[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
AGENCY FOR INTERNATIONAL DEVELOPMENT
Alphabetical Listing of Systems of Records
Attendance and Leave Reporting Records - AID-16
Awards and Incentives Records - AID-14
Civil Service Empoyee Office Personnel Records - AID-2
Claims Records - AID-20
Congressional Relations, Inquiries, and Travel Records - AID-22
Criminal Law Enforcement Records - AID-9
Emergency Case File - AID-24
Employees Automated Records - AID-3
Employee Conduct and Discipline Records - AID-11
Employees' Equal Employment Opportunity Complaint Investigative
Records - AID-23
Employee-Owned or -Leased Property Records - AID-17
Employees Payroll Records - AID-15
Employee Relations Records - AID-10
Employee Use of Property Owned or Leased by the U.S. Government
Records - AID-18
Executive Assignment Records - AID-12
Foreign Service Employee Personnel Records - AID-1
Foreign Service Personnel Evaluation Records - AID-7
Litigation Records - AID-26
Orientation and Training Records - AID-13
Personnel Security and Suitability Investigative Records - AID-8
Position Classification Records - AID-4
Privacy Act Implementation Records - AID-25
Public Information Records - AID-21
Recruiting, Examining, and Placement Records - AID-6
Reserved - AID-5
Travel and Transportation Records - AID-19
(Appendix A to 22 CFR part 215 - Regulation, Agency for International
Development Addresses and Locations of Offices Referenced in the
Regulations and Notices is hereby incorporated by reference into this
Notice as Appendix A hereto.)
Statement of General Routine Uses
The following routine uses apply to, and are incorporated by reference
into each system of records set forth below to the extent therein
applicable:
1. In the event of an indication of a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by statute or particular program pursuant thereto, a record in
this system of records 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, or rule,
regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed, as a routine
use, to a federal, state or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information if necessary to obtain information relevant to an Agency
decision concerning the hiring or retention of an employee, the
issuance of a security clearance, the letting of a contract, or the
approval of a grant or other benefits.
3. A record from this system of records may be disclosed, as a routine
use, to a federal agency, in response to its request in connection
with the hiring or retention of an employee, the issuance of a
security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, approval of a
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.
4. A record from this system of records may be disclosed, as a routine
use, in the course of presenting evidence to a court, magistrate or
administrative tribunal, including disclosures to opposing counsel in
the course of settlement negotiations.
5. A record from this system of records may be disclosed, as routine
use, 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 United States 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 duties.
6. A record from this system of records may be disclosed, as a routine
use, to a foreign government or international agency in response to
its request for information 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 his or her dependents.
7. A record from this system of records may be disclosed, as a routine
use, 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 the purpose of transmission of information
between organizational units of the Agency; of 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 of providing other
information directly related to the purposes of the inter-agency
agreement as set forth therein, and necessary and relevant to its
implementation.
8. A record from this system of records may be disclosed, as a routine
use, to a Member of Congress or a Congressional staff representative
of the Member in response to an inquiry from a Member made at the
request of an individual.
9. A record in those systems of records which contains medical
information may be disclosed, as a routine use, to the medical adviser
of any individual submitting a request for access to the record under
the Act and 15 CFR part 4b if, in the sole judgment of the Agency,
disclosure could have an adverse effect upon the individual, under the
provision of 5 U.S.C. 552a(f)(3) and implementing regulations at 15
CFR 4b.6.
10. A record contained in this system of records may be disclosed, as
a routine use, to the Office of Management and Budget in connection
with the review of private relief legislation as set forth in OMB
Circular No. A-19 at any stage of the legislative coordination and
clearance process as set forth in that Circular.
11. A record from this system of records may be disclosed, as a
routine use, to the Foreign Service Grievance Board in the course of
the Board's consideration of matters properly before it.
12. A record in this system of records may be disclosed, as a routine
use: To the Defense Manpower Data Center, Department of Defense and to
the U.S. Postal Service, to conduct computer matching programs for the
purpose of identifying and locating individuals who are receiving
Federal salaries or benefit payment and delinquent in their repayment
of debts owed to the U.S. Government under certain programs
administered by USAID in order to collect the debts under the
provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by
voluntary repayment, or by administrative or salary offset procedures;
and to any other Federal agency for the purpose of effecting
administrative or salary offset procedures against a person employed
by that agency or receiving or eligible to receive some benefit
payments from the agency when USAID as a creditor has a claim against
that person. Disclosure of information about persons who are receiving
Federal salaries or benefit payments and are delinquent in their
repayment of debts owed to the U.S. Government under certain programs
administered by USAID may be made to other Federal agencies, but only
to the extent of determining whether the person is employed by that
agency and if so, effecting administrative or salary offset procedures
against the person.
13. A record in the following systems of records may be disclosed, as
a routine use, to consumer reporting agencies:
Claims Records (AID-20)
Employee Payroll Records (AID-15)
Litigation Records (AID-26) and
Travel and Transportation Records (AID-19)
14. A record in the following systems of records may be disclosed, as
a routine use, to the Internal Revenue Service (a) to obtain mailing
addresses of debtors in order to collect a Federal debt; and (b) to
offset a Federal debt against the debtor's income tax refund:
Claims Records (AID-20), Employee Payroll Records (AID-15), Litigation
Records (AID-26), and Travel and Transportation Records (AID-19).
A.I.D.--1
System name: Foreign Service Employee Personnel Records.
System location: Washington offices and offices of assignment abroad as
listed in appendix A.
Categories of individuals covered by the system: Present and former
A.I.D. Foreign Service employees and employees of other U.S.
Agencies detailed to A.I.D.
Categories of records in the system: This system includes (a) central
records consisting of official personnel folders and (b)
decentralized records consisting of office copies of official
documents and papers. Records are comprised of documents in the
following categories: Biographic Data; assignment and reassignment
orders; notification of personnel actions; travel arrival and
departure notices; time and attendance cards; requests for security
clearances and building passes; nominations and host country
clearances, position descriptions; staffing and workload
information; home, family, and emergency location information,
records of language proficiency; records of security clearances;
performance evaluations; individual assignment rating sheets;
earning statements; compensations, awards, and leave information;
copies of power of attorney granted by the individual; education and
training information; delegations of authority; reports of
accomplishments; commendations; health and medical record abstracts;
accident or incident reports; reprimands and disciplinary actions;
complaints and grievances; documents pertaining to fiscal, property,
and transportation matters; foreign office notes and official
correspondence; permits and authorizations of foreign governments;
health and life insurance plans; and correspondence pertaining to
the individual.
Authority for maintenance of the system: Foreign Assistance Act of 1961
as amended, sec. 621, 625, 626, 627, 628, and 636 (b); Foreign
Service Act of 1946 as amended, U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To Foreign Governments,
international organizations, and U.S. and Foreign Firms for
employment or employee exchange.
To Financial and Credit Institutions for loan and credit reference
purposes solely to verify the employee's name, employment with A.I.D.,
dates of employment and pay grade.
To other Federal Agencies and private firms for placement under
exchange programs.
To officials of the Department of State serving as the employee's
supervisor for performance evaluation and review.
To representatives of the Office of Personnel Management on matters
relating to the inspection, survey, audit or evaluation of A.I.D.
personnel management programs, of personnel actions, or such other
matters under the jurisdiction of the Commission.
To representatives of the Office of Personnel Management for the
maintenance of their Central Personnel Data File, Federal Automated
Career System, and Executive Inventory File.
To the Attorney General of the United States or his authorized
representative in connection with litigation, law enforcement, or
other matters under the direct jurisdiction of the Department of
Justice, or carried out as the legal representative of the executive
agencies.
To a duly appointed hearing examiner or arbitrator (an employee of
another federal agency) for the purpose of conducting a hearing in
connection with an employee's appeal involving disclosures of records
of A.I.D.'s personnel management system.
To an arbitrator who is given a contract pursuant to a negotiated
labor agreement to hear an employee's grievance involving disclosure
of records of the personnel management system.
To officials of labor organizations recognized under Executive Orders
11636 and 11491, as amended, when relevant and necessary to their
duties of exclusive representation under the Orders, and to include
data such as veteran preference status, tenure, salaries, grades,
positions titles, duty stations, agency-sponsored training and awards
received, notices of reduction in force, job-related injury, and
personnel actions, when such information is relevant to personnel
policies and practices affecting employment conditions and necessary
for exclusive representation by the labor organization. Wherever
feasible and consistent with responsibilities under the orders, such
information shall be furnished in depersonalized form, i.e., without
personal identifiers.
