatory, or other lawful 
authority to collect, maintain or use such information. Also see 
Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records in file folders, electronic data on computer storage 
media.

RETRIEVABILITY:
    By the name of the individual and the nature of the legal action.

SAFEGUARDS:
    Maintained in locked file cabinets and in offices in office suites 
to which only authorized BBG personnel have access. Computer files are 
maintained on networked BBG computers that are accessible only through 
the use of passwords.

RETENTION AND DISPOSAL:
    Records may be retained until such time as they are no longer 
useful, current, or for a period of time until it can be assured that 
all legal proceedings and matters are final and concluded.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of the General Counsel, BBG, Suite 3349, 330 Independence 
Ave., SW, Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW, Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:
    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting the contents of 
records subject to the Privacy Act, and appealing determinations appear 
in 22 CFR Part 505. The right to contest records is limited to 
information that is incomplete, irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Information provided by the individual and/or their attorneys or 
representatives, and by employees of the BBG; information produced in 
the processing of a claim, grievance, legal action or issue.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Pursuant to 5 U.S.C. 552(a)(k)(2) and (k)(5), all investigatory 
material in the record which meets the criteria of these subsections is 
exempted from the

[[Page 46482]]

notice, access and contest requirements (under 5 U.S.C. 552a(c)(3), 
(d)(e)(1), (e)(4)(G), (H) and (I) and (f) of the BBG regulations) in 
order for the BBG's legal staff to properly perform its functions. See 
also 22 CFR 505.15.
BBG-3

SYSTEM NAME:
    Freedom of Information and Privacy Act Files--BBG/GC/FP.

SYSTEM LOCATION:
    Freedom of Information Act (FOIA)/Privacy Act (PA) Officer, Office 
of the General Counsel, Broadcasting Board of Governors, 330 
Independence Ave., SW., Suite 3349, Washington, DC 20237.

SECURITY CLASSIFICATION:
    Some documents may be classified Confidential and Secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have requested documents/records or other 
information maintained and in the possession of the BBG (pursuant to 
the Freedom of Information Act) or maintained by the BBG in a System of 
Records about themselves (pursuant to the Privacy Act of 1974).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Official, unofficial or personal information maintained and in 
possession of the BBG through reports, memoranda, correspondence, etc.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 552 (Freedom of Information Act) and 5 U.S.C. 552a 
(Privacy Act).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    For processing of requests received pursuant to the FOIA and the 
Privacy Act. Information is made available on a need to know basis to 
personnel of the BBG as may be required in the performance of their 
official duties.
    Information in these records is not normally available to 
individuals or agencies outside the BBG, but records may be released to 
other government agencies who have statutory or other lawful authority 
to maintain or view such information.
    Also see Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, RETAINING AND DISPOSING 
OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records in file folders, and electronic storage on computers.

RETRIEVABILITY:
    By name of individual or personal identifier.

SAFEGUARDS:
    Records are maintained in secure office area with access only to 
BBG employees, and in bar locked cabinets and in combination locked 
storage. Computer and data base records are maintained on secure BBG 
computers with access only to authorized individuals with the 
appropriate password information.

RETENTION AND DISPOSAL:
    Retired and destroyed in accordance with record disposition 
schedules for BBG.

SYSTEM MANAGER(S) AND ADDRESS:
    FOIA/Privacy Act Officer, Office of the General Counsel, 
Broadcasting Board of Governors, 330 Independence Ave., SW., Suite 
3349, Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:
    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contract; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. To request a file other than your 
own, you must have a notarized, signed statement giving you express 
permission to access the file from the individual to whom the file 
pertains.

CONTESTING RECORD PROCEDURE:
    The BBG's rules for access and for contesting/amending record 
contents and appealing determinations appear in 22 CFR Part 505. The 
right to contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Compiled as a result of requests under the Freedom of Information 
Act (FOIA) and the Privacy Act.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Certain records contained within the system of records may be 
exempted under 5 U.S.C. 552 (k)(1)-(2), (k)(4)-(6).
BBG-4

SYSTEM NAME:
    Office of Legal Counsel Ethics Files (Financial Disclosure 
Reports).

SYSTEM LOCATION:
    Office of the General Counsel, BBG, 330 Independence Ave., SW., 
Suite 3349, Washington, DC 20237.

SECURITY CLASSIFICATION:
    None for the system. However, some documents within the system may 
be classified as confidential or otherwise protected or immunized from 
disclosure.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Experts or consultants, employees, paid at the Executive Schedule 
level; employees classified at GS-13, or the Foreign Service 
Equivalent, or higher, who are in positions of responsibility for a 
government decision or taking a government action with regard to: 
Contracting or procurement; administering or monitoring grants or 
subsidies; regulating or auditing private or other non-Federal 
enterprise; or required to report employment or financial interests in 
order to determine potential conflicts of interest or to ensure that 
BBG decision making is not performed by individuals with an ethical 
conflict.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Statements of personal and family financial and share holdings and 
other interests in business enterprises; copies of blind trusts and 
other agreements pertaining to such interests; correspondence regarding 
potential or actual conflicts of interest, or regarding investigation, 
insulation or control of individuals to prevent or eliminate potential 
conflicts of interest; opinions of counsel, including recommendations 
of waivers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Executive Order 11222; 5 U.S.C. 7301; 18 U.S.C. 208; Ethics in 
Government Act of 1948, as amended.

[[Page 46483]]

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Review by the Ethics Officer and staff for possible conflicts of 
interest. Provide necessary reference information should allegations of 
conflicts arise. Also see Statement of General Routine Uses.
    On a need-to-know basis, sharing of ethics information among BBG 
components or employees in their official capacities for the purpose of 
investigating or addressing allegations of conduct that is related to 
addressing ethics issues.
    Information in Confidential Financial Disclosure Reports is not 
normally available to individuals or agencies outside of the BBG, but 
records may be released to other government agencies who have statutory 
or other lawful authority to maintain such information. Information in 
Public Financial Disclosure Reports is generally subject to public 
disclosure.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records in file folders and electronic data base and computer 
entries.

RETRIEVABILITY:
    Alphabetically by name and by BBG element or geographic area.

SAFEGUARDS:
    Maintained in secure office area with access only to BBG employees, 
and in bar locked cabinets and in combination locked storage. Computer 
and data base records are maintained on secure BBG computers with 
access only to authorized individuals with the appropriate password 
information.

RETENTION AND DISPOSAL:
    Disposed of six years after employee leaves a position for which a 
report or ethics information is or has been required.

SYSTEM MANAGER AND ADDRESS:
    Office of the General Counsel, Broadcasting Board of Governors 
(BBG), Suite 3349, 330 Independence Ave., SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:
    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURE:
    The BBG's rules for access and for contesting/amending record 
contents and appealing determinations appear in 22 CFR Part 505. The 
right to contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    From the individual who filed the required ethics form or from any 
individual who provided information pursuant to a complaint or legal 
request for examination of ethics or conflict of interest issues.

