[Federal Register Volume 73, Number 126 (Monday, June 30, 2008)]
[Notices]
[Pages 36908-36919]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E8-14680]


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NATIONAL ENDOWMENT FOR THE ARTS

RIN 3135AA22


Privacy Act of 1974: Republication of Notice of Systems of 
Records

AGENCY: National Endowment for the Arts.

ACTION: Notice of republication of systems of records, proposed systems 
of records, and new routine uses.

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SUMMARY: The National Endowment for the Arts (Endowment) is publishing 
a notice of its systems of records with descriptions of the systems and 
the ways in which they are maintained, as required by the Privacy Act 
of 1974, 5 U.S.C. 552a(e)(4). This notice reflects administrative 
changes that have been made at the Endowment since the last publication 
of a notice of its systems of records. This notice also will enable 
individuals who wish to access information maintained in Endowment 
systems to make accurate and specific requests for such information.

DATES: In accordance with 5 U.S.C. 552a(r), on June 19, 2008, the

[[Page 36909]]

Endowment filed a report as to the changes proposed in this notice with 
the Committee on Oversight and Government Reform of the House of 
Representatives; the Senate Committee on Homeland Security and 
Governmental Affairs; and the Administrator, Office of Information and 
Regulatory Affairs, Office of Management and Budget (OMB). The proposed 
changes to the Endowment's systems of records will become effective 40 
days from the date the report was submitted to Congress and the OMB, or 
30 days from the date of this publication in the Federal Register, 
whichever is later.

ADDRESSES: Karen Elias; Acting General Counsel, National Endowment for 
the Arts, 1100 Pennsylvania Avenue, NW., Room 518; Washington, DC 
20506; telefax at (202) 682-5572 or by electronic mail at 
[email protected].

FOR FURTHER INFORMATION CONTACT: Karen Elias, (202) 682-5418.

SUPPLEMENTARY INFORMATION: In accordance with 5 U.S.C. 552a(e)(4), the 
Endowment is today republishing a notice of the existence and character 
of its systems of records in order to make available in one place in 
the Federal Register the most up-to-date information regarding these 
systems. This republication has become necessary to reflect 
administrative changes, such as agency restructuring and the increased 
use of electronic technology, that have been made at the Endowment 
since the last publication of a notice of its systems of records.

Statement of General Routine Uses

    The following general routine uses are incorporated by this 
reference into each system of records set forth herein, unless 
specifically limited in the system description.
    1. A record may be disclosed as a routine use to a Member of 
Congress or his or her staff, when the Member of Congress or his or her 
staff requests the information on behalf of and at the request of the 
individual who is the subject of the record.
    2. A record may be disclosed as a routine use to designated 
officers and employees of other agencies and departments of the Federal 
government having an interest in the subject individual for employment 
purposes (including the hiring or retention of any employee; the 
issuance of a security clearance; the letting of a contract; or the 
issuance of a license, grant, or other benefit by the requesting 
agency) to the extent that the information is relevant and necessary to 
the requesting agency's decision on the matter involved.
    3. In the event that a record in a system of records maintained by 
the Endowment indicates, either by itself or in combination with other 
information in the Endowment's possession, a violation or potential 
violation of the law (whether civil, criminal, or regulatory in nature, 
and whether arising by statute or by regulation, rule, or order issued 
pursuant thereto), that record may be referred, as a routine use, to 
the appropriate agency, whether Federal, state, local, or foreign, 
charged with the responsibility of investigating or prosecuting such 
violation, or charged with enforcing or implementing the statute, rule, 
regulation, or order issued pursuant thereto. Such referral shall be 
deemed to authorize: (1) Any and all appropriate and necessary uses of 
such records in a court of law or before an administrative board or 
hearing; and (2) Such other interagency referrals as may be necessary 
to carry out the receiving agencies' assigned law enforcement duties.
    4. The names, Social Security numbers, home addresses, dates of 
birth, dates of hire, quarterly earnings, employer identifying 
information, and State of hire of employees may be disclosed as a 
routine use to the Office of Child Support Enforcement, Administration 
for Children and Families, Department of Health and Human Services, as 
follows:
    (a) For use in the Federal Parent Locator System (FPLS) and the 
Federal Tax Offset System for the purpose of locating individuals to 
establish paternity, establishing and modifying orders of child 
support, identifying sources of income, and for other child support 
enforcement actions as required by the Personal Responsibility and Work 
Opportunity Reconciliation Act of 1996 (Pub. L. 104-193);
    (b) For release to the Social Security Administration for the 
purpose of verifying Social Security numbers in connection with the 
operation of the FPLS; and
    (c) For release to the U.S. Department of the Treasury (Treasury) 
for the purpose of payroll, savings bonds, and other deductions; 
administering the Earned Income Tax Credit Program (Section 32, 
Internal Revenue Code of 1986); and verifying a claim with respect to 
employment on a tax return, as required by the Personal Responsibility 
and Work Opportunity Reconciliation Act of 1996 (Pub. L. 104-193).
    5. A record may be disclosed as a routine use in the course of 
presenting evidence to a court, magistrate, or administrative tribunal 
of appropriate jurisdiction, and such disclosure may include 
disclosures to opposing counsel in the course of settlement 
negotiations.
    6. Information from any system of records may be used as a data 
source for management information, for the production of summary 
descriptive statistics and analytical studies in support of the 
function for which the records are collected and maintained, or for 
related personnel management functions or manpower studies. Information 
may also be disclosed to respond to general requests for statistical 
information (without personal identification of individuals) under the 
Freedom of Information Act.
    7. A record may be disclosed as a routine use to a contractor, 
expert, or consultant of the Endowment (or an office within the 
Endowment) when the purpose of the release is to perform a survey, 
audit, or other review of the Endowment's procedures and operations.
    8. A record from any system of records may be disclosed as a 
routine use to the National Archives and Records Administration in 
records management inspections conducted under authority of 44 U.S.C. 
2904 and 2906.
    9. A record may be disclosed to a contractor, grantee, or other 
recipient of Federal funds when the record to be released reflects 
serious inadequacies with the recipient's personnel, and disclosure of 
the record is for the purpose of permitting the recipient to effect 
corrective action in the government's best interests.
    10. A record may be disclosed to a contractor, grantee, or other 
recipient of Federal funds when the recipient has incurred an 
indebtedness to the government through its receipt of government funds, 
and release of the record is for the purpose of allowing the debtor to 
effect a collection against a third party.
    11. Information in a system of records may be disclosed as a 
routine use to the Treasury; other Federal agencies; ``consumer 
reporting agencies'' (as defined in the Fair Credit Reporting Act, 15 
U.S.C. 168 la(f), or the Federal Claims Collection Act of 1966, 31 
U.S.C. 3701(a)(3)); or private collection contractors for the purpose 
of collecting a debt owed to the Federal government as provided in the 
regulations promulgated by the Endowment and published at 45 CFR 1150.