To state employment security agencies and to the U.S. Department of
Labor, upon request, employment, wage and separation data of former
AID employees, to determine eligibility for unemployment compensation.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, and for the purposes set forth in the
Statement of General Routine Uses immediately preceding these specific
notices of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of employee.
Safeguards: Located in metal file cabinets with three-way combination
lock in secured premises with access limited to those whose official
duties require access.
Retention and disposal: Retention of these records varies from 1 to 75
years, depending upon the specific kind of record involved. They are
retired or destroyed in accordance with General Records Schedules
issued by the National Archives and Records Administration and
approved records control schedules of the Agency for International
Development.
System manager(s) and address: Chief, Foreign Service Personnel, Office
of Personnel and Manpower, Agency for International Development, 515
22nd Street, NW, Washington, DC 20523.
Administrative Officer or Executive Officer of the employing office or
Mission as listed in appendix A.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street, NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same address as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary - Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary - Privacy Review Request.
Record source categories: Provided by the individual, by officers and
employees of A.I.D. in the performance of their official duties, by
United States and foreign civil authorities, by educational
institutions, private persons and companies and produced in the
course of normal personnel administration operations of the Agency.
A.I.D.--2
System name: Civil Service Employee Office Personnel Records.
System location: Washington offices and, when a Civil Service employee
is assigned overseas, at offices of assignment abroad as listed in
appendix A.
Categories of individuals covered by the system: Present and former
A.I.D. Civil Service employees, consultants, experts; persons under
contract to A.I.D.; other U.S. Government Agency personnel employed
by A.I.D.; advisers to A.I.D.
Categories of records in the system: In addition to central records in
the custody of A.I.D. but officially ``maintained'' by the Civil
Service Commission the Agency maintains personnel records which may
be comprised of any of the following categories of documents:
Biographic data; assignments and reassignment orders; notification
of personnel actions; travel arrival and departure notices; time and
attendance cards; requests for security clearances and building
passes; nominations and host country clearances; position
descriptions; contracts when individuals are employed under a
contract; staffing and workload information; home, family, and
emergency location information; records of language proficiency;
performance evaluations; earning statements; compensation awards,
and leave information; copies of power of attorney granted by
individual; education and training information; delegations of
authority; reports of accomplishments; commendations; accident or
incident reports; reprimands and disciplinary actions; complaints
and grievances; documents pertaining to fiscal, property, and
transportation matters; correspondence pertaining to the individual;
and health and life insurance plans.
Authority for maintenance of the system: Foreign Assistance Act of 1961
as amended, sec. 621, 625, 626, 627, 628 and 636(d); Foreign Service
Act of 1946, as amended, sec. 911; 5 U.S.C. 301, 1301, 1302.
Authority to establish and maintain files.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To foreign Governments and
U.S. and foreign firms for employment purposes.
To Financial and Credit Institutions for loan and credit reference
purposes solely to verify the employee's name, employment with A.I.D.,
dates of employment and pay grade.
To other Federal Agencies and private firms for placement under
exchange programs.
To officials of the Department of State serving as the employee's
supervisor for performance evaluation and service.
To representatives of the Office of Personnel Management on matters
relating to the inspection, survey, audit or evaluation of A.I.D.
personnel management programs, of personnel actions, or such other
matters under the jurisdiction of the Commission.
To representatives of the Office of Personnel Management of the
maintenance of their Central Personnel Data File, Federal Automated
Career System, and Executive Inventory File.
To the Attorney General of the United States or his authorized
representative in connection with litigation, law enforcement, or
other matters under the direct jurisdiction of the Department of
Justice, or carried out as the legal representative of the executive
agencies.
To a duly appointed hearing examiner or arbitrator (an employee of
another federal agency) for the purpose of conducting a hearing in
connection with an employee's appeal involving disclosures of records
of A.I.D.'s personnel management system.
To an arbitrator who is given a contract pursuant to a negotiated
labor agreement to hear an employee's grievance involving disclosure
of records of the personnel management system.
To officials of labor organizations recognized under Executive Orders
11636 and 11491, as amended, when relevant and necessary to their
duties of exclusive representation under the Orders, and to include
data such as veteran preference status, tenure, salaries, grades,
position titles, duty stations, agency-sponsored training and awards
received, notices of reduction in force, job-related injury, and
personnel actions, when such information is relevant to personnel
policies and practices affecting employment conditions and necessary
for exclusive representation by the labor organization. Wherever
feasible and consistent with responsibilities under the orders, such
information shall be furnished in depersonalized form, i.e., without
personal identifiers.
To state employment security agencies and to the U.S. Department of
Labor, upon request, employment, wage and seperation data of former
AID employees, to determine eligibility for unemployment compensation.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folder.
Retrievability: By name of employee, consultant, expert, contractor,
and adviser.
Safeguards: Located in metal file cabinets with three-way combination
lock in secured premises with access limited to those whose official
duties require access.
Retention and disposal: Retention of these records varies from 1 to 75
years, depending upon the specific kind of record involved. They are
retired or destroyed in accordance with General Records Schedules
issued by the National Archives and Records Service and approved
records control schedules of the Agency for International
Development.
System manager(s) and address: Chief, Civil Service Personnel, Office
of Personnel and Manpower, Agency for International Development, 515
22nd Street, NW, Washington, DC 20523.
Administrative Officer or Executive Officer of the employing office or
Mission as listed in Appendix A.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State, Annex 2, 515 22nd Street, NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests for individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4 (c) or (d) of the Agency's
regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: Provided by the individual, by officers and
employees of A.I.D. in the performance of their official duties, by
United States and foreign civil authorities, by educational
institutions, private persons and companies and produced in the
course of normal personnel administration operations of the Agency.
A.I.D.--3
System name: Employees Automated Records.
System location: Office of Data Management, Agency for International
Development, 1975 Florida Avenue, Washington, DC.
Categories of individuals covered by the system:
a. A.I.D. employees including: Direct-hire employees assigned
positions in the United States; United States citizen direct-hire
employees assigned to positions overseas; and employees of Federal,
state, or local government agencies detailed or assigned to A.I.D.;
b. Applicants for employment; and
c. Non-direct hires such as Personal Services Contractors.
Categories of records in the system:
This automated system consists of eleven files of computerized records
maintained on magnetic discs and magnetic tapes. These files are
described below. The first seven (a through g) and the tenth (j)
pertain to the category of individuals defined in a. above; the eighth
(h) pertains only to the category of individuals defined in b. above;
the ninth file (i) is maintained separately from the other eight
files; the eleventh (k) pertains to category of individuals defined in
a. and b. above.
a. Master Data File--This file contains information about the
organizational structure of the Agency, and the location within that
structure of all employees. Individual records, in addition to
containing data describing the position incumbered by the employee,
contain the following types of information on the employee: Basic data
such as name, Social Security Account Number (SSAN), birth date,
veteran preference, tenure group, service computation date, reportable
handicap, retirement system, and participation in Federal Employee'
Government Life Insurance; pay data such as pay plan, grade or class,
step within grade, date appointed to present grade and work schedule;
personal data supplied by the employee such as sex, marital status,
state of legal residence, and academic education level; data on
retirement form a uniformed service, if applicable; a wide variety of
dates including those that indicate suspense actions which are due at
the future date, and others used for other purposes by personnel
managers such as date assigned overseas and date returned from
overseas; for Civil Service and Foreign Service employees their
evaluation rating and the date of their last evaluation;
qualifications and skills data such as college degrees, special prior
experience, training courses completed, proficiency in foreign
languages, and skills of use to the Agency.
b. A Chronological Data Record is maintained on each employee and
contains up to ten entries reflecting the most recent `personnel
actions' on that individual, such as appointment, conversions,
reassignment, transfer, promotion, extension, and separation. Included
for each entry is the type of action code and title, effective date,
position assigned to, including position title, and employee's pay
plan and grade at the time.
c. Separated Employee File--For employees who have been separated, a
record is maintained, made up of the employee data in the Master Data
Record and the Chronological Data Record as described in a. and b.
above. This record is maintained for three years after date of
separation.
d. Index File--This file contains a record for each employee, but
contains only the SSAN and the Position Sequence Number of the
Position to which the employee is assigned. It is used to find the
employee's Master Data Record when only the SSAN is known.
e. Turnaround File--This file contains only records generated by the
computer and is used by the computer to update the Master Data and
Chronological Record files on future effective personnel actions. It
is also used by the process that prints the Standard Form 50, Report
of Personnel Actions.
f. SF-50 File--This file contains data that was used in printing the
Standard Form 50 and is retained for 90 days in the event the Standard
Form 50 requires correction or cancellation. It contains basic data on
the employee and personnel action being effected by the Standard Form
50.