EXEMPTIONS CLAIMED FROM THE SYSTEM:
    Certain records contained within the system of records may be 
exempted from disclosure pursuant to 5 U.S.C. 552 (k)(1)-(2), (k)(4)-
(6).

BBG-5
SYSTEM NAME:
    IBB Director's Executive Secretariat Files.

SYSTEM LOCATION:
    Director's Office, Executive Secretariat, International 
Broadcasting Bureau, Broadcasting Board of Governors, 330 Independence 
Ave., SW., Washington, DC 20237.

SECURITY CLASSIFICATION:
    Some documents may be classified confidential or secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Members of the White House Staff, Members of Congress and their 
staffs, heads of other executive agencies of the Federal Government and 
members of the general public.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence addressed to the IBB Director, as well as the BBG, 
and copies of responses to requests for reports, information and/or 
assistance of various kinds prepared by the Director or designated 
representative.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3167; 
Records Disposal Act of 1943, as amended, 44 U.S.C. 3301-3314.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Reference files to provide oversight of the flow of requests of the 
Director for reports on programming effectiveness of BBG broadcasts; to 
provide information and/or assistance of various kinds; and to provide 
and monitor responses to such requests.
    Information is made available on a need-to-know basis to personnel 
of the BBG as may be required in the performance of their official 
duties.
    The information may also be released to other government agencies 
who have statutory or other lawful authority to maintain or use such 
information.
    Also see Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored on computer maintained by and located within the 
Secretariat, and maintained as paper records in file folders in the 
Secretariat.

RETRIEVABILITY:
    Records are cross-indexed by individual name, organization, subject 
file and by computer reference number.

SAFEGUARDS:
    Computer records are accessible only to authorized employees of the 
Director's staff with appropriate password information. Paper records 
are kept in locked file cabinets that are contained in a secure area. 
All records are contained in secure building that is accessible only to 
individuals with appropriate identification.

RETENTION AND DISPOSAL:
    Records are maintained indefinitely.

[[Page 46484]]

SYSTEM MANAGER(S) AND ADDRESS:
    Supervisory Staff Analyst, Executive Secretariat, BBG, 330 
Independence Ave., SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:
    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access, contesting record contents and 
appealing determinations appear in 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Unsolicited correspondence from U.S. Government Officials and 
members of the general public addressed to the Director concerning VOA, 
Worldnet, RFE/RL, RFA, or Office of Cuba Broadcasting.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Certain records contained in this system of records may be exempted 
from 5 U.S.C. 552(a)(k)(1)-(2), (k)(4)-(6); See 22 CFR 505.15.
BBG-6

SYSTEM NAME:
    M/A--Office of Administration Travel Card Program Files.

SYSTEM LOCATION:
    Office of Administration, Broadcasting Board of Governors, 330 
Independence Ave., SW., Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVDUALS COVERED BY THE SYSTEM:
    IBB/BBG employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records and information pertaining to IBB/BBG employees who 
participate in the Government Travel Charge Card Program.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Travel and Transportation Reform Act of 1998, Public Law 105-264, 
dated October 19, 1998, 112 STAT. 2350; 5 U.S.C. 5707; 40 U.S.C. 486, 
Sec. 2.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Used by the staff of the Office of Administration to prepare 
various reports. The information may be released to other government 
agencies that have Statutory or other lawful authority to maintain, 
examine or compile such information.
    Also see Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records maintained in file folders and lists maintained in 
computers.

RETRIEVABILITY:
    By name of employee.

SAFEGUARDS:
    Paper records are maintained in file cabinets in office space that 
is restricted to authorized BBG employees. Computer records are 
maintained in systems accessible only by authorized users with 
appropriate password information. All records are contained in a secure 
building with access limited to individuals with appropriate 
identification.

RETENTION AND DISPOSAL:
    To date, these records have no disposal authority.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Administrative Operations Division, IBB, Broadcasting Board 
of Governors, 330 Independence Ave., SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:
    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting contents and 
appealing determinations by the individual concerned appear in 22 CFR 
Part 505. The right to contest records is limited to information that 
is incomplete, irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Information obtained from individuals in the context of 
applications for approval of travel credit card. Delinquent and Misuse 
report.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
BBG-7

SYSTEM NAME:
    M/A--Office of Administration (Employee Parking).

[[Page 46485]]

SYSTEM LOCATION:
    Office of Administration, International Broadcasting Bureau (IBB), 
Broadcasting Board of Governors (BBG), 330 Independence Ave., SW., 
Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    IBB/BBG employees assigned to BBG controlled parking spaces; 
employees waiting for assignment of vacated parking spaces.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Regulations regarding the use of Federally-controlled parking 
spaces at 41 CFR Part 101.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Assignment of parking space to BBG executives; to assure fairness 
in the assignment of parking spaces to employees and to give priority 
to certain individuals, e.g. the handicapped and individuals in car 
pools.
    Information is made available to authorized BBG personnel as may be 
required in the performance of their official duties.
    The information may also be released to other government agencies 
who have statutory or other lawful authority to maintain, examine or 
compile such information.
    Also see Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
    Paper records maintained in file folders and lists maintained in 
computers.

RETRIEVABILITY:
    By name of employee.

SAFEGUARDS:
    Paper records are maintained in file cabinets in office space that 
is restricted to authorized BBG employees. Computer records are 
maintained in systems accessible only by authorized users with 
appropriate password information. All records are contained in a secure 
building with access limited to individuals with appropriate 
identification.

RETENTION AND DISPOSAL:
    Records are destroyed within 18 months of time when employee 
relinquishes the assigned parking space or is separated from the BBG.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Administration, IBB, Broadcasting Board of 
Governors, 330 Independence Ave., SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting contents and 
appealing determinations by the individual concerned appear in 22 CFR 
Part 505. The right to contest records is limited to information that 
is incomplete, irrelevant, erroneous, or untimely.

RECORD SOURCE CATEGORIES:
    Information obtained from individuals in the context of application 
for and administration of BBG parking spaces, and responses generated 
to this information by various BBG personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
BBG-8

SYSTEM NAME:
    M/A--Office of Administration (Office Travel Records).

SYSTEM LOCATION:
    Office of Administration, IBB, Broadcasting Board of Governors, 330 
Independence Avenue, SW., Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Past and present BBG employees and private citizens who have 
traveled under BBG auspices or as a result of BBG travel orders.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Travel documents and correspondence relating to shipment and 
storage of personal effects and property; records of active passports 
and visa requests from foreign embassies; records of temporary duty 
travel.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Supplemental Appropriation Act of 1995, Public Law 663, section 
1331 (31 U.S.C. 200); Section 367, the Revised Statutes, as amended; 
Anti-Deficiency Act (31 U.S.C. 665).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Used by the staff of the Office of Administration to provide 
reimbursement for travel services provided to BBG travelers and the 
packing, storing, or shipment of their household effects and 
automobiles; to obtain passports and visas for BBG employees and other 
BBG travelers; and to prepare various reports on BBG travel activities. 
Also see Statement of General Routine Uses.
    Information in these records is not normally available to 
individuals or agencies outside the BBG, but records may be released to 
other government agencies that have lawful authority to maintain, 
collect, view or compile such information.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
    Paper records maintained in file folders in storage files, loose 
leaf binders, and cards. Electronic records maintained in computers.