Table of Contents

    This document gives notice that the following Endowment systems of 
records are in effect:


[[Page 36910]]


NEA-1 Panelists, Automated Panel Bank System (APBS)
NEA-2 Panelists, Paper Files
NEA-3 National Council on the Arts
NEA-4 Grants, Grants Management System (GMS)
NEA-5 Grants, Paper Files
NEA-6 Contracts and Cooperative Agreements
NEA-7 Payroll/Personnel System
NEA-8 Government Purchasing Card Holders
NEA-9 Financial Management Information System (FMIS)
NEA-10 Finance, Subsidiary Tracking Systems
NEA-11 Finance, Paper Files
NEA-12 Equal Employment Opportunity Complaint Case Files
NEA-13 Civil Rights Complaint Case Files
NEA-14 Office of the Inspector General Investigative Files
NEA-15 Senate Nomination Files--National Council on the Arts
NEA-16 Jazz Masters Recipients
NEA-17 National Heritage Fellowship Recipients
NEA-18 Literature Fellowship Recipients
NEA-19 Opera Honor Award Recipients
NEA-1

SYSTEM NAME:
    Panelists Automated Panel Bank System (APBS).

SYSTEM LOCATION:
    Information & Technology Management Division, 1100 Pennsylvania 
Avenue, NW., Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals whom the Endowment may ask or has asked to serve on 
application review panels.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, Social Security number, and other 
data concerning potential and actual panelists, including information 
about areas of artistic expertise and prior panel service.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To provide a central repository for information about art experts 
who could be or have been called upon to serve on application review 
panels and make recommendations on grant awards.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system is used for identification of panelists and 
their activities in this capacity. See also the list of General Routine 
Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in an electronic database.

RETRIEVABILITY:
    Records in this system are retrieved by name or Social Security 
number.

SAFEGUARDS:
    This system is maintained in a locked computer room that can be 
accessed only by authorized employees of the Endowment or the National 
Endowment for the Humanities. Access to records in this system is 
further controlled by password, with different levels of modification 
rights assigned to individuals and offices at the Endowment based on 
their specific job functions.

RETENTION AND DISPOSAL:
    Records in this system are maintained and updated on a continuing 
basis, as new information is received by the Office of Guidelines and 
Panel Operations. Endowment staff will periodically request updated 
information from individuals who are registered in the APBS. Endowment 
staff will also periodically purge the APBS of records pertaining to 
individuals who have been in the APBS for three to five years, but who 
have not served on a panel or had their records updated. Records will 
be removed only with the concurrence of the appropriate discipline 
directors.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief Information Officer, National Endowment for the Arts, 1100 
Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees and other individuals 
nominating potential panelists.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-2

SYSTEM NAME:
    Panelists, Paper Files.