g. Transaction History File--This file contains a record on each file
maintenance transaction input into the computer that passed computer
program edits and is used in maintaining system files.
h. Applicant Data File--This file contains name, SSAN, veteran
preference, and qualification data supplied by the applicant.
i. Minority Group Designator File--This file contains SSAN and a
minority code designator used in preparing reports required by the
Equal Employment Opportunity Act of 1972.
j. The Equal Opportunity Program Extract File--This file contains
information from the Master Data File and the Minority Group
Designator File and consists of the following: Position number;
position title; occupational specialty code; position pay plan;
position grade; GSA location code; employee name; SSAN; sex; employee
pay plan; employee grade; employee step; minority group designator;
work schedule; current civil service performance rating; date of last
civil service performance rating; supervisory code; age; date of
birth; handicap code; date appointed present grade; incumbent assigned
date; date entered on duty with AID or predecessor; academic education
level; degree Majors 1, 2 and 3; Agency occupational special ties 1, 2
and 3; Veteran's Preference.
k. New Data File--Automated Mission Staffing Pattern System that will
include a record on each USAID employee (both direct and non-direct
hire) and consists of the following information: data elements
previously identified in the Master Data File and additional data
elements such as only that designates local, U.S. or third country
hire, Contract Start and End Dates, to be used for personal
contractors only, Total Cost Existing Contract, to be used for
personal contractors only, and All Other Annual Costs. This data file
is the only file that contains information on non-direct hires.
Authority for maintenance of the system: Title 5 U.S.C. 301 1302, 2951,
4118, 4308; Foreign Assistance Act of 1961, as amended, sec. 621,
621A, 625, 626, 627, 628; Foreign Service Act of 1946, as amended,
sec. 911.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To representatives of the
Civil Service Commission on matters relating to the inspection,
survey, audit or evaluation of A.I.D. personnel management programs,
of personnel actions, or such other matters under the jurisdiction
of the Commission.
To representatives of the Office of Personnel Management for the
maintenance of their Central Personnel Data File, Federal Automated
Career System, and Executive Inventory File.
To the Attorney General of the United States or his authorized
representative in connection with litigation, law enforcement, or
other matters under the direct jurisdiction of the Department of
Justice, or carried out as the legal representative of the executive
agencies.
To the Chesapeake and Potomac Telephone Co. (a contractor) and its
employees for the purpose of telecommunications transmission of data
between the central computer facility and the remote terminals.
To a duly appointed hearing examiner or arbitrator (an employee of
another federal agency) for the purpose of conducting a hearing in
connection with an employee's appeal involving disclosures of records
of A.I.D.'s personnel management system.
To an arbitrator who is given a contract pursuant to a negotiated
labor agreement to hear an employee's grievance involving disclosure
of the record of the personnel management system.
To the recognized labor union for the purposes of meeting the
requirements of the negotiated agreement.
To representatives of the Department of Health and Human Services for
the purpose of producing microfiche and microfilm outputs.
To the Department of State for the purposes of producing microfiche
and microfilm outputs.
To the Department of the Treasury and the Department of State for the
purpose of providing special reports pertaining to AID employees in
the Foreign Service Retirement and Disability System.
To law enforcement agencies, U.S. government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are stored on magnetic disc and/or magnetic tape.
Retrievability: The eleven files described above are indexed in the
following manner and may be retrieved as indicated; however,
personal data in all files are readily retrieved through the Index
File.
(a) Master Data File: By Position Sequence Number (POSNO) within AID.;
(b) Chronological Data File: By Social Security Account Number (SSAN)
(c) Separated Employee File: By SSAN;
(d) Index File: By SSAN;
(e) Turnaround File: By effective date;
(f) SF-50 File: By effective date;
(g) Transaction History File: By date of input to the system or
effective date, whichever is later; and
(h) Applicant Data File: By SSAN.
(i) Minority Group Designator File: By SSAN.
(j) Equal Opportunity Program Extract File: By Position Sequence
Number (POSNO) within A.I.D.
(k) Automated Mission Staffing Pattern System: by Organization.
Safeguards: A `password' is assigned to A.I.D. employees who, in the
performance of their official duties, must have access to these
files. The password is checked by the computer prior to granting
access to the files. The computer facility, including the time
library, is located in secured premises with combination-lock door,
and access is limited to persons of verified identity who require
access.
Retention and disposal: The computerized records are deleted from the
files when no longer needed by the system. A copy of the content of
all files is made at the end of June and December and is retained
for five years, then destroyed.
System manager(s) and address:
Chief, Office of Information Resources management, Agency for
International Development, 1100 Wilson Boulevard, Rosslyn, Virginia
22209.
For the Minority Group code designator, the Director, Equal
Opportunity Programs, Agency for International Development, 320 21st
Street, NW, Washington, DC 20523.
Notification procedure: Requests by individuals concerning the
existence of a record may be adressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's rules
as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same address as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC.
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities in approving personnel actions
and verifying information.
A.I.D.--4
System name: Position Classification Records.
System location: Office of Personnel and Manpower, State Annex 2, 515
22nd Street NW, Washington, DC 20523.
Categories of individuals covered by the system: Employees of A.I.D.
Categories of records in the system: Position descriptions, appeals,
correspondence relating to position classification, reviews of
classifications and the determinations made thereon, and
Notifications of Personnel Actions (SF-50's) relating to the
position.
Authority for maintenance of the system: The Foreign Assistance Act of
1961, as amended sec. 621 and the Foreign Service Act of 1946 as
amended; 5 U.S.C. 301, 1302, 2951, 4118, 4308, and Executive Orders
10561 and 10987.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To law enforcement agencies,
U.S. Government agencies, courts, the Department of State, foreign
governments and international agencies, and Members of Congress, for
the purposes set forth in the Statement of General Routine Uses
immediately preceding these specific notices of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copies in file folders.
Retrievability: Name of individual.
Safeguards: Located in metal file cabinets with three-way combination
locks in a secure space or secured premises with access limited to
those whose official duties require access.
Retention and disposal: Retained by A.I.D. as long as five years (in
case of appeals against position classification actions), then
destroyed by shredding.
System manager(s) and address: For Civil Service personnel: Chief,
Civil Service Personnel, Office of Personnel and Manpower, Agency
for International Development, 515 22nd Street NW, Washington, DC
20523.
For Foreign Service personnel: Chief, Position Management & Foreign
National Branch, Office of Personnel and Manpower, Agency for
International Development, 515 22nd Street NW, Washington, DC 20523.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Requests.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.--5 [Reserved]
A.I.D.--6
System name: Recruiting, Examining and Placement Records.
System location: Records are maintained in various offices in Washington
and abroad that have responsibility for recruiting candidates for
employment. See appendix A for actual location of these offices.
Categories of individuals covered by the system: Individuals who have
applied to the Agency for employment or employees who have requested
outplacement assistance.
Categories of records in the system: In addition to central records
maintained by A.I.D. but under the control of the Civil Service
Commission, the Agency also maintains information relating to the
education and training; employment history and earnings; appraisal
of past performance; convictions of offenses against the law;
results of written tests; appraisal of potential; honors, awards or
fellowships; military service; veteran preference; birthplace; birth
date; Social Security number; and home address.
Authority for maintenance of the system: The Foreign Assistance Act of
1961, as amended; the Foreign Service Act of 1946; 5 U.S.C. 301,
1302, 3301, 3302, 3304, 3306, 3307, 3309, 3313, 3317, 3318, 3319,
3349, 4103, 5532, 5533, 5723; and Executive Orders 10577 and 11103.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To prospective employees
(Universities, State, and Local Governments, private enterprises,
United Nations and other international organizations, foreign
governments, and governments of the territories of the U.S.) for
purposes of proposing A.I.D. employees who have requested placement
assistance for positions outside the Agency.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Located in metal file cabinets with three-way combination
lock in secured premises with access limited to those whose official
duties require access.
Retention and disposal: Kept from 6 months to 5 years depending upon
need; disposed of by shredding or burning.
System manager(s) and address: Chief, Recruitment Staff, Office of
Personnel and Manpower, Agency for International Development, 515
22nd Street NW, Washington, DC 20523.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PN)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW,
Washington, DC 20523.
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities; previous employers, personal
references provided by the individual; and educational institutions.
A.I.D.--7
System name: Foreign Service Personnel Evaluation Records.
System location: Evaluation files are kept in the Office of Personnel
and Manpower, 515 22nd Street NW, Washington, DC 20523.
Categories of individuals covered by the system: Foreign Service
Reserve Officers and Staff of A.I.D.