RETRIEVABILITY:
    Alphabetically by name.

[[Page 46486]]

SAFEGUARDS:
    Passports and related material and all classified material are kept 
in bar-locked cabinets. Other records are kept in unlocked files that 
are under surveillance and supervision of authorized employees during 
the working day, and by security guards after official working hour. 
Computer records are maintained in areas controlled by authorized BBG 
employees and are accessible by authorized individuals using password 
information. All records are within a secure building that is 
accessible only to individuals with appropriate identification.

RETENTION AND DISPOSAL:
    Temporary duty travel authorizations are maintained for four years 
and then sent to the Federal records center. Records of personal 
property are maintained for six years. Passport records are kept for 
ten years for employees and five years for non-employee travelers.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Administrative Operations Division, IBB, Broadcasting Board 
of Governors, 330 Independence Ave., SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURE:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear in 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Travel request forms initiated by various BBG components. 
Information regarding personal items obtained from the traveler and 
from transportation carriers. Passport information received from the 
Department of State's Passport Office.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
BBG-9

SYSTEM NAME:
    M/CON--Office of Contracts (Vendor Data-Base File Extracts).

SYSTEM LOCATION:
    Office of Contracts (M/CON), International Broadcasting Bureau 
(IBB), Broadcasting Board of Governors (BBG), 330 ``C'' Street, SW., 
Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Actual and prospective BBG contractors or grantees; individuals 
with whom the BBG contracts for talent, including Purchase Order 
Vendors (POV) and individuals retained for Expert Consultant Services.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Information on individuals as either past, current, or potential 
future vendor(s) to the BBG is contained in and can be extracted as 
electronic or paper records from M/CON's computer data base files. Such 
records may contain an individual's name, business/Internet address(s) 
and type, telephone/facsimile numbers, security clearances, college/
higher education diplomas and degrees, specialized Government training, 
awards, and personal data from previous contracts, product/service 
code, and/or North America Industry and Classification System (NAICS) 
code.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Federal Acquisition Regulation (45 CFR 14.205-1(c) and 53.21(e)).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    To prepare BBG Solicitation Mailing Lists for competitive 
procurements; to determine potential contractor responsibility 
information such as financial status, annual billing amounts, technical 
experience, past performance, relevant experience, and other contractor 
qualification information. Information in the system of records is made 
available on a need to know basis to BBG personnel as required in the 
performance of their official duties. Information may be released to 
other Government agencies who have lawful authority to maintain, view 
or compile such information. The principal user of this information 
outside the BBG is the General Services Administration.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Information is initially entered into M/CON's computer system from 
either Requisition or Contract forms or from the former Standard Form 
129 (Solicitation Mailing List Application). Once the data is entered 
into the computer system, the SF-129 paper documents copies are then 
destroyed.

RETRIEVABILITY:
    By the name of the individual.

SAFEGUARDS:
    1. Authorized Users: Contracting personnel and other authorized BBG 
personnel.
    2. Physical Safeguards: Access to computer records is limited via 
password only to authorized personnel; all records are contained within 
a secure building with access only to individuals with appropriate 
identification.
    3. Procedural Safeguards: All authorized users of the information 
stored in these systems protect the information from public view and 
unauthorized personnel. Data stored in computers are accessed through 
the use of passwords available only to authorized personnel.
    4. Implementation Guidelines: BBG Manual of Operations and 
Administration (MOA) III 500; Records Management Handbook (Domestic) 
Section 560-565.

RETENTION AND DISPOSAL:
    A routine update of information is conducted approximately every 
five (5)

[[Page 46487]]

years. Outdated information is disposed of internally.

SYSTEM MANAGER(S) AND ADDRESS:
    Senior Procurement Executive, Office of Contracts (M/CON), 
International Broadcasting Bureau (IBB), Broadcasting Board of 
Governors (BBG), 330 ``C'' Street SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, must submit a written 
request to: FOIA/Privacy Act Officer, BBG, 330 Independence Avenue SW., 
Washington, DC 20237. Individual requests shall contain the name and 
address of the System Manager (listed above) and the following 
information to enable their records to be located and identified:

    A. Full legal name that would be the vendor name used in the 
contract;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contract; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. To request a file other than your 
own, you must have a notarized, signed statement giving you express 
permission to access the file from the individual to whom the file 
pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear in 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Information is provided by individuals, companies, and other 
organizations.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
BBG-10

SYSTEM NAME:
    M/CON--Office of Contracts (Acquisition and Procurement Workforce 
Information System).

SYSTEM LOCATION:
    Office of Contracts (M/CON), International Broadcasting Bureau 
(IBB), Broadcasting Board of Governors (BBG), 330 ``C'' Street SW., 
Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    BBG employees involved with acquisition and procurement activities, 
including but not limited to warranted Contracting Officers, 
Contracting Specialists, Purchasing Agents, Procurement Analysts, and 
Authorized Representatives of the Contracting Officer (AR/CO).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records containing information regarding an individual's capacity 
or ability to serve or be involved with BBG procurement activities, 
including but not limited to Name, Office Symbol, Position Title, 
Series and Grade, Service Computation Date, Supervisory Designation, 
Functional Description of Present Position, Education, Training, 
Procurement Experience, Professional Organizations, Honors, Awards, 
Career Objectives.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Authority for this system is derived from the Federal Records Act, 
44 U.S.C. 3101, and Federal Acquisition Regulation (FAR), Subpart 1-6 
(Career Development, Contracting Authority, and Responsibilities).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Identification of employees who have met standards of experience, 
education, and training for appointment as warranted Contracting 
Officers and Authorized Representatives of Contracting Officers (AR/
CO). Additional purposes are to comply with applicable FAR 
requirements, and procurement education and training requirements of 
the Clinger-Cohen Act (Pub. L. 104-106) and the Office of Federal 
Procurement Policy (OFPP) Letters 92-03 and 97-01 pertaining to 
mandatory training requirements for the career development of Federal 
acquisition and procurement workforce personnel. Information is also 
used to analyze overall BBG procurement system performance regarding 
such areas as functional workforce structure and size, and system-wide 
and individual training needs. Information is available for performance 
of official duties. Information may be released to other Government 
agencies who have lawful authority to maintain, view or compile such 
information. Also, see Statement of General Routine Uses.

POLICIES AND PRACTICES AND STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Information is maintained in paper form in files and in Office of 
Contracts computer storage.

RETRIEVABILITY:
    Records are retrieved by BBG employee's name, office, job series 
and grade.