SYSTEM LOCATION:
    1100 Pennsylvania Avenue, NW., Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals whom the Endowment may ask or has asked to serve on 
application review panels.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Additional information about potential and actual panelists. This 
system includes materials such as resumes and panelist profile forms.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To supplement the APBS with information well suited for maintenance 
in hard copy form.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system is used for identification of panelists and 
their activities in this capacity. See also the list of General Routine 
Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in filing cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name.

SAFEGUARDS:
    Rooms containing the records in this system are kept locked during 
non-working hours.

RETENTION AND DISPOSAL:
    The Office of Guidelines and Panel Operations maintains paper files 
that are expanded as individuals, or discipline directors who are 
proposing individuals for service on panels, submit resumes. Resumes 
and profile forms are removed from these files only when they are 
replaced by more recent information or when individuals are purged from 
the APBS, as described above. Discipline offices may also maintain 
paper files about individuals who have served on panels for their 
divisions. The Endowment's Finance

[[Page 36911]]

Office maintains copies of panelist contracts. Each Discipline office 
destroys its panelist contracts after the conclusion of the panel.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Guidelines and Panel Operations, National Endowment for 
the Arts, 1100 Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees and other individuals 
nominating potential panelists.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-3

SYSTEM NAME:
    National Council on the Arts (Council).

SYSTEM LOCATION:
    Office of Council Operations, 1100 Pennsylvania Avenue, NW., 
Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Past and present members of the National Council on the Arts.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, Social Security number, and other 
information concerning past and present members of the Council, such as 
press clippings and correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To provide a central repository for information about past and 
present members of the Council.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system is used for identification of members of the 
Council and their activities in this capacity. See also the list of 
General Routine Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained both electronically and in 
paper files kept in file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name.

SAFEGUARDS:
    Rooms containing the paper records in this system are kept locked 
during non-working hours. The electronic records in this system are 
maintained on the office hard drive which is password-protected.

RETENTION AND DISPOSAL:
    Records in this system are maintained on an indefinite basis for 
reference purposes.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Council Operations, National Endowment for the Arts, 
1100 Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved with the 
activities of the Council.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-4

SYSTEM NAME:
    Grants, Grants Management System (GMS).

SYSTEM LOCATION:
    Information and Technology Management Division, 1100 Pennsylvania 
Avenue, NW., Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have applied to the Endowment for financial 
assistance in the form of grants.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, date of birth, Social Security 
number, identification numbers assigned by the Endowment, National 
Standard and agency-established codes, and grant action dates. 
Financial and banking information is not maintained in the GMS.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To provide a central repository for information about grant 
applicants, recipients, and awards.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for general administration of the 
grant review and award process, statistical research, and Congressional 
oversight and analysis of trends. See also the list of General Routine 
Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in an electronic database.

RETRIEVABILITY:
    Records in this system are retrieved by name, application number, 
grant number, or constituent identification number.

SAFEGUARDS:
    This system is maintained in a locked computer room that can be 
accessed only by authorized employees of the Endowment and the National 
Endowment for the Humanities. Access to records in this system is 
further controlled by password, with different levels of modification 
rights assigned to individuals and offices at the Endowment based on 
their specific job functions.

RETENTION AND DISPOSAL:
    Records in this system are maintained on an indefinite basis for 
reference purposes.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Grants and Contracts and/or Director of Information and 
Technology Management, National Endowment for the Arts, 1100 
Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

[[Page 36912]]

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in the 
administration of grants.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-5

SYSTEM NAME:
    Grants, Paper Files.

SYSTEM LOCATION:
    1100 Pennsylvania Avenue, NW., Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have applied to the Endowment for financial 
assistance in the form of grants.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Additional information concerning Endowment decisions to award 
grants, disburse funds, and close out grants. Materials include grant 
applications, samples of work, award notification letters and any 
approved amendments, payment requests, correspondence, and final 
reports.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.)

PURPOSE(S):
    To supplement the GMS with information well suited for maintenance 
in hard copy form.


ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for general administration of the 
grant review and award process, statistical research, and Congressional 
oversight and analysis of trends. See also the list of General Routine 
Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name, application number, 
or grant number.

SAFEGUARDS:
    Rooms containing records in this system are kept locked during non-
working hours.

RETENTION AND DISPOSAL:
    The Grants and Contracts Office maintains grant paper files, which 
are retired and destroyed after seven years. Discipline offices also 
maintain paper files about grants in their divisions. When the final 
descriptive and financial status reports are received and accepted, the 
discipline office files are retired first to the Federal Records 
Center, and then to the National Archives and Records Administration.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Grants and Contracts and/or Director of Administrative 
Services, National Endowment for the Arts, 1100 Pennsylvania Avenue, 
NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in the 
administration of grants.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-6

SYSTEM NAME:
    Contracts and Cooperative Agreements.