Categories of records in the system: Employee's name, date of birth,
entry on duty in Foreign Service, Social Security number, name of
evaluation panel, employee backstop code, panel determination and
comments, relative ranking of employee, employee data record print,
and personal evaluation reports.
Authority for maintenance of the system: Foreign Assistance Act of 1961
as amended, sec. 625(d) and (c); Foreign Service Act of 1946 as
amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To representatives of the
Civil Service Commission on matters relating to the inspection,
survey, audit or evaluation of A.I.D. personnel management programs,
of personnel actions, or such other matters under the jurisdiction
of the Commission.
To a duly appointed hearing examiner or arbitrator (an employee of
another federal agency) for the purpose of conducting a hearing in
connection with an employee's appeal involving disclosures of records
of A.I.D.'s personnel management system.
To an arbitrator who is given a contract pursuant to a negotiated
labor agreement to hear an employee's grievance involving disclosure
of records of the personnel management system.
To the recognized labor union for the purpose of meeting the
requirements of the negotiated agreement.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy filed in folders.
Retrievability: By name of individual.
Safeguards: Located in metal cabinets with three-way combination lock
in a secured area. Access is to those whose official duties require
access.
Retention and disposal: Destroyed by burning five years after employee
separates.
System manager(s) and address: Chief, Personnel Information Center (PM/
PO/PIC), Agency for International Development, 515 22nd Street NW,
Washington, DC 20523.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523.
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same address as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523.
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.--8
System name: Personnel Security and Suitability Investigations
Records.
Security classification: Secret.
System location: a. Central file: Office of Security, 1621 North Kent
Street, Arlington, Virginia.
b. Working files are maintained in various offices in Agency
Washington Headquarters and in missions abroad. See appendix A for
actual locations.
c. Retired files are maintained in the Washington National Records
Center, 4205 Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: Present and former
employees, including full and part-time. `When Actually Employed'
(WAE), `Without Compensation' (WOC), intermittent, experts and
consultants; current and former applicants for employment; Americans
currently or formerly employed under contract; applicants for
contract; certain contractors and contractor personnel; individual
names not included in the above categories are also cross-indexed in
security files when significantly involved in security-related
investigations; and individuals currently and formerly employed
under Participating Agency Service Agreements (PASA) or Interagency
Personnel Act (IPA) or other authority.
Categories of records in the system: Employee indentification cards and
photographs; reports of investigations conducted by A.I.D. and by
other government agencies; interoffice and intraoffice
correspondence, memoranda and reports; correspondence and memoranda
originated by other elements of A.I.D., Federal agencies and other
governmental entities (i.e., state and local), corporate and private
entities, and by individuals. Additionally, records are maintained
of security violations and consequent recommendations for
disciplinary action. The system contains reports of briefings and
debriefings of employees.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended, sec. 635(b), 5 U.S.C. 7531 and 7532; Act of August
26, 1950, 64 Stat. 476; and Executive Order 10450 of April 27, 1953
(as amended by Executive Orders 10491 of October 13, 1953; 10531 of
May 27, 1954; 10548 of August 2, 1954; 10550 of August 5, 1954;
11785 of April 6, 1974; and 11652 of March 8, 1972).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To persons contacted in the
course of an investigation to the extent necessary to further the
purposes of the investigation.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy and photographic film in file folders.
Retrievability: By name of individual.
Safeguards: Maintained in containers with three-way combination locks
or areas with intrusion alarms and accessible only to authorized
personnel for their information in the performance of their duties.
Retention and disposal: Security violation records and investigative
reports are normally retained for 30 years following separation of
employee but may be destroyed earlier upon determination that
material has no value; identification cards are destroyed upon
termination of employment.
System manager(s) and address: Director, Office of Security, 1621 North
Kent Street, Arlington, Virginia.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a(k)(l), (k)(2), (k)(3), and (k)(5) all investigatory
material in the record which meets the criteria of all these
subsections is exempted from the notice, access, and contest
requirements under 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H),
(I) and (f) in order to accomplish this law enforcement function of
the Agency, to prevent disclosure of classified information as
required by Executive Order 11652, to assure the protection of the
President, to prevent subjects of investigation from frustrating the
investigatory process, to prevent the disclosure of investigative
techniques, to fulfill commitments made to protect the
confidentiality of information and sources, and to avoid endangering
these sources and law enforcement personnel. See Agency Regulations
published in this issue of Federal Register.
A.I.D.--9
System name: Criminal Law Enforcement Records.
Security classification: Top Secret.
System location: a. Central files are maintained in the Office of
Inspections and Investigations, 1621 North Kent Street, Arlington,
Virginia.
b. Working files are maintained in the Office of the General Counsel,
320 21st Street, NW, Washington, DC and in the overseas offices of the
Auditor General, Office of Inspections and Investigations located in
Panama, Karachi, Bangkok, Rabat and Manila. (See appendix A for actual
location of these offices).
c. Retired files are maintained at the Washington National Records
Center, 4205 Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: In furtherance of an
investigation for suspected violation of criminal laws--present and
former employees of the Agency and of the Overseas Private
Investment Corporation; present and former employees of contractors
used by the Agency and individuals involved or associated with such
employees; individuals investigated at the request of another
Federal agency.
Categories of records in the system: Reports of investigations
concerning violations of Federal civil and criminal statutes and
other violations of Title 18, U.S.C. and violations of Agency
regulations; personal identification data and details of activities;
related correspondence with individuals, with other organizational
units of the Agency, and with federal, state, and local government
agencies; records of disciplinary or other actions deriving from
investigations; and copies of reports of investigations conducted by
the Agency on the behalf of other federal agencies. Executive Order
10973 of November 3, 1961, and State Department Delegation of
Authority 104 of November 3, 1963.
Authority for maintenance of the system: Attorney General's memorandum
re: Pub. L. 725 (28 U.S.C. 535); Foreign Assistance Act of 1961, as
amended; Title 18 U.S.C.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To persons contacted in the
course of an investigation to the extent necessary to further the
purposes of the investigation.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Files in Washington are stored in combination locked
containers or in intrusion-alarmed areas. Files in field offices
abroad are stored in secured areas with access by combination lock
doors, in combination locked containers, and/or in areas secured by
U.S. Marine guards. Access to records is limited to authorized
screened personnel with an official need to know.
Retention and disposal: Records are retained for three years after the
closing of a case and are then retired to the Washington National
Records Center for 10 years after last entry in file. Copies of
reports furnished by other agencies are returned to the originating
agency when so requested; otherwise such records are retained until
cases are closed and then retired to the National Washington Records
Center for the periods stated above.
System manager(s) and address: Director, Office of Inspections and
Investigations, 1621 North Kent Street, Arlington, Virginia.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a(j)(2) all information about an individual in the record
which meets the criteria stated in 5 U.S.C. 552a(j)(2) are exempted
from the notice, access, and contest requirements of 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). If the 5 U.S.C.
552a(j)(2) exemption is held to be invalid, then this system is
determined to be exempt, under 5 U.S.C. 552(a)(k)(1) and (2) of the
Act, from the provisions of 5 U.S.C. 552a (c) (3), (d), (e)(1),
(e)(4)(G), (H) and (I) and (f). The reasons for asserting the
exemptions are to protect the materials required by Executive Order
to be kept secret in the interest of the national defense or foreign
policy, to prevent subjects of investigation from frustrating the
investigatory process, to insure the proper functioning and
integrity of law enforcement activities, to prevent disclosures of
investigative techniques, to maintain the ability to obtain
necessary information, to fulfill commitments made to sources to
protect their identities and the confidentiality of information and
to avoid endangering these sources and law enforcement personnel.
See Agency Regulations published in this issue of the Federal
Register.
A.I.D.--10
System name: Employee Relations Records.
Security classification: Confidential.
System location: a. For active records: Employee Relations Branch,
Office of Personnel and Manpower, Agency for International
Development, 515 22nd Street NW, Washington, DC 20523.
b. For retired records: Washington National Records Center, 4205
Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: Any A.I.D. employee or
employee of another Federal Agency assigned to A.I.D. under a
Participating Agency Service Agreement who has filed a complaint,
grievance or appeal; has been the subject of an alimony or child
support claim; has been listed as a prisoner of war or missing in
action (POW/MIA); or has a medical problem affecting his employment.