SAFEGUARDS:
    1. Authorized Users: Office of Contracts personnel and BBG 
employees with express authorization.
    2. Physical safeguards: Files are kept in binders and in desktop 
PCs in the Policy and Procedures Staff offices in the Office of 
Contracts. During non-duty hours the binders and PC is kept in a locked 
office. Computer records are maintained in office space that is 
controlled by BBG employees and in computers in which only authorized 
users may access via passwords. All records are contained within a 
secure building with access only to individuals with appropriate 
identification.
    3. Procedural safeguards: All users of the personal information in 
connection with the performance of their official duties protect 
information from public view and from unauthorized personnel entering 
the office space where the records are kept. Access to records is 
strictly limited to Office of Contracts (M/CON) personnel.
    4. Implementation guidelines: BBG Manual of Operations and 
Administration (MOA) III-500; Records Management Handbook (Domestic) 
Sections 560-565.

RETENTION AND DISPOSAL:
    Files will be retained as long as the individual remains an 
employee of the BBG and is assigned to an Office of Contracts (M/CON) 
Headquarters or Field Procurement Activity procurement position (i.e., 
Contracting Officer, Purchasing Agent) or the employee is designated as 
an Authorized Representative of the Contracting Officer (AR/CO) for the 
term of the specific contract to which the AR/

[[Page 46488]]

CO designation is applicable. Records will be destroyed within a 
reasonable time upon the employee's separation from the BBG, revocation 
or expiration of the employee's contracting warrant or AR/CO 
designation, or completion of the contract to which the AR/CO 
designation is applicable.

SYSTEM MANAGER(S) AND ADDRESS:
    Senior Procurement Executive, Office of Contracts (M/CON), 
International Broadcasting Bureau (IBB), Broadcasting Board of 
Governors (BBG), 330 ``C'' Street SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, must submit a written 
request to: FOIA/Privacy Act Officer, BBG, 330 Independence Avenue SW., 
Washington, DC 20237. Individual requests shall contain the name and 
address of the System Manager (listed above) and the following 
information to enable their records to be located and identified:

    A. Full legal name that would be the vendor name used in the 
contract;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contract; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. To request a file other than your 
own, you must have a notarized, signed statement giving you express 
permission to access the file from the individual to whom the file 
pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear in 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Information is provided by individuals, companies, and other 
organizations.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
BBG-11

SYSTEM NAME:
    M/CON--Office of Contracts--(Suspension and Debarment Information 
System).

SYSTEM LOCATION:
    Office of Contracts (M/CON), International Broadcasting Bureau 
(IBB), Broadcasting Board of Governors (BBG), 330 ``C'' Street SW., 
Washington, DC 20237.

SECURITY CLASSIFICATION:
    Some documents may be classified at the ``Confidential'' level of 
security classification, and they may also be considered as 
``Procurement Sensitive'' information.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have been suspended, proposed for debarment, or 
debarred from Federal procurement, non-procurement, and assistance 
programs, and individuals who have been the subject of agency review, 
audit or inquiry to determine whether they should be debarred and/or 
suspended from Federal procurement/non-procurement and assistance 
programs.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records include information on individuals and firms excluded, 
suspended, or considered for exclusion or suspension or other lawful 
disqualification from Federal acquisition (including procurement and 
non-procurement programs) or assistance programs as a result of 
suspension or debarment proceedings initiated by BBG or pursuant to 
information forwarded to or received by the BBG from another agency 
pursuant to lawful function or from the GSA's List of Parties Excluded 
from Federal Procurement or nonprocurement Programs. Such information 
includes, but is not limited to, names and addresses, and other 
identifying information such as Social Security numbers or taxpayer 
identification numbers, of individuals covered by the system of 
records. Such information also includes evidence obtained in support 
of: criminal, civil or administrative action and closure, interim 
decisions, compliance agreements, audits, and final determinations. 
Examples of evidence contained in files include correspondence, 
inspection reports, memoranda of interviews, contracts and cooperative 
and assistance agreements, judgment, plea and conviction documents, and 
corporate information. Computer generated records may include data 
regarding categories and status of cases.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Federal Property and Administrative Services Act of 1949, 41 U.S.C. 
251 et seq., Office of Federal Procurement Policy Act., 41 U.S.C. 401 
et seq.; Executive Order 12549 (Feb. 18, 1986) and Executive Order 
12689 (Aug. 16, 1989); Federal Acquisition Regulation 9.404; and 22 CFR 
513.500 and 513.505.

PURPOSE:
    To assist the BBG in assembling information on, conducting, and 
documenting debarment and suspension proceedings to ensure that Federal 
contracts, cooperative agreements and Federal assistance, loans, and 
benefits are awarded to responsible business entities and individuals.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Records may be disclosed to the General Services Administration 
(GSA) to compile and maintain the ``List of Parties Excluded from 
Federal Procurement or Nonprocurement Programs'' in accordance with FAR 
9.404 and 22 CFR 513.500 and 513.505; to organizations or individuals 
suspended, proposed for debarment or debarred in BBG proceedings; to 
the legal representatives of such organizations; and to the legal 
representatives of individuals suspended, proposed for debarment or 
debarred in BBG proceedings; to a Federal, State or local agency, 
financial institution, or other entity to verify an individual's 
eligibility for engaging in a covered transaction, including covered, 
primary and lower-tier covered transactions as defined at 22 CFR 
513.110; to Federal, State or local agencies, in response to requests 
or subpoenas, or for the purpose(s) of (a) assisting them in 
administering Federal acquisition, loan and benefit programs or 
regulatory programs or monies; (b) assisting them in discharging their 
duties to ensure that Federal contracts and assistance, loans, benefits 
programs and monies are awarded to responsible individuals and 
organizations; or (c) ensuring that Federal, State or local regulatory 
responsibilities are met; to the public, upon request, and to

[[Page 46489]]

publishers of computerized legal research systems, but such disclosures 
shall be limited to interim or final decisions and settlement 
agreements. Also see Statement of General Routine Uses.

POLICIES AND PRACTICES AND STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    File-folders, computer data-bases and other electronic media.

RETRIEVABILITY:
    By name of the individual or firm and by file number.

SAFEGUARDS:
    Computer records are maintained in a secure, password protected 
computer system. Paper records are maintained by authorized individuals 
in locked file cabinets and in secure locked offices. All records are 
maintained in secure, access-controlled areas. All records are 
contained within a secure building with access only to individuals with 
appropriate identification.

RETENTION AND DISPOSAL:
    Investigative and advocacy files are maintained until such time 
after all litigation or appeal ceases and no further activity is likely 
to occur. Audit files are retained throughout the term of any 
compliance agreement or settlement, or until such time as all 
litigation activity is final and ceases. The official administrative 
record is retained in the office until six months after the period of 
debarment or exclusion expires, or until all provisions of any 
compliance agreement or settlement agreement have been completely 
fulfilled. The official administrative record is then transferred to 
the Federal Records Center (FRC) for storage. Files relating to cases 
closed without action are also transferred to the FRC within one year 
after the decision to close the matter.