SYSTEM LOCATION:
    1100 Pennsylvania Avenue, NW., Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have entered into administrative contracts or 
cooperative agreements with the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Relevant information concerning the contract or cooperative 
agreement, such as copies of the signed document and requests for 
payment/invoices.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To maintain a record of contracts and cooperative agreements 
entered into by the Endowment.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for General Accounting Office 
audits and Congressional oversight. See also the list of General 
Routine Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    The Grants and Contracts Office maintains records in this system in 
an electronic database, word processing files, and file cabinets. The 
Finance office also maintains paper files in this system in file 
cabinets.

RETRIEVABILITY:
    Database files are retrieved by name or by contract or cooperative 
agreement number. Word processing files are retrieved by contract or 
cooperative agreement number. Paper files maintained by the Grants and 
Contracts Office are retrieved by name. Paper files maintained by the 
Finance Office are retrieved by name, Social Security number, or vendor 
number.

SAFEGUARDS:
    Database and word processing files are protected by a password 
available to Grants and Contracts Office staff. Rooms containing paper 
files are kept locked during non-working hours.

RETENTION AND DISPOSAL:
    Database and word processing files are maintained on an indefinite 
basis for reference purposes. Paper files maintained by the Grants and 
Contracts Office are shipped to the National Archives and Records 
Administration after the contract or cooperative agreement is 
physically completed, and they are destroyed six years and three months 
later. Paper files maintained by the Finance Office are also maintained 
for six years and three months, and then destroyed.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Grants and Contracts and/or Director of Finance/CFO, 
National Endowment for the Arts, 1100 Pennsylvania Avenue, NW., 
Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

[[Page 36913]]

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in contract 
development, administration, and execution.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-7

SYSTEM NAME:
    Payroll/Personnel System.

SYSTEM LOCATION:
    1100 Pennsylvania Avenue, NW., Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Payroll and personnel information, such as time and attendance 
data, statements of earnings and leave, training data, wage and tax 
statements, and payroll and personnel transactions. This system 
includes data that is also maintained in the Endowment's official 
personnel folders, which are managed in accordance with Office of 
Personnel Management (OPM) regulations. The OPM has given notice of its 
system of records covering official personnel folders in OPM/GOVT-1.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.); Federal Personnel Manual and Treasury 
Fiscal Requirements Manual.

PURPOSE(S):
    To document the Endowment's personnel processes and to calculate 
and process payroll.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be transmitted to the U.S. Departments of 
Agriculture and Treasury, and employee-designated financial 
institutions to effect issuance of paychecks to employees and 
distributions of pay according to employee directions for authorized 
purposes. Data in this system may also be used to prepare payroll, meet 
government recordkeeping and reporting requirements, and retrieve and 
apply payroll and personnel information as required for agency needs. 
See also the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Electronic records in this system are maintained off-site by the 
Department of Agriculture's National Finance Center (NFC) but can be 
accessed by individuals in the Office of Human Resources and by 
timekeepers for each of the Endowment's offices. Paper records 
generated through the NFC are maintained in file cabinets by the Office 
of Human Resources. The Office of Human Resources also maintains paper 
records of security folders, training folders, and health records in 
file cabinets. Office timekeepers maintain paper time and attendance 
records for three years in file cabinets in their offices. Discipline 
offices also may use file cabinets to maintain paper records concerning 
performance reviews and other personnel actions.

RETRIEVABILITY:
    Records in this system are retrieved by name, Social Security 
number, or date of birth.

SAFEGUARDS:
    Access to the electronic records in this system is controlled by 
password on the limited number of Endowment computers that can be used 
to draw information from the NFC. File cabinets containing the paper 
records in this system are kept locked.

RETENTION AND DISPOSAL:
    The Office of Human Resources maintains paper records in this 
system in accordance with the General Services Administration's General 
Records Schedule 2. Division offices may maintain paper records 
concerning performance reviews and other personnel actions in their 
divisions for the duration of an individual's employment with the 
Endowment or another indefinite period.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Human Resources, National Endowment for the Arts, 1100 
Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in the 
administration of personnel and payroll processes.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-8

SYSTEM NAME:
    Government Purchasing Card Holders.

SYSTEM LOCATION:
    1100 Pennsylvania Avenue, NW., Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Endowment employees who have been issued credit cards to make 
official purchases.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, office, account number, and spending limits.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To maintain a record of Endowment employees authorized to use 
government purchasing cards.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    See the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    The Grants and Contracts Office maintains records in this system in 
an electronic database and in paper records in file cabinets. The 
Finance Office maintains additional paper records in this system in 
file cabinets.

RETRIEVABILITY:
    Electronic records in this system are retrieved by name, office, 
account number, or spending limit. Paper records in this system are 
retrieved by name or social security number.

SAFEGUARDS:
    Access to electronic records in this system is controlled by a 
password, which is available only to the Coordinator of Contracts and 
Cooperative Agreements. Rooms containing paper records in this system 
are kept locked during non-working hours.