Categories of records in the system: Correspondence and indexes
covering complaints, grievances, appeals, life insurance, health
insurance, occupational health, workers' compensation, but not
including those records belonging to the Department of Labor;
alimony and child support, employee medical problems (but not
including medical records maintained by the Office of the Medical
Director, Department of State) and material relating to POW/MIA's.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended, especially secs. 621 and 625; Foreign Service Act
of 1946, as amended; Executive Order 10450 as amended August 5,
1954; 5 U.S.C. 301, 7301, 7531, 7532, 7533; sec. 914 of Pub.L. 92-
255; and sec. 201 of Pub.L. 91-616.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To a duly appointed Hearing
Examiner or Arbitrator for the purpose of conducting a hearing in
connection with an employee's appeal involving a grievance.
To a union representative for the purpose of representing an employee
in order to protect the employee rights negotiated under the union
agreement.
To the Office of Personnel Management for the purpose of determining
if the Agency's course of action is correct.
To a health or life insurance carrier for the purpose of determining
the status of benefits paid or owed by or to an employee pursuant to a
health or life insurance compensation agreement.
To hospitals, clinics, and other medical treatment facilities upon
their request in order to provide information about health insurance
under the Federal Employees Group Health Insurance Program.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: By employee name.
Safeguards: Located in metal file cabinets with three-way combination
lock in secured premises with access limited to those whose official
duties require access.
Retention and disposal: Workers' compensation files are retired to
Federal Records Center, St. Louis, Missouri, for permanent retention
after resolution of case. Alcohol and drug abuse files are destroyed
by burning one to three years after separation of employee. POW/MIA
files are retained indefinitely. All other records are destroyed by
burning one to two years after resolution of a problem or final
decision on a pending matter.
System manager(s) and address: Chief, Employee Relations Branch, at the
location shown in the Systems Location Section above.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a(k)(5), all investigatory material in the record which
meets the criteria of these subsections is exempted from the notice,
access and contest requirements of sections (c)(3), (d), (e)(1),
(e)(4)(G), (H), and (I) and (f) 5 U.S.C. 552a in order to fulfill
commitments made to protect the confidentiality of sources, and to
maintain access to sources of information which are necessary to
determine suitability for employment. See Agency Regulations
published in this issue of the Federal Register.
A.I.D.--11
System name: Employee Conduct and Discipline Records.
Security classification: Secret.
System location: a. For active records: Office of Personnel and
Manpower, Agency for International Development, 515 22nd Street NW,
Washington, DC 20523 and Office of General Counsel, Agency for
International Development, 320 21st Street, NW, Washington, DC
20523.
b. For retired records: Washington National Records Center, 4205
Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: A.I.D. employees and
personal services contract personnel.
Categories of records in the system: Investigations of alleged
misconduct, statements of outside employment and financial
interests, claims for indebtedness, conflict of interest,
insubordination, prohibited political activity, sale or barter of
personal property abroad, medical problems affecting employment, and
relevant disciplinary actions affecting all of the above.
Authority for maintenance of the system: 18 U.S.C. 201 through 209,
Executive Order 11222 of May, 1965; FR Doc. 68-14888, filed Dec. 12,
1968.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To law enforcement
agencies, U.S. Government agencies, courts, the Department of State,
foreign governments and international agencies, Members of Congress,
and individuals' medical advisers for the purposes set forth in the
Statement of General Routine Uses immediately preceding these
specific notices of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Stored in fire-insulated combination vault or in three-way
combination locked containers accessible only to authorized
personnel with an official need to know.
Retention and disposal: Misconduct and discipline records are destroyed
by burning twenty years after last entry in file or ten years after
separation whichever is earlier. All other records are destroyed by
burning one to two years after resolution of a problem or final
decision on a pending matter.
System manager(s) and address: a. For records at location (a); Chief,
Employee Relations Branch, Office of Personnel and Manpower, 515
22nd Street NW, Washington, DC 20523.
b. For records at Location (b): Management Assistant, Office of the
General Counsel, A.I.D., 320 21st Street, NW, Washington, DC.
Record source categories: The individual concerned, creditors, and
A.I.D. employees acting in their official capacities.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a (k)(5), all investigatory material in the record which
meets the criteria of these subsections is exempted from the notice,
access and contest requirements of sections (c)(3), (d), (e)(1),
(e)(4)(G)(H) and (I) and (f) of 5 U.S.C. 552a in order to fulfill
commitments made to protect the confidentiality of sources and to
maintain access to sources of information which are necessary to
determine suitability for employment. See Agency regulations
published in this issue of the Federal Register.
A.I.D.--12
System name: Executive Assignment Records.
Security classification: Confidential.
System location: Agency for International Development Office of the
Deputy Administrator, 320 21st Street, NW, Washington, DC 20523.
Categories of individuals covered by the system: Applicants for
employment and present A.I.D. employees.
Categories of records in the system: Biographical data, education,
nominating documents, and recommendations.
Authority for maintenance of the system: Foreign Assistance Act of 1961
as amended, sections 631 (b) and (c) and 625 (b), (c), (d); 5 U.S.C.
2103.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To Members of Congress for
Congressional clearance; the White House for clearance; Department
of Justice, Federal Bureau of Investigations for security clearance;
Civil Service Commission for security clearance, and other U.S.
Government Departments and Agencies for executive placement
opportunities.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of applicant or employee.
Safeguards: Located in metal file cabinets with three-way combination
locks in secure premises with access limited to those whose official
duties require access.
Retention and disposal: Applicant's file kept for one year and then
reviewed for status. Employee's file kept until employee retires,
transfers, or resigns. Files destroyed by shredding or burning.
System manager(s) and address: Special Assistant for Executive
Assignments, Agency for International Development, Office of the
Deputy Administrator, 320 21st Street, NW, Washington, DC 20523.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary - Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary, Privacy Review Request.
Record source categories: Information provided by the applicant or
employee, educational institutions, and documents originated by
A.I.D., the White House, other U.S. Government Departments and
Agencies, Members of Congress, organizations and persons.
A.I.D.--13
System name: Orientation and Training Records.
System location: Records are maintained in various offices in Washington
and abroad that have responsibilities in processing applications.
See Appendix A for actual location of these offices.
Categories of individuals covered by the system: Employees of A.I.D.,
employees of other U.S. Agencies assigned to A.I.D., A.I.D.
contractor personnel and dependents of the foregoing; personnel from
voluntary organizations, foreign governments and international
organizations who apply for participating agency training programs.
Categories of records in the system: In addition to central records in
custody of A.I.D., but officially `maintained' by the Civil Service
Commission, the Agency maintains biographical information, training
applications, college transcripts, thesis papers, language aptitude
and proficiency scores, miscellaneous test scores and
correspondence, and evaluations of employees in training.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended (Pub.L. 87-195), sec 621; and the Foreign Service
Act of 1946 amended Title 5, U.S.C. 301, 1302, 2951, 4118, 4308, and
Executive Order 10561, Sept. 13, 1954.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To colleges, universities,
and other formal training institutions, for the purpose of
nominating or recommending employees of the Agency for academic
studies or training at such institutions, law enforcement agencies,
U.S. Government agencies, A.I.D. contractors, courts, the Department
of State, foreign governments and international agencies, Members of
Congress, and individuals' medical advisers for the purposes set
forth in the Statement of General Routine Uses immediately preceding
these specific notices of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual or other personal identifier.
Safeguards: Located in metal file cabinets with three-way combination
locks in secure premises with access limited to those whose official
duties require access.
Retention and disposal: Selected records disposed of after one to five
years by shredding or burning; records of more permanent value
disposed of in same manner after retirement, transfer or resignation
of employee to which they pertain.
System manager(s) and address: The Chief, Professional Studies and
Career Development Division, Agency for International Development,
1735 N. Lynn Street, Arlington, Virginia. Additional records are
maintained by Administrative and Executive Officers and Office
supervisors in A.I.D. Washington offices located abroad. See
appendix A for actual location of offices.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.--14
System name: Awards and Incentives Records.
System location: a. Central File: Incentive Awards Branch, Office of
Personnel and Manpower, Agency for International Development, 515
22nd Street NW, Washington, DC 20523.
b. Decentralized files are maintained in various Washington offices
and offices abroad having responsibility for initiating and/or
implementing incentive award activities or programs. See appendix A
for actual location of these offices.
Categories of individuals covered by the system: Foreign Service and
Civil Service Employees of A.I.D. and employees of other government
agencies.
Categories of records in the system: In addition to central records in
the custody of A.I.D. but officially `maintained' by the Civil
Service Commission, the agency maintains forms recording employee
suggestions, supervisor's recommendations, award citations, and
agency decisions.
Authority for maintenance of the system: Foreign Assistance Act of 1961
as amended, section 621 (a); Foreign Service Act of 1946 as amended,
5 U.S.C. Chapter 45.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To law enforcement
agencies, U.S. Government agencies, courts, the Department of State,
foreign governments and international agencies, and Members of
Congress, for the purposes set forth in the Statement of General
Routine Uses immediately preceding these specific notices of systems
of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Located in metal file cabinets with three-way combination
locks in secured premises with access limited to those persons whose
official duties require access.