SYSTEM MANAGER(S) AND ADDRESS:
    Senior Procurement Executive, Office of Contracts (M/CON), 
International Broadcasting Bureau (IBB), Broadcasting Board of 
Governors (BBG), 330 ``C'' Street SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, must make a written 
request to: FOIA/Privacy Act Officer, BBG, 330 Independence Avenue, 
SW., Washington, DC 20237. Individuals' requests must contain the name 
and address of the system manager (listed above) and the following 
information to enable their records to be located and identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. To request a file other than your 
own, you must have a notarized, signed statement giving you express 
permission to access the file from the individual to whom the file 
pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear at 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    BBG and other Federal officials, State and local government 
officials, private parties, business and other entities who may have 
information relevant to an inquiry, and individuals who have been 
suspended, proposed for debarment, or debarred, and their legal 
representatives.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Certain records contained within this system of records may be 
exempted by 5 U.S.C. 552(a)(k)(2); (k)(4); and (k)(5).
BBG--12

SYSTEM NAME:
    M/P--Office of Personnel.

SYSTEM LOCATION:
    Office of Personnel, International Broadcasting Bureau, 
Broadcasting Board of Governors, 330 Independence Avenue, SW., 
Washington, DC 20237.

SECURITY CLASSIFICATION:
    Some documents are classified Confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    BBG employees and overseas American employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records and information pertaining to the recruitment, testing and 
appointment of employees. Records include application forms; fiscal 
documents related to expenses; documents regarding post appointment; 
changes in employee skills, qualifications and experience; copies of 
SF-50 forms and payroll change slips.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Public Law 80-402, the United States Information and Exchange Act 
of 1948, as amended ( 22 U.S.C. 1431 et seq.); the U.S. International 
Broadcasting Act of 1994, as amended (22 U.S.C. 6201, et seq.); and the 
Foreign Affairs Consolidation Act of 1998 (Pub. L. 105-277).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Official Personnel Files contains long-term records necessary or 
relevant to documenting employee status and service, as required by the 
United States Office of Personnel Management's (OPM's) instructions and 
designated in OPM's Guide to Personnel Record Keeping.
    Information is made available as required by BBG personnel in 
performance of their official duties. The principal users of this 
information outside the BBG are personnel officers in other government 
agencies as a result of a transfer, detail or hiring processes relating 
to the individual to whom the records pertain, and investigators 
performing official functions. The information may also be released to 
other government agencies who have a statutory or other lawful 
authority to maintain such information.
    Also see Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Documents are maintained in Standard Form 66 for all Official 
Personnel Files (OPFs), additional information is contained in computer 
data base.

RETRIEVABILITY:
    OPFs are manually retrieved by name.

SAFEGUARDS:
    OPFs are maintained in a security approved locked storage room and 
in

[[Page 46490]]

computers accessed by individuals only with appropriate password 
information.
    Access to OPFs is limited to authorized BBG employees and other 
authorized individuals, such as security or EEO investigators, with a 
substantiated official need for access to the information to perform 
their duties. Computer files are maintained in secure office area with 
access to authorized individuals with appropriate password information. 
All files are stored in a secure building with access only to 
individuals with appropriate identification.

RETENTION AND DISPOSAL:
    Files are maintained as long as employee remains at BBG. Records of 
former employees are transferred to their destination agency or to the 
Federal Records Center, as appropriate.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Operations and Benefits Division, Office of Personnel, 
Broadcasting Board of Governors, International Broadcasting Bureau, 330 
Independence Ave., SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access, contesting record contents and 
appealing determinations appear at 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Information is retrieved from employee application forms; from 
employees' supervisors (documentation relating to employees' 
experience, training, evaluation, performance, review, and 
recommendation for promotion, etc.; and from organizational personnel 
and fiscal elements (e.g. SF-50--Notification of Personnel Actions, 
payroll change slips, etc.).

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Certain records contained within this system of records may be 
exempted by 5 U.S.C. 552(a)(k)(1); (k)(2); (k)(4); (k)(5); and (k)(6).
BBG-13

SYSTEM NAME:
    M/PT--Office of Personnel (Training and Development Division).

SYSTEM LOCATION:
    Training and Development Division, Office of Personnel, 
Broadcasting Board of Governors, International Broadcasting Bureau, 330 
C St., SW., Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    BBG employees receiving training.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Employee training applications, biographic data, educational 
background, training records, training program outlines, evaluations of 
training courses.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Public Law 80-402, the United States Information and Educational 
Exchange Act of 1948, as amended (22 U.S.C. 1431, et seq.); the U.S. 
International Broadcasting Act of 1994, as amended (22 U.S.C. 6201, et 
seq.); and the Foreign Affairs Consolidation Act of 1998 (Pub. L. 105-
277).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Background material used to determine eligibility for training; 
justification for training reports and record-keeping; evaluation and 
selection of lecturers and contractors to provide training; preparation 
of reports to Congress and other government agencies on training 
provided and training costs, as well as projected training needs and 
costs.
    Information is made available on a need to know basis to personnel 
of the BBG as may be required in the performance of their official 
duties. The principal users of this information outside the BBG are 
personnel officers in other government agencies as a result of 
transfer, detail, or reassignment of the individual to whom the record 
pertains, other agencies considering employees for detail or transfer, 
and investigators performing their job functions.
    The information may also be released to other government agencies 
who have statutory or other lawful authority to maintain such 
information. Also see Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records stored in file folders and file cabinets. Computer 
records stored on computer drives.

RETRIEVABILITY:
    Manually retrieved by name, by computer generated lists of training 
statistics, or by training course title or description.

SAFEGUARDS:
    Access to files is limited only to authorized BBG employees having 
an official use or need for the information. All files are maintained 
in locked offices during non-duty hours and are protected by office 
personnel when being used during duty hours. All files are contained 
within a secure building with access only to individuals with 
appropriate identification. All users of personal information in 
connection with the performance of their jobs protect information from 
public view and from unauthorized personnel entering an unsupervised 
office.

RETENTION AND DISPOSAL:
    Training records maintained until employee is separated or until 
records are no longer needed. Budget records and cost statistics are 
kept for three to five years.

[[Page 46491]]

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Training and Development Division, Office of Personnel, 
Broadcasting Board of Governors, International Broadcasting Bureau, 330 
C St., SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:
    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear in 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    The employee; training applications and records; training officers 
and other individuals involved in personnel management; supervisors; 
trainee evaluations.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Certain records contained within this system of records may be 
exempted by 5 U.S.C. 552(a)(k)(2); (k)(4); (k)(5); and (k)(6).
BBG-14

SYSTEM NAME:
    M/SEC--Office of Security (Personnel Security and Integrity 
Records).

SYSTEM LOCATION:
    Office of Security, Broadcasting Board of Governors, International 
Broadcasting Bureau, 330 C St., SW., Washington, DC 20237. Retired 
records stored at Washington National Records Center, 4205 Suitland 
Road, Suitland, MD 20409.