[[Page 36914]]

RETENTION AND DISPOSAL:
    Records in this system are maintained on an indefinite basis for 
reference purposes. Records concerning individuals not issued credit 
cards are destroyed.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Grants and Contracts and/or Director of Finance/CFO, 
National Endowment for the Arts, 1100 Pennsylvania Avenue, NW., 
Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in administration 
and oversight of government purchasing cards.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-9

SYSTEM NAME:
    DELPHI (the Department of Transportation's Oracle Federal Financial 
System that cross-services the Endowment).

SYSTEM LOCATION:
    Information and Technology Management Division, 1100 Pennsylvania 
Avenue, NW., Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Grant recipients, Endowment employees, vendors, and other 
individuals involved in financial transactions with the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, Social Security number, object class, category code, 
discipline code, office code, sub-object class code, bank information, 
Common Accounting Number, Council meeting number, document number, 
schedule number, tax/employee identification number, vendor number, 
funding fiscal year, transaction processing dates, and fund type.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To promote effective fund control and financial management; to 
provide a central repository for information about the Endowment's 
financial transactions; and to enable the Budget and Finance offices to 
share a common system for entering allocation, commitment, and 
obligation information.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    See the list of General Routine Uses contained in the Preliminary 
Statement. In addition, this system interfaces with the Grants 
Management System (GMS) (see NEA-4) and extracts data from a magnetic 
tape containing Payroll/Personnel information generated by the 
Department of Agriculture's National Finance Center (NFC).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in computer processible 
storage media.

RETRIEVABILITY:
    Records in this system are retrieved by name, Social Security 
number, tax/employee identification number, or vendor number.

SAFEGUARDS:
    This system is maintained in a locked computer room that can be 
accessed only by authorized employees of the Endowment and the National 
Endowment for the Humanities. Access to records in this system is 
further controlled by password, available to the Budget, Finance, and 
Information and Technology Management Offices. Different levels of 
modification rights are assigned to these three offices and Endowment 
employees therein, based on their specific job functions.

RETENTION AND DISPOSAL:
    Records in this system are maintained on an indefinite basis for 
reference purposes.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Finance/CFO, National Endowment for the Arts, 1100 
Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system and from Endowment employees who are involved with the 
Endowment's fund control and financial management.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-10

SYSTEM NAME:
    Finance, Subsidiary Tracking Systems.

SYSTEM LOCATION:
    Finance Office, 1100 Pennsylvania Avenue, Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Grant recipients, Endowment employees, vendors, and other 
individuals involved in financial transactions with the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Files contain payment information for processing all payments.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To supplement DELPHI with electronic records that cannot be 
maintained within that system.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    See the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in electronic databases.

RETRIEVABILITY:
    Records in the Secure Payment System (SPS) are retrieved by name, 
Social Security number, taxpayer identification number, or supplier 
number.

SAFEGUARDS:
    Access to records in this system is controlled by password.

RETENTION AND DISPOSAL:
    Records in this system are maintained on an indefinite basis for 
reference purposes.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Finance/CFO, National Endowment for the Arts, 1100

[[Page 36915]]

Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system and from Endowment employees who are involved with the 
management of these subsidiary tracking systems.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-11

SYSTEM NAME:
    Finance, Paper Files.

SYSTEM LOCATION:
    Finance Office, 1100 Pennsylvania Avenue, NW., Washington, DC 
20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Grant recipients, Endowment employees, vendors, and other 
individuals involved in financial transactions with the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) The Accounts Receivables Files contain data concerning the type 
and amount of debts owed to the Endowment, as well as debt collection 
efforts. These files contain, as appropriate, the name and address of 
the debtor; taxpayer's identification number; basis of the debt; date a 
debt became delinquent; amounts accrued for interest, penalties, 
administrative costs, and payment on account; date the debt was 
referred to the Treasury for offset; and basis for termination of debt. 
These files also include copies of bills for collection; invoices; 
correspondence between the Endowment and the debtor relating to the 
debt; and documents required to refer accounts to the Treasury, other 
Federal agencies, or private collection contractor for debt collection.
    (2) The Donations to Gift Fund Files contain copies of checks and 
letters submitted by donors.
    (3) The 1099 Files contain data concerning expenses over $600 per 
calendar year that are reported to the Internal Revenue Service.
    (4) The Travel Credit Cards Files contain applications for credit 
cards and credit score reports.
    (5) The Travel Authorizations Files contain employee data for 
travel duty.
    (6) The Travel Vouchers Files contain employee expense data from 
travel duty.
    (7) The Employee Reimbursement Files contain data concerning local 
taxi and similar reimbursements to Endowment employees for authorized 
Endowment expenses.
    (8) The Star Awards Files contain data concerning awards for 
Endowment employees.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.). In addition, the maintenance of debt 
collection records in the Accounts Receivables Files is authorized by 
the Debt Collection Act of 1982, Public Law 97-365; the Cash Management 
Improvement Act Amendments of 1992; and the Debt Collection Improvement 
Act of 1996 (Pub. L. 104-134).