Retention and disposal: Destroyed one year following completion of
program or granting of award; or when obsolete.
System manager(s) and address: a. Central File: Chief Incentive Awards
Branch, Office of Personnel and Manpower, Agency for International
Development at the location stated above.
b. Executive Officer or Principal Administrative Officer in A.I.D.
Washington offices and offices abroad. See appendix A for actual
location of offices.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523
For offices abroad, to the Privacy Liaison Officer at the applicable
address in Appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency'
regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Request for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary - Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary, Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.--15
System name: Employees Payroll Records.
System location: a. Office of Information Resource Management, Agency
for International Development, 1100 Wilson Boulevard, Rossyln,
Virginia 22209.
b. For employee case file--Employee Services Division, Office of the
Controller, Agency for International Development, 1975 Florida Avenue,
Washington, DC.
c. For alimony and child support garnishment file - Employee Relations
Branch, Office of Personnel and Manpower, Agency for International
Development, 515 22nd Street NW, Washington, DC 20523.
d. For retired files - Washington National Records Center, 4205
Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: A.I.D. employees
including: Direct-hire employees assigned to positions in the United
States, U.S. citizen direct-hire employees assigned to positions
overseas, personal services contractors, other contract employees;
and employees of Federal, state, or local government agencies
assigned to A.I.D.
Categories of records in the system: This system consists of five
files, three of which are computerized records maintained on
magnetic discs and magnetic tapes. The other two are manual files
maintained in filing cabinets. These files are described below.
a. Employee Case File - this manual file contains copies of SF-50's,
withholding statements, bond allotment slips, health benefits forms,
life insurance forms, retirement forms and other papers concerning
payroll matters.
b. New American Payroll System Automated Master Employee File this is
an automated file. Individual records contain the following types of
information; name, Social Security account number, country post, union
indicator, timekeeper code, W-2 mail indicator, retirement system
federal government life insurance, health benefits, birth date, a wide
variety of dates including those that indicate suspense actions which
are due at a future date, and other dates for the use of financial
managers such as limited appointment expiration date, effective date
of pay change; allowances, deductions, hours worked, leave severance
pay, and federal and state income tax.
c. Payroll History File - this file is an automated file. Individual
records contain Social Security account number, current pay, year to
date pay, tax status, allotments, bonds, time and attendance,
retirement, insurance and other pay data.
d. Address File - This is an automated file. Individual records
contain address records for bonds, allotment, paychecks; W-2 mailing
address, agency, Social Security account number, bond number,
checkline code and financial organization.
e. Alimony and Child Support Garnishment File - this is a manual file
which contains court judgment and writ and other legal orders
concerning alimony and/or child support payments.
Authority for maintenance of the system: Foreign Assistance Act of 1961
(as amended) 621(a), 625, 636(b), (c); Chapter 51 title 5 U.S.C.;
Executive Order 10927; Pub.L. 93-647; Foreign Service Act of 1946,
as amended; and Social Security Act (42 U.S.C. 659).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To Treasury Department for
payroll purposes.
To Treasury Department for issuance of savings bonds.
To Office of Personnel Management for retirement, health and life
insurance purposes.
To the Social Security Administration for Federal Insurance
Compensation Act purposes.
To the Internal Revenue Service for taxable earnings and withholding
purposes.
To the Combined Federal Campaign for charitable contribution purposes.
To American Federation of Government Employees for union dues.
To American Foreign Service Association for union dues.
To the States of California, New York, Pennsylvania, Maryland,
Virginia, and the District of Columbia, under agreements entered into
by the Secretary of the Treasury, wage and tax information consisting
of name, address, social security number, wages (as defined in Section
3401(a) of the Internal Revenue Code, 26 U.S.C. 3401(a)), and tax
withheld, if any. This data is provided generally with respect to
employees of the Agency who are employed in the State and subject to
the tax (whether or not tax is withheld); or, who have opted for
voluntary withholding for their taxing jurisdiction.
To the Attorney General of the United States or his authorized
representative in connection with litigation, law enforcement, or
other matters under the direct jurisdiction of the Department of
Justice, or carried out as the legal representative of the Executive
Branch agencies.
To the Internal Revenue Service for audit and inspection and
investigation purposes.
To the Department of Health and Human Services for microfilming and
producing microfiche.
To the Chesapeake and Potomac Telephone Company (a contractor) and its
employees for the purpose of telecommunications transmission of data
between the central computer facility and the remote terminal.
To the Department of State for retirement and microfilming purposes.
To judgment holder for the purposes of garnishment for the payment of
alimony or child support.
To a duly appointed hearing examiner or abritrator (an employee of
another federal agency) for the purpose of conducting a hearing in
connection with an employee's appeal involving disclosures of records
of A.I.D. financial systems.
To an arbitrator who is given a contract pursuant to a negotiated
labor agreement to hear an employee's grievance involving disclosure
of records of the financial management system.
To the Civil Service Commission concerning pay, benefits, retirement
deductions, and other information necessary for the Commission to
carry out its Government-wide personnel management functions.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Automated records are stored on magnetic disc and/or magnetic
tape. The manual files contain microfilm, microfiche, printed forms,
punched cards, and correspondence.
Retrievability: The five files described above are indexed in the
following manner; a. Employee Case File - By name of employee.
b. New American Payroll System Automated Master Employee File - by
Social Security account number.
c. Payroll History File - by Agency (A.I.D. and O.P.I.C.) and Social
Security account number.
d. Address File - by Social Security account number.
e. Alimony and Child Support Garnishment File - by name.
Safeguards: For the automated system, a `password' is assigned to
A.I.D. employees who in the performance of their official duties,
must have access to these files. For the manual files they are
located in metal file cabinets with three-way combination locks or
in secured premises with access limited to those whose official
duties require access. The computer facility, including the tape
library, is located in secured premises with combination-lock door
and, access is limited to persons of verified identity who require
access.
Retention and disposal: a. The Employee Case Files are maintained for
ten years after the date of an employee's separation. The file is
transferred to the Washington National Records Center one year after
audit.
b. The new American Payroll System Automated Master Employee File is
maintained for a two-week period; then it is updated by writing over
the old record. This automated record duplicates the information in
the employee case file.
c. The Payroll History File is maintained for five years; then it is
written over.
d. The Address File is updated periodically as needed and the old
version is written over.
e. The Alimony and Child Support Garnishment File is maintained in the
office for a period of seven years after an employee is transferred or
separated.
System manager(s) and address: For Alimony and Child Support
Garnishment File: Chief, Employee Relations Branch, Office of
Personnel and Manpower, Agency for International Development, 515
22nd Street NW, Washington, DC 20523.
For all other files: Assistant Controller, Employee Services Division,
Financial Management, Agency for International Development, 1975
Florida Avenue, Washington, DC.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.--16
System name: Attendance and Leave Reporting Records.
System location: Central records located in Office of Financial
Management, Agency for International Development, 1975 Florida
Avenue, NW, Washington, DC. Timekeeper's records are kept by the
employing Washington office and offices abroad. See appendix A for a
listing of these locations.
Categories of individuals covered by the system: Employees of A.I.D.
and Personal Service Contractors.
Categories of records in the system: Central Records (Employee Payroll
File) and Timekeepers Records contain various combinations of the
following: Time and attendance cards, leave requests forms,
correspondence and memorandums on leave, payroll deductions for
savings bonds and allotments to various institutions and
correspondence on reimbursements.
Authority for maintenance of the system: Title 5, U.S.C. 1302, 2951,
4118, 4308 and sections 112 (a) and 113 of the Budget and Accounting
Procedures Act of 1950, and Title 6, GAO Policies and Procedures
Manual.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To law enforcement
agencies, U.S. Government agencies, courts, the Department of State,
foreign governments and international agencies, and Members of
Congress, for the purposes set forth in the Statement of General
Routine Uses immediately preceding these specific notices of systems
of records.
To the Office of Personnel Management concerning pay, benefits,
retirement deductions, and other information necessary for the
Commission to carry out its Government-wide personnel management
functions.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual and Social Security number.
Safeguards: Located in metal file cabinets with three-way combination
locks in a secure space or secured premises with access limited to
those whose official duties require access.
Retention and disposal: Destroyed after 5 years by burning or
shredding.
System manager(s) and address: Assistant Controller, Employees Services
Division, at the location shown in System Location Section above.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary - Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary, Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.--17
System name: Employee-Owned or -Leased Property Records.