SECURITY CLASSIFICATION:
    Most records are unclassified, but the system may include records 
that are confidential and secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All persons currently or formerly employed by BBG in the United 
States; all persons currently or formerly employed by BBG in other 
countries; some foreign nationals currently or formerly employed 
outside the United States; some contractors or individuals whose 
services are utilized by BBG; former applicants to BBG; some 
prospective spouses of BBG employees; persons who have significant 
relationship with persons whose services were utilized or considered 
for utilization by the BBG; some persons who were significantly 
involved in non-security related administrative inquiries conducted by 
the M/SEC; some persons of counterintelligence interest whose names 
appeared in the press or are contained in documents furnished by other 
agencies of the United States.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Application and security forms provided by subjects; reports of 
investigation and background check, including those conducted by the 
Office of Security and other Government agencies; Personnel Security 
Worksheet Records evaluating investigative material; security clearance 
and security approval forms; intra-office, intra-Agency and inter-
agency correspondence relating to investigations; security and 
suitability determinations and administrative matters; correspondence 
to and from Federal and non-Federal law enforcement and 
counterintelligence agencies; correspondence to and from State and 
local law enforcement jurisdictions, credit bureaus, private employers, 
schools, businesses, and individuals relating to investigative 
inquiries; records regarding briefings, interviews and de-briefings; 
security certifications to other agencies, contact reports, and 
security violations; photographs and finger print cards; Cross 
Reference Sheets and Records of Release of Information; records from 
Security Identification Card System. Not all files contain all of the 
above-listed elements.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The authority of the Office of Security to collect and maintain 
security data is derived from the following: Executive Order 10450 of 
April 27, 1953, as amended; Executive Order 10865 of January 17, 1961, 
as amended; Executive Order 12968 of August 2, 1995; and Title 5 of the 
Code of Federal Regulations.

PURPOSE:
    To collect, record and maintain information deemed necessary to 
make security and suitability determinations regarding applicants for 
employment with and employees of the IBB and BBG; to make security 
determinations regarding the advisability of employee assignments; to 
make security assessments regarding the advisability of contracts and 
other financial arrangements such as cooperative agreements, and 
positions with IBB and BBG; to make security determinations regarding 
the advisability of certain promotions, as required by regulation; to 
make determinations regarding employees' receipt of special clearances 
as required by regulation; to make determinations whether certain non-
citizen employees of IBB or BBG abroad should be granted security 
approval; to disclose information to the Office of Inspector General, 
U.S. Attorneys' Offices, and other Federal, State and local law 
enforcement entities as necessary for these offices to carry out their 
investigative and law enforcement functions; to provide information to 
officials within IBB and BBG components and management elements as 
necessary to assist in the performance of their official duties.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data may be disclosed to Foreign Service Board of Examiners as 
necessary to determine qualifications and suitability of applicants; 
data may be disclosed to the Department of State as necessary to 
determine whether an applicant or employee should be granted or 
maintain medical clearance; data may be disclosed to other Government 
agencies as necessary for those agencies to determine whether employees 
should be granted special clearances required in connection with IBB or 
BBG duties; data may be

[[Page 46492]]

disclosed in advising duly authorized security officers or other 
agencies of significant security information related to a BBG or IBB 
employee or applicant. Data may be disclosed to the Office of Personnel 
or to the Office of Personnel Management that significant security or 
suitability information was developed or obtained regarding an 
applicant or employee. IBB/BBG investigative material having 
counterintelligence or national security significance may be disclosed 
to other U.S. Government agencies with responsibilities in these areas. 
Records may be used by the Director of the Office of Security or his/
her lawful agent in correspondence and contacts with officials of other 
Government agencies when, in the judgment of the Director, it becomes 
necessary to inform other Government agencies of information uncovered 
or available to the Office of Security.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records kept in file folders; computer data stored on 
computers and electronic media.

SAFEGUARDS:
    Authorized Users: Employees of the Records Management Unit and 
employees of the Office of Security.
    Physical Safeguards: Files and computers are maintained in a secure 
area which, during working hours, is staffed by authorized users. Room 
is locked and alarmed during non-duty hours. Files in possession of 
other authorized users are kept in approved safe or locked cabinets 
when not in use and during non-duty hours. Computer records are 
maintained on secure computers with strict password access. Entire 
building is secured during non-duty hours, with security guards on 
duty.
    Procedural/Technical Safeguards: Records Management Unit personnel 
furnish files to other authorized users in exchange for properly 
executed ``Chargeout Record'' form. Record Management Unit is provided 
properly executed ``Recharge'' form if file is passed from one 
authorized user to another. All personnel having routine access to 
records have top secret security clearances.
    Citation of Implementing Guidelines: Executive Order 12958, and the 
Privacy Act of 1974 (5 U.S.C. 552a).

RETENTION AND DISPOSAL:
    Files pertaining to employees, contractors, and other whose 
relationship with IBB and BBG required a security clearance or 
certification may be transferred to the Washington National Records 
Center after the individual leaves the BBG or after the relationship 
with the BBG ceases. Records may be destroyed upon notification of 
death or not later than five years after separation or transfer of 
employee or termination of contract, whichever is applicable. Files 
pertaining to unsuccessful applicants may be transferred to Washington 
National Records Center 120 days after non-selection, and destroyed ten 
years after date of last action; index and cross-index cards may be 
destroyed as files are destroyed. All destruction of documents pursuant 
to appropriate security controls.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Security, BBG, 330 C Street, SW., Washington, 
DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear at 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Biographic, personal history and other relevant information 
furnished by the subject individual on application and security forms 
or furnished by the subject during personal interviews or contained in 
reports of investigation conducted by the Office of Security, the 
Office of Personnel Management, Department of State, Office of 
Inspector General, Federal Bureau of Investigation, Department of 
Homeland Security and other Federal, State and local Government 
agencies or entities. Biographical, personal history and other relevant 
information obtained from credit bureaus, current and former employers, 
supervisors, co-workers, schools, teachers, rental and real estate 
agencies, landlords, neighbors, references, and acquaintances. 
Biographical, personal history and other relevant information, which 
may or may not be in the form of a photograph obtained from birth 
certificates, medical records and professional organization and society 
records. Counterintelligence and security reports that are furnished by 
other Federal agencies; various public records and indices such as 
those produced by Congressional committees, other elements and 
employees of BBG, employees of other Government agencies, non-
government entities, and members of the public who may furnish 
information to the Office of Security in the interests of national 
security, the integrity or preservation of the federal service, good 
citizenship or desire to assist others, whistleblower activity, or 
concern regarding potentially unlawful, unethical, or improper 
activities.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    5 U.S.C. 552a(k)(1), (k)(2), and (k)(5); 5 U.S.C. 552a(c)(3), 
552a(d), 552a(e)(1), (e)(4)(H)-(I), and (f). See 22 CFR 505.15.
BBG-15

SYSTEM NAME:
    OCB--Office of Cuba Broadcasting.