PURPOSE(S):
    To supplement DELPHI with information well suited for maintenance 
in hard copy form.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    See the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name, Social Security 
number, taxpayer identification number, or contract number of the 
employee, contractor, or grantee.

SAFEGUARDS:
    Rooms containing the records in this system are kept locked during 
non-working hours.

RETENTION AND DISPOSAL:
    The retention and disposal of debt collection records in the 
Accounts Receivables Files are covered by the General Services 
Administration's General Records Schedule 6. Other records in this 
system are retained on site or in storage for six years and three 
months, and then destroyed.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Finance/CFO, National Endowment for the Arts, 1100 
Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, Endowment employees, creditor agencies, collection agencies, 
credit bureaus, Federal employing agencies, and other Federal agencies 
furnishing identifying information.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-12

SYSTEM NAME:
    Equal Employment Opportunity Complaint Case Files.

SYSTEM LOCATION:
    Civil Rights Office, 1100 Pennsylvania Avenue, NW., Washington, DC 
20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Endowment employees and applicants for employment at the Endowment 
who have filed formal complaints of discrimination against the 
Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Relevant information concerning the complaint of discrimination, 
such as correspondence and documentation concerning the filing of the 
complaint and stages leading to its disposition.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To enable the Endowment to investigate and adjudicate internal 
complaints of discrimination.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be disclosed as necessary to enforce or 
implement the statute, rule, regulation, or order under which the 
charge of discrimination has been filed. This authorization includes 
disclosures of data to a Federal, state, or local agency charged with 
the responsibility of investigating, enforcing, or implementing such a 
statute, rule, regulation, or order. See also the list of General 
Routine Uses contained in the Preliminary Statement.

[[Page 36916]]

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained on computer diskettes and in 
file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name.

SAFEGUARDS:
    Diskettes are kept in a locked file. Paper files are kept in a 
locked file cabinet.

RETENTION AND DISPOSAL:
    Complaint files are destroyed four years after resolution of the 
case.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Civil Rights, National Endowment for the Arts, 1100 
Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system and from Endowment employees who are involved with the claim or 
proceeding.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-13

SYSTEM NAME:
    Civil Rights Complaint Case Files.

SYSTEM LOCATION:
    Civil Rights Office, 1100 Pennsylvania Avenue, NW., Washington, DC 
20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have filed formal complaints of discrimination 
against the Endowment. However, this system does not include complaints 
made by either Endowment employees or applicants for employment at the 
Endowment, which are covered as described above.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Relevant information concerning the complaint of discrimination, 
including correspondence and documentation concerning the filing of the 
complaint and stages leading to its disposition.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S):
    To enable the Endowment to investigate and adjudicate external 
complaints of discrimination.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be disclosed as necessary to enforce or 
implement the statute, rule, regulation, or order under which the 
charge of discrimination has been filed. This authorization includes 
disclosures of data to a Federal, state, or local agency charged with 
the responsibility of investigating, enforcing, or implementing such a 
statute, rule, regulation, or order. See also the list of General 
Routine Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained on computer diskettes and in 
file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name or a control number 
assigned to each external complaint of discrimination.

SAFEGUARDS:
    Diskettes are kept in a locked file. Paper files are kept in a 
locked file cabinet.

RETENTION AND DISPOSAL:
    Complaint files are destroyed four years after resolution of the 
case.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Civil Rights, National Endowment for the Arts, 1100 
Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system and from Endowment employees who are involved with the claim or 
proceeding.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-14

SYSTEM NAME:
    Office of the Inspector General Investigative Files.

SYSTEM LOCATION:
    Office of the Inspector General, 1100 Pennsylvania Avenue, NW., 
Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals and entities who are or have been the subject of 
investigations by the Office of the Inspector General, or who provide 
information in connection with such investigations. These individuals 
include, but are not limited to, former and present Endowment 
employees; former and present Endowment grant recipients; former and 
present contractors and subcontractors, and their employees; former and 
present consultants; and other individuals and entities that had, have, 
or are seeking to obtain business relationships with the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence relevant to the investigation; working papers of the 
staff, investigative notes, internal staff memoranda, and other 
documents and records relating to the investigation; information about 
criminal, civil, or administrative referrals; information provided by 
subjects of the investigation, individuals with whom the subjects are 
associated, complainants, or witnesses; information provided by 
Federal, State, or local governmental investigative or law enforcement 
agencies, or other organizations; copies of subpoenas issued during the 
investigation; and opening reports, progress reports, and closing 
reports, with recommendations for corrective action.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Inspector General Act of 1978, as amended (5 U.S.C. app. 3).