System location: Records are located at various overseas offices listed
in appendix A.
Categories of individuals covered by the system: U.S. Government
employees and contract employees of A.I.D.
Categories of records in the system: Records on leasing living quarters
whose rent and utility costs are reimbursed wholly or in part by
A.I.D. and personally-owned vehicles and other property at post.
Records contain a description of such property, and how property is
disposed of at post.
Authority for maintenance of the system: Foreign Assistance Act of
1961r as amended, section 636; Foreign Service Act of 1946 as
amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To the Department of State
for the issuance of licenses and establishing of duty free status of
A.I.D. personnel.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Located in metal file cabinets with three-way combination
locks in secured premises with access limited to those whose
official duties require access.
Retention and disposal: After employee leaves post, records on owned
property are retained for four years and on leased property for two
years, then destroyed.
System manager(s) and address: Director, Office of Management
Operations, 320 21st Street NW, Washington, DC 20523.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 1601 North Kent Street,
Arlington, Virginia.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary - Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary - Privacy Review Request.
Record source categories: U.S. Government employees, local and contract
employees of A.I.D. and American Embassy personnel.
A.I.D.--18
System name: Employee Use of Property Owned or Leased by the
U.S. Government Records.
System location: Records are located at Agency Washington headquarters
and at offices abroad. See Appendix A for actual location of those
offices.
Categories of individuals covered by the system: U.S. Government
employees, contract employees of A.I.D., and guests at A.I.D.-
operated staff or guest houses.
Categories of records in the system: Records pertaining to the
occupancy or use of property owned or leased by the U.S. Government,
and to facilities and/or services provided such as: Government-
leased housing; government-owned furniture, appliances and
furnishings; U.S. Government property in custody used for official
purposes; government-owned vehicles used for official or unofficial
purposes; parking permits; government-purchased publications; long-
distance telephone calls made from A.I.D facilities; U.S. Government
vehicle repair facilities; commissary, liquor, and post exchange
purchases; gasoline purchased from or through post exchange
purchases; gasoline purchased from or through an A.I.D. overseas
post; government-furnished housing maintenance and repair services;
and A.I.D. staff or guest house facilities.
Authority for maintenance of the system: Foreign Assistance Act of 1961
as amended, section 621, 635; Foreign Service Act of 1946 as
amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To law enforcement
agencies, U.S. Government agencies, courts, the Department of State,
foreign governments and international agencies, and Members of
Congress, for the purposes set forth in the Statement of General
Routine Uses immediately preceding these specific notices of systems
of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders, and card index file.
Retrievability: By name of individual.
Safeguards: Located in metal file cabinets with three-way combination
locks in secured premises with access limited to those whose
official duties require access.
Retention and disposal: Records on the issuance of U.S. Government
property are destroyed three years after the property is turned in
or otherwise accounted for. Individual trip tickets reflecting
official and unofficial use of vehicles are destroyed 6 months after
the end of the fiscal year. Maintenance and repair records and
related papers pertaining to the maintenance and repair of
individual residential units occupied by individuals at overseas
posts are destroyed at the end of 4 years. Destruction is by
shredding or burning.
System manager(s) and address: Director, Office of Managment
Operations, Agency for International Development, 320 21st Street,
NW, Washington, DC.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: U.S. Government employees, local and contract
employees of A.I.D., and personnel of the Departmnent of State.
A.I.D.--19
System name: Travel and Transportation Records.
System location: Central records located in A.I.D. Washington
Headquarters. Decentralized records maintained in various Washington
offices and offices abroad having responsibilities for initiating
requests for travel or transportation of things. Travel Advance
Control History File for Automated Files: Office of Data Management,
1875 Connecticut Avenue, NW, Washington, DC. Travel Advance,
Employee Case File: Employee Services Division, Office of the
Controller, 1875 Connecticut Avenue, NW, Washington, DC. See
appendix A for actual location of these offices.
Categories of individuals covered by the system: A.I.D. employees and
their dependents, individuals whose travel is sponsored or paid for
by A.I.D., and visitors to A.I.D. offices abroad.
Categories of records in the system: a. Central Records: Travel
authorizations; itineraries; government bills of lading; government
transportation requests; card file pertaining to passports, travel
and shipment of effects; and correspondence.
b. Decentralized Records: Copies of documents maintained in the
central records; export/import permits; baggage declarations; customs
declarations; passports and records of applications for visas; travel
advance requests; arrival and departure notices; record of clearances
prior to departure from post abroad; packing lists and information on
meetings abroad including meeting schedules and biographical sketch of
attendees.
c. Travel Advance, Employee Case File: A manual file containing copies
of travel authorizations and related paid vouchers and correspondence.
d. Travel Advance Control History File: Automated file containing
name, social security account number, appropriation code, date issued,
advance issued and advance outstanding.
Authority for maintenance of the system: Foreign Assistance Act of 1961
as amended, esp. section 621, 636(a) and (b); Foreign Service Act of
1946 as amended, section 911; and Chapter 57, 5 U.S.C.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To commercial travel,
transportation and shipping companies and agents for making travel,
transportation and shipping arrangements.
To U.S. Treasury for payment of bills and vouchers.
To U.S. Dispatch Agents to arrange shipment and clearance of effects.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folder.
Retrievability: Individual's name or other personal identifier.
Safeguards: Biographic information and passports kept in metal cabinets
with three way combination lock. Other records kept in areas with
access limited to those whose official duties require access.
Retention and disposal: Retained for four years and then destroyed by
shredding or burning.
System manager(s) and address: a. Central Records: Director, Office of
Management Operations, Agency for International Development, 320
21st Street, NW, Washington, DC 20523.
b. Decentralized Records: Administrative and Executive officers and
office supervisors in A.I.D. Washington offices and offices abroad.
See Appendix A for actual location of offices.
c. Travel Advance, Employee Case File: Chief, Central Accounts
Division, Office of the Controller, 1875 Conneticut Avenue, NW,
Washington, DC.
d. Travel Advance Control History File: Chief, Information Management
Division, Office of Data Management, 1875 Connecticut Avenue, NW,
Washington, DC.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention.
Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.--20
System name: Claims Records.
System location: a. Central Records:
Office of Personnel and Manpower, Agency for International
Development, 1601 Kent Street, Arlington, Virginia for allowance
claims and health benefit claims.
Office of the General Counsel, Agency for International Development,
320 21st Street, NW, Washington, DC, for tort claims.
Office of Management Operations, Agency for International Development,
320 21st Street, NW, Washington, DC 20523 for claims involving loss of
private personal property.
Office of Financial Management, Agency for International Development,
1975 Florida Avenue, NW, Washington, DC, for all other claims.
b. Decentralized records maintained in various Washington offices and
offices abroad having responsibilities for initiating requests for
claims activity. See Appendix A for actual location of these offices.
Categories of individuals covered by the system: Employees who have
filed claims against the Agency and employees against whom the
Agency has filed a claim.
Categories of records in the system: a. Central Records: Documentation
of claims, voucher disallowances, duplicate payment, and bills for
collection.
b. Decentralized Records: Copies of documents maintained in the
central records, legal reviews and opinions, and referrals to G.A.O.
Authority for maintenance of the system: Foreign Assistance Act of 1961
as amended, section 621; Foreign Service Act of 1946, as amended;
Federal Tort Claims Act and G.A.O. Policy and Procedures Manual.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To U.S. Treasury for
payment.
To U.S. Despatch Agents to verify movement of persons and things and
costs thereof.
To Office of Operations, Department of State, for review and initial
adjudication of private personal property claims.
To the State - A.I.D. - U.S.I.A. Joint Survey Board for review of
claims arising from evacuation.
To commercial travel, transportation, and shipping companies and
agents to verify actual costs of services;
To the Office of the Director of Medical Services, Department of State
to determine validity of medical claims.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual or other personal identifier.
Safeguards: Located in metal file cabinets with three-way combination
locks in secured premises with access limited to those whose
official duties require access.
Retention and disposal: Retained for seven years and then destroyed by
shredding or burning.
System manager(s) and address: a. Central Records:
For Allowance Claims: Chief, Foreign Service Technical and Staff
Support Branch, Agency for International Development, 515 22nd Street
NW, Washington, DC 20523.
For Health Benefit Claims: Chief, Employee Relations Branch, Agency
for International Development, 515 22nd Street, NW, Washington, DC
20523.
For Tort Claims: Deputy General Counsel, Agency for International
Development, 320 21st Street, NW, Washington, DC 20523.
For Private Personal Property Claims: Office of Management Operations,
Agency for International Development, 320 21st Street, NW, Washington,
DC 20523.