SYSTEM LOCATION:
    Director's Office, Office of Cuba Broadcasting, Broadcasting Board 
of Governors, 4201 NW 77th Avenue, Miami, Florida 33166.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees and interns.

[[Page 46493]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    Leave slips and statements, performance appraisals, position 
descriptions, manager's notes.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Federal Records Act of 1950, as amended, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    To track employee information for use by managers.

STORAGE:
    Stored in file folders and on computers.

RETRIEVABILITY:
    Retrieved by name.

SAFEGUARDS:
    In secure areas and cabinets that are only accessible by managers. 
Computer information is maintained on secure computers with access 
limited by password.

RETENTION AND DISPOSAL:
    Maintained until employee is separated from the BBG. Records of 
former employees are transferred to their destination agency or to the 
Federal Records Center, as appropriate.

SYSTEM MANAGER(S) AND ADDRESSS:
    Director's Office, Office of Cuba Broadcasting, Broadcasting Board 
of Governors, 4201 NW 77th Avenue, Miami, Florida 33166.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:
    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear at 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous, or untimely.

RECORD SOURCE CATEGORIES:
    Information is provided by individuals and managers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
BBG-16

SYSTEM NAME:
    Office of Civil Rights Complaint Files--OCR.

SYSTEM LOCATION:
    Office of Civil Rights, Broadcasting Board of Governors, 301 4th 
Street, SW., Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Any employee with BBG who has a belief he/she has been 
discriminated against in some manner, or an individual who believes he/
she has been retaliated against for a past filing of a discrimination 
complaint, and who has consulted with an Office of Civil Rights 
Counselor of the BBG or a member of OCR staff about the alleged 
discrimination.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. 200e-16; 29 U.S.C. 633a; 29 U.S.C. 206(d).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    To record statements and actions taken regarding employees' and 
employment applicants' claims of discrimination. Principal users of 
this information outside the BBG are the Department of Justice, the 
Merit Systems Protection Board, and the Equal Employment Opportunity 
Commission. The information contained in this system may also be 
released to other government agencies having statutory or other lawful 
authority to maintain, compile, view or receive such information.
    Information is made available on a need to know basis to BBG 
personnel as required for the performance of their official duties. 
Also see Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Partially automated system. Most information is stored in paper 
folders, with additional information stored on computers.

SAFEGUARDS:
    Access is limited to OCR staff and contract EEO investigators. 
Records are stored in cabinets with bar locks and on computers 
protected with passwords known only to authorized OCR officials. Files 
are not removed from OCR offices, complainant and/or the complainant's 
representative are provided with copies of file materials, and copies 
may also be provided to other government agencies in accordance with 
the exercise of these agencies' statutory, regulatory or other official 
authorized functions.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Civil Rights, Broadcasting Board of Governors, 
310 4th Street, SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW, Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also

[[Page 46494]]

be required to provide adequate identification, such as driver's 
license, employee identification card, and/or other identifying 
document. Additional identification procedures may be required in some 
instances. A notarized signature is required if the request is made by 
written correspondence. To request a file other than your own, you must 
have a notarized, signed statement giving you express permission to 
access the file from the individual to whom the file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting record contents and 
appealing determinations appear at 22 CFR Part 505. The right to 
contest records is limited to information that is incomplete, 
irrelevant, erroneous, or untimely.

RECORD SOURCE CATEGORIES:
    Personal interviews, affidavits, statements, BBG Personnel and 
Employment records, transcripts of hearings and litigation proceedings, 
correspondence.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
BBG--17

SYSTEM NAME:
    OCR--Office of Civil Rights General Files (General Files).

SYSTEM LOCATION:
    Office of Civil Rights, Broadcasting Board of governors (BBG), 301 
4th St, SW., Washington, DC 20237

SECURITY CLASSIFICATION:
    Some documents may be classified Confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of the BBG, applicants for positions in the BBG, 
organizations and institutes of higher education applying for grants 
from the BBG, recruitment contacts, prominent individuals who may be 
appropriate contacts for promotion panels, speakers, electronic media 
experts, and other individuals with whom the office is in contact, such 
as contractors and consultants.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Copies of applications, resumes, correspondence and bibliographical 
information regarding the individuals covered by the system, including 
memoranda to the files of employees covered by the system who seek 
counseling. General administrative files, including those dealing with 
travel, budget training and personnel matters. Various affirmative 
action plans, correspondence with BBG officials and others, such as 
correspondence with other agencies and individuals requesting 
information. Chron files and historical files outlining a variety of 
actions taken by the office and others in the area of EEO and Civil 
Rights. Computer generated lists of employees, and statistical studies 
of various parts of the BBG. Medical records of applicants and 
employees with disabling conditions and compliance records containing 
information about the EEO status of BBG grantee organizations and 
action taken on their applications.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    29 CFR Parts 1613 et seq.

PURPOSE(S):
    To enable the office to carry out activities designed to recruit, 
hire, train, promote, assign and otherwise provide equal employment 
opportunity to employees of and applicants for employment in the BBG 
Compliance Review files containing information about grant applicant's 
implementation of Titles VI, VII, and IX of the Civil Rights Act of 
1964, as amended, the Rehabilitation Act of 1974, as amended, and the 
Age Discrimination in Employment Act, as amended; to enable the office 
to monitor and implement Federal regulations as stipulated in these 
statutes.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USE:
    Information in this system is made available on a need-to-know 
basis to Personnel Officers of the BBG as may be required in the 
performance of their duties. It may also be provided to Congressional 
Committees, individual Members of Congress, the White House, the 
Department of Justice, the Office of Personnel Management, the Equal 
Employment Opportunity Commission and to other government entities that 
have statutory or other lawful authority to maintain such information. 
Compliance Review information may also be released to grant applicants 
on request. Also see Statement of General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    The system is partially automated. Some information is also 
maintained on discs, and some in paper folders.

RETRIEVABILITY:
    Records are retrieved by name and types of activities, i.e., 
affirmative action plans, travel, training, etc.

SAFEGUARDS:
    1. Authorized users: OCR staff members and contract EEO 
investigators who are authorized to have access to the system of 
records in the performance of their duties.
    2. Physical safeguards: Bar-locked safes, files contained in secure 
building requiring appropriate identification to enter.
    3. Procedural safeguards: Separate maintenance of tables linking 
codes, data encryption, security software providing restricted commands 
programs, employee training, procedures for recording and reporting 
security violations, computer log-on codes. Contract investigator has 
security clearance and is supervised by an OCR staff member.
    4. Implementation guidelines: BBG Manual of Operations and 
Administration (MOA) V-A (Domestic) Section 560-565.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Civil Rights, Broadcasting Board of Governors 
(BBG), 301 4th Street, SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be

[[Page 46495]]

required in some instances. A notarized signature is required if the 
request is made by written correspondence. To request a file other than 
your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting contents and 
appealing determinations by the individual concerned appear in 22 CFR 
Part 505. The right to contest records is limited to information that 
is incomplete, irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Correspondence, memos of conversations, BBG records of personnel 
actions, published biographical sources.