PURPOSE(S):
    To maintain files of investigative and reporting activities carried 
out by the Office of the Inspector General.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be disclosed to any source, either private 
or governmental, to the extent necessary to secure from such source 
information relevant to, and sought in furtherance of, a legitimate 
investigation or audit.

[[Page 36917]]

Data in this system may also be disclosed to the Office of the 
Inspector General's or the Endowment's legal representative, including 
the U.S. Department of Justice and other outside legal counsel, when 
the Office of the Inspector General or the Endowment is a party in 
actual or anticipated litigation or has an interest in such litigation. 
See also the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name, report number, or 
chronological ordering.

SAFEGUARDS:
    Work papers for allegation and other investigative reviews 
conducted by or for the Office of the Inspector General are kept in a 
locked file cabinet. All records in this system are kept in rooms that 
are locked during non-working hours and are accessible to the Inspector 
General only.

RETENTION AND DISPOSAL:
    Records in this system are maintained on-site until eligible for 
destruction. Workpapers used in evaluating grantees' audit reports and 
financial statements are destroyed on a three-year cycle. Workpapers 
and correspondence prepared and/or obtained during the clearance 
process of audit recommendations are destroyed on a six-year cycle from 
the date that the recommendations are cleared. All other records in 
this system are destroyed on a seven-year cycle.

SYSTEM MANAGER(S) AND ADDRESS:
    Inspector General, National Endowment for the Arts, 1100 
Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    The major part of this system is exempted from this requirement 
pursuant to 5 U.S.C. 552a(j)(2) or (k)(2). To the extent that this 
system is not subject to exemption, it is subject to access. A 
determination as to exemption shall be made at the time a request for 
access is received. Access requests must be sent to the Office of the 
General Counsel in accordance with the procedures published at 45 CFR 
Part 1159.

CONTESTING RECORD PROCEDURES:
    The major part of this system is exempted from this requirement 
pursuant to 5 U.S.C. 552a(j)(2) or (k)(2). To the extent that this 
system is not subject to exemption, it is subject to access and 
contest. A determination as to exemption shall be made at the time a 
request for access is received. Access requests must be sent to the 
Office of the General Counsel in accordance with the procedures 
published at 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals who are covered by 
the system, as well as from individuals with whom the subjects are 
associated; Federal, State, or local governmental investigative or law 
enforcement agencies; and other organizations.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    This system is exempted from 5 U.S.C. 552a except subsections (b); 
(c)(1) and (2); (e)(4)(A) through (F); (e)(6), (7), (9), (10), and 
(11); and (i) under 552a(j)(2) to the extent that the system pertains 
to enforcement of criminal laws. This system is exempted from 5 U.S.C. 
552a(c)(3); (d); (e)(1); (e)(4)(G), (H), and (1); and (f) under 5 
U.S.C. 552a(k)(2) to the extent that the system consists of 
investigatory material compiled for law enforcement purposes, other 
than material within the scope of the exemption at 5 U.S.C. 552a(j)(2). 
These exemptions are contained in 45 CFR Part 1159.
NEA-15

SYSTEM NAME:
    Senate Nomination Files--National Council on the Arts

SYSTEM LOCATION:
    Office of General Counsel, 1100 Pennsylvania Avenue, NW., Suite 
518, Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Members of the National Council on the Arts (NCA).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Confidential Financial Disclosure Reports (SF-450), and clearance 
letters to the U.S. Senate for nominees to the NCA.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.) 5 CFR 2634.901 et seq.

PURPOSE(S):
    To maintain a record of the members of the NCA's financial 
disclosure reports upon nomination.

ROUTINE USES:
    Data in this system is used by the Designated Agency Ethics Officer 
only.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records in this system are maintained in paper format in locked 
file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name.

SAFEGUARDS:
    This system is maintained in a locked file cabinet within an office 
that is locked during non-business hours.

RETENTION AND DISPOSAL:
    Records in this system are maintained for a period of six years 
after the member rotates off of the NCA.

SYSTEM MANAGER(S) AND ADDRESS:
    Designated Agency Ethics Officer, National Endowment for the Arts, 
1100 Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-16

SYSTEM NAME:
    Jazz Masters Recipients.

SYSTEM LOCATION:
    Arts Education/Music/Opera/Presenting Division, 1100 Pennsylvania 
Avenue, NW., Suite 703, Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals nominated to receive a Jazz Masters award from the 
Endowment and recipients of the award.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, biographical information.

[[Page 36918]]

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE:
    To create a central repository for information about individuals 
who have been nominated to receive a Jazz Masters award and to create a 
record of Jazz Masters recipients.

ROUTINE USES:
    Information in this system is used to compile nominee packages for 
review by a panel in selecting the recipients of Jazz Masters award.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    All records in this system are maintained in paper format in locked 
file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name of nominee or by name 
of recipient.

SAFEGUARDS:
    Records in this system are maintained in a locked file cabinet 
located within an office that is kept locked during non-business hours.