EXEMPTIONS CLAIMED FOR THIS SYSTEM:
    None.
BBG--18

SYSTEM NAME:
    OCR--Office of Civil Rights (Minority Groups).

SYSTEM LOCATION:
    Office of Civil Rights, Broadcasting Board of Governors (BBG), 301 
4th St, SW., Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All employees of BBG and some applicants for employment in BBG.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records are categorized by name, race, sex, national origin, age, 
grade or wage level. Handicap or lack thereof and may contain medical 
records.

AUTHORITY FOR MAINTENANCE IN THE SYSTEM:
    29 CFR 1613.301; 29 CFR 1613.302.

PURPOSE(S):
    To compile statistical records of women, minorities, and 
individuals with disabling conditions who are considered for 
employment, hired, promoted, assigned, training, awarded, disciplined, 
and/or separated or who resign from the BBG, to measure EEO progress 
and to identify problems.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USE:
    Information is made available on a need-to-know basis to personnel 
of the BBG as may be required in the performance of their official 
duties, including implementing affirmative action plans and in 
processing complaints of discrimination. Information is not normally 
available to individuals or agencies outside the BBG, but records may 
be released to other government agencies having a statutory or other 
lawful authority to maintain such information. The principal users of 
this information outside of BBG are the Equal Employment Opportunity 
Commission, the Office of Personnel Management, the Department of 
Justice, the Department of State, and Congress. Also see Statement of 
General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper and computer records.

RETRIEVABILITY:
    By name, race, sex, age, handicap, national origin, agency 
location, date of entry or separation, date of last promotion, grade or 
wage level.

SAFEGUARDS:
    1. Authorized users: Members of the OCR staff and certain 
authorized members of the Office of Personnel, Policy and Services 
staff.
    2. Physical safeguards: Bar-locked safes, security guard patrol 
(off-duty hours); access to building limited to individuals with 
appropriate identification.
    3. Procedural safeguards: Computer passwords; Separate maintenance 
of tables linking codes, data encryption, security software providing 
restricted commands programs, employee training, procedures for 
recording and reporting security violations. Contractors are supervised 
by employees with a security clearance.
    4. Implementation guidelines: BBG Manual of Operations and 
Administration (MOA) V-A (Domestic) Section 560-565. The source of 
security standards is 29 CFR 1613.301 et seq.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Office of Civil Rights, Broadcasting Board of Governors 
(BBG), 301 4th Street, SW., Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORD ACCESS PROCEDURES:
    Individuals wishing to request access to their records should 
follow the Notification Procedures (listed above). Individuals 
requesting access will also be required to provide adequate 
identification, such as driver's license, employee identification card, 
and/or other identifying document. Additional identification procedures 
may be required in some instances. A notarized signature is required if 
the request is made by written correspondence. To request a file other 
than your own, you must have a notarized, signed statement giving you 
express permission to access the file from the individual to whom the 
file pertains.

CONTESTING RECORD PROCEDURES:
    The BBG's rules for access and for contesting contents and 
appealing determinations by the individual concerned appear in 22 CFR 
Part 505. The right to contest records is limited to information that 
is incomplete, irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    From the employee or applicant concerned, BBG personnel data, 
visual inspection of the employee or application.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Not applicable.
BBG-19

SYSTEM NAME:
    P/K--Office of External Affairs (Clearance Files for Speaking, 
Teaching and Writing, and Approval Files for Outside Employment).

SYSTEM LOCATION:
    Broadcasting Board of Governors (BBG), International Broadcasting 
Bureau (IBB), Office of External Affairs, Room 3131, 330 Independence 
Ave, SW., Washington, DC 20237.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of the IBB, the Voice of America, the Office of Cuba

[[Page 46496]]

Broadcasting (Radio and Television Marti), WORLDNET Television, Office 
of engineering and Technical Operations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence addressed to the Director of the Office of External 
Affairs requesting clearance for outside speaking, teaching, or 
writing, or requesting approval for outside employment. Correspondence 
from office, language service, and division directors to the Director 
of the Office of External Affairs regarding employees' requests for 
clearance or approval. Correspondence from the Office of External 
Affairs to and from the BBG Office of the General Counsel and Ethics 
Officer. Responses to IBB and BBG employees on clearance or approval 
from the Director of the Office of External Affairs.

AUTHORITY FOR MAINTENANCE OF SYSTEM:
    Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3167, 
Records Disposal Act of 1943, as amended, 44 U.S.C. 3301-3314.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Files are routinely used by the Director of the Office of External 
Affairs or his/her delegate to determine record of current or previous 
requests for clearance and/or approval and the disposition of those 
requests. Files may be used by representatives of the Labor Relations 
offices in the course of investigations. Also see General Routine Uses.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper and computer records are stored in a locked office within the 
Office of External Affairs.

RETRIEVABILITY:
    Records are kept in hard copy or computer chronologically by year 
of the request. A small number of files are kept by individual 
identifier.

SAFEGUARDS:
    General access to files is permitted only to administrative staffs 
and other top management officials having a need-to-know such 
information in the normal performance of their duties. Computer records 
are protected by password access for authorized users. All records are 
located within secure building with access restricted to individuals 
showing appropriate identification.

RETENTION AND DISPOSAL:
    Files are retained in the Office of External Affairs, and are used 
periodically for reference purposes.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of External Affairs, International Broadcasting Bureau 
(IBB), Broadcasting Board of Governors, 330 Independence Ave., SW., 
Washington, DC 20237.

NOTIFICATION PROCEDURES:
    Individuals who want to know whether this system of records 
contains information about them, or who want access to their records, 
or who want to contest the contents of a record, should make a written 
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence 
Ave., SW., Washington, DC 20237. Individuals' requests should contain 
the name and address of the system manager (listed above) and the 
following information to enable their records to be located and 
identified:

    A. Full legal name;
    B. Date of Birth;
    C. Social Security Number;
    D. Last employing organization (include duty station location) and 
the approximate dates of employment or contact; and
    E. Signature.

RECORDS ACCESS PROCEDURE:
    Requests from individuals should be addressed to the FOIA/Privacy 
Act Officer, Office of the General Counsel, 330 Independence Ave, SW., 
Suite 3349, Washington, DC 20237.

CONTESTING RECORDS PROCEDURES:
    The rules for access and for contesting contents and appealing 
determinations by the individual concerning appeal are found in CFR 
Part 505. The right to contest records is limited to information that 
is incomplete, irrelevant, erroneous or untimely.

RECORD SOURCE CATEGORIES:
    Information is received from employees seeking advance clearance 
for outside speaking, teaching or writing on matters of official 
concern, or approval for outside employment; from supervisors of such 
employees; from the Office of the General Counsel; from the IBB 
Designated Ethics Officer, and from the Director of the Office of 
External Affairs in making the determination on requests for clearance 
and/or approval.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 04-17554 Filed 8-2-04; 8:45 am]
BILLING CODE 8230-01-P