RETENTION AND DISPOSAL:
    Records pertaining to nominees are maintained for five years. After 
five years have passed, nominee records are shredded. Records 
pertaining to recipients are maintained permanently at the Endowment.

SYSTEM MANAGER(S) AND ADDRESS:
    Division Coordinator, Arts Education/Music/Opera/Presenting 
Division, National Endowment for the Arts, 1100 Pennsylvania Avenue, 
NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-17

SYSTEM NAME:
    National Heritage Fellowship Recipients.

SYSTEM LOCATION:
    Folk & Traditional/Musical Theater/Theater Division, 1100 
Pennsylvania Avenue, NW., Suite 720, Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals nominated to receive a National Heritage Fellowship 
from the Endowment and recipients of the fellowship.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, biographical information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE:
    To create a central repository for information about individuals 
who have been nominated to receive a National Heritage Fellowship and 
to create a record of National Heritage Fellowship recipients.

ROUTINE USES:
    Information in this system is used to compile nominee packages for 
review by a panel in selecting the recipients of National Heritage 
Fellowships.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    All records in this system are maintained in paper format in locked 
file cabinets and in electronic form in a database accessible only to 
division staff.

RETRIEVABILITY:
    Records in this system are retrieved by name of nominee or by name 
of recipient.

SAFEGUARDS:
    Papers in this system are maintained in a locked file cabinet 
located within an office that is kept locked during non-business hours. 
Electronic records in this system are password protected and accessible 
only to division staff.

RETENTION AND DISPOSAL:
    Records pertaining to nominees are maintained for five years. After 
five years have passed, nominee records are shredded. Records 
pertaining to recipients are maintained permanently at the Endowment.

SYSTEM MANAGER(S) AND ADDRESS:
    Division Coordinator, Folk & Traditional/Musical Theater/Theater, 
National Endowment for the Arts, 1100 Pennsylvania Avenue, NW., 
Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-18

SYSTEM NAME:
    Literature Fellowship Recipients.

SYSTEM LOCATION:
    Literature Division, 1100 Pennsylvania Avenue, NW., Suite 722, 
Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individual applicants for a Literature Fellowship from the 
Endowment and recipients of the fellowship.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, biographical information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951  et seq.).

PURPOSE:
    To create a central repository for information about individuals 
who have been nominated to receive a Literature Fellowship and to 
create a record of Literature Fellowship recipients.

ROUTINE USES:
    Information in this system is used to compile nominee packages for 
review by a panel in selecting the recipients of Literature 
Fellowships.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    All records in this system are maintained in paper format in locked 
file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name of nominee or by name 
of recipient.

SAFEGUARDS:
    Records in this system are maintained in a locked file cabinet.

[[Page 36919]]

RETENTION AND DISPOSAL:
    Records pertaining to unsuccessful applicants are shredded. Records 
pertaining to recipients are maintained permanently at the Endowment.

SYSTEM MANAGER(S) AND ADDRESS:
    Division Coordinator; Literature Division, National Endowment for 
the Arts, 1100 Pennsylvania Avenue, NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
NEA-19

SYSTEM NAME:
    Opera Honor Award Recipients.

SYSTEM LOCATION:
    Arts Education/Music/Opera/Presenting Division, 1100 Pennsylvania 
Avenue, NW., Suite 703, Washington, DC 20506.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals nominated to receive an Opera Honor Award from the 
Endowment and recipients of the award.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, biographical information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE:
    To create a central repository for information about individuals 
who have been nominated to receive an Opera Honor Award and to create a 
record of Opera Honor Award recipients.

ROUTINE USES:
    Information in this system is used to compile nominee packages for 
review by a panel in selecting the recipients of the Opera Honor 
Awards.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    All records in this system are maintained in paper format in locked 
file cabinets.

RETRIEVABILITY:
    Records in this system are retrieved by name of nominee or by name 
of recipient.

SAFEGUARDS:
    Records in this system are maintained in a locked file cabinet 
located within an office that is kept locked during non-business hours.

RETENTION AND DISPOSAL:
    Records pertaining to nominees are maintained for five years. After 
five years have passed, nominee records are shredded. Records 
pertaining to recipients are maintained permanently at the Endowment.

SYSTEM MANAGER(S) AND ADDRESS:
    Division Coordinator; Arts Education/Music/Opera/Presenting 
Division, National Endowment for the Arts, 1100 Pennsylvania Avenue, 
NW., Washington, DC 20506.

NOTIFICATION PROCEDURE:
    See 45 CFR Part 1159.

RECORD ACCESS PROCEDURES:
    See 45 CFR Part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR Part 1159.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

Kathleen Edwards,
Director, Administrative Services, National Endowment for the Arts.
[FR Doc. E8-14680 Filed 6-27-08; 8:45 am]
BILLING CODE 7537-01-P