For Uncollectable Claims: Assistant Controller, Central Accounting
Division, Office of Financial Management, Agency for International
Development, 1975 Florida Avenue, Washington, DC.
b. Decentralized Records: Administrative and Executive Officers in
A.I.D. Washington and offices abroad. See appendix A for actual
location of office.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC. 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's rules
as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.-21
System name: Public Information Records.
System location:
a. Principal files are maintained in the Office of Public Affairs,
A.I.D., 320 21st Street, NW, Washington, DC 20523.
Categories of individuals covered by the system:
Employees of A.I.D., Members of Congress, individuals associated with
foreign economic assistance, and individuals requesting information
under the Freedom of Information and Privacy Acts.
Categories of records in the system:
Biographical information on Members of Congress, individuals officials
within the agency. Biographical information on employees who serve as
public speakers, press releases, news clippings, photographs, requests
for access to A.I.D. records under the Freedom of Information and
Privacy Acts, and related correspondence.
Authority for maintenance of the system:
Foreign Assistance Act of 1961 as amended, especially sections 621,
634(b); Pub. L. 93-502; 5 U.S.C. 301; and the Freedom of Information
Act (5 U.S.C. 552).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The Administrator and Deputy Administrator for personal contacts.
Persons or organizations requesting A.I.D. to make available an
employee to speak in public on A.I.D. activities are provided a
biographical sketch of the speaker in order to select and introduce
the speaker.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
Members of Congress, and individuals' medical advisers for the
purposes set forth in the Statement of General Routine Uses
immediately preceding these specific notices of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper copies and photographs in file folders. Automated records on
magnetic discs and permanently on line at the computer center.
Retrievability:
By name of individual.
Safeguards:
Located in metal file cabinets with three-way combination lock in a
secure space or secured premises with access limited to those whose
official duties require access. The Resource Allocation Control
Facility, in use on our computer system, lessens the potential for
unauthorized use.
Retention and disposal:
Destroyed after five years by burning. Computerized records are
deleted from the system when no longer needed for daily operations.
System manager(s) and address:
Director, Office of Public Affairs, Agency for International
Development, 320 21st Street, NW, Washington, DC 20523.
Notification procedure:
Requests by individuals concerning the existence of a record may be
addressed to: Director, Office of Public Affairs, Attn: Privacy
Liaison Officer, Agency for International Development, 320 21st Street
NW, Washington, DC 20523, or presented in person at 320 21st Street
NW, Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security Account Number and
dates and places of service.
Record access procedures:
Requests from individuals should be addressed or presented in person
to the same addresses as stated in the Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to 22 CFR 215.4 (c) or (d).
Contesting record procedures:
Written requests from individuals to amend their record should be
mailed or presented in person to the same address as stated in the
Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to: Administrator, Agency for
International Development, 320 21st Street NW, Washington, DC 20523,
Attention: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary, Privacy Review Request.
Record source categories:
Members of Congress, employees, public media information, A.I.D.
records, and individuals requesting access to records under the
Freedom of Information and Privacy Acts.
A.I.D.-22
System name: Congressional Relations, Inquiries, and Travel
Records.
System location:
a. Principal files are maintained in the Office of Legislative
Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523
b. Records of Congressional inquiries concerning employees of and
applicants for employment with the Office of the General Counsel are
maintained in the Office of the General Counsel, A.I.D., 320 21st
Street, NW, Washington, DC 20523.
c. Related files are maintained in certain areas of the field offices
listed at Appendix A.
d. Retired files are maintained in the Washington National Records
Center, 4205 Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system:
Members of Congress, members of their personal staffs and of
Congressional Committee staffs; employees of A.I.D. or applicants for
employment who are or have been the subject of Congressional inquiries
and recommendations.
Categories of records in the system:
Congressional correspondence and memoranda of Congressional telephone
calls covering (1) requests for information and assistance on matters
related to foreign assistance; (2) requests for assistance from the
Agency in arranging official travel overseas by Members of Congress,
their staffs or committee staffs to inspect and observe foreign
assistance programs abroad, and (3) inquiries about A.I.D. employees
and recommendations concerning employees or applicants for employment.
Also includes information about individual members of Congress derived
from public media sources, including biographic records, and extracts
from the Congressional Record.
Authority for maintenance of the system:
Foreign Assistance Act of 1961 as amended, especially section 634(b);
5 U.S.C. 301; 44 U.S.C., Chapters 31 and 33.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
Members of Congress, and individuals' medical advisers for the
purposes set forth in the Statement of General Routine Uses
immediately preceding these specific notices of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper copy in file folders. Automated records on magnetic discs and
permanently on line at the computer center.
Retrievability:
By name of Congressman. Access will be limited to individuals with a
need to know and have the proper password.
Safeguards:
Except for material completely in the public domain, located in a
secure space or secured premises with access limited to those whose
official duties require the information. The Resources Allocation
Control Facility, in use on our computer system, lessens the potential
for unauthorized use.
Retention and disposal:
Except for correspondence involving matters of policy, records are
destroyed by burning after no more than 15 years; files related to
individual Congressmen are retired at the end of each session of
Congress. Records involving policy matters are retained permanently in
archival files. The computerized records are deleted from the system
when no longer needed for daily operations.
System manager(s) and address:
a. For records maintained at Location (a): Director for Legislative
Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523.
b. For records maintained at Location (b): Office of the General
Counsel, A.I.D., 320 21st Street, NW, Washington, DC 20523.
c. For records maintained at Location (c): Executive Office of the
appropriate A.I.D. office listed at appendix A.
Notification procedure:
Requests by individuals concerning the existence of a record may be
addressed to: Director, Office of Public Affairs, Attn.: Privacy
Liaison Officer, Agency for International Development, 320 21st Street
NW, Washington, DC 20523, or presented in person at 320 21st Street,
NW, Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name. For records of Congressional
correspondence, include name of Congressman and appropriate session of
Congress. The determination as to the existence of a record will be
facilitated by the provision of the individual's Social Security
Account Number and dates and places of service.
Record access procedure:
Requests from individuals should be addressed or presented in person
to the same addresses as stated in the Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4 (c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures:
Written requests from individuals to amend their record should be
mailed or presented in persons the same addresses as stated in the
Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to: Administrator, Agency for
International Development, 320 21st Street, NW, Washington, DC 20523.
Attention: Executive Secretary--Privacy Review Request. Both the
envelope and the letter should be clearly marked Attention: Executive
Secretary, Privacy Review Request.
Record source categories:
Members of Congress and their staffs; Congressional Committee Members;
A.I.D. employees; Congressional Directory, Congressional Quarterly,
and Congressional Record; newspapers, magazines, and other public
media.
A.I.D.--23
System name: Employees Equal Employment Opportunity Complaint
Investigative Records.
Security classification: Confidential.
System location: Files are maintained in the Office of Equal
Opportunity, Agency for International Development, 320 21st Street
NW, Washington, DC.
Retired Files, Washington National Records Center, 4205 Suitland Road,
Suitland, Maryland.
Categories of individuals covered by the system: Employees of A.I.D.
who have filed a discrimination complaint.
Categories of records in the system: Employee's name, hearing
transcripts, depositions, witness statements, salary, grade,
supervisor's evaluation, biographic data.
Authority for maintenance of the system: Executive Order 11478 of Aug.
8, 1969; and Federal Personnel Manual Chapter 713.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To the Civil Service
Commission for the purposes of compiling statistics on employees.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Located in metal file cabinets with three-way combination
lock in secured premises with access limited to those whose official
duties require access.
Retention and disposal: Records are retained for three years after the
closing of a case and are then retired to the Washington National
Records Center for 10 years after termination of employee or 20
years after last entry in file.
System manager(s) and address: Director, Equal Opportunity Programs at
the location shown in System Location Section above.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a (k)(5), all investigatory material in the record which
meets the criteria of 5 U.S.C. 552a (k)(5) is exempted from the
notice, access, and contest requirements of Sections (c)(3), (d),
(e)(1), (e)(4)(G), (H) and (I) and (f) of 5 U.S.C. 552a in order to
fulfill commitments made to protect the confidentiality of sources.
See Agency Regulations published in this issue of the Federal
Register.
A.I.D.--24
System name: Emergency Case File.
System location: a. Central records located in A.I.D. Washington
Headquarters.
b. Decentralized records maintained in various Washington offices and
offices abroad having responsibilities for administrative processing.
See appendix A for office locations.
c. For retired records: Washington National Records Center, 4205
Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: A.I.D. employees and
employes of other U.S. Government Agencies assigned to A.I.D.
Categories of records in the system: a. Material and claims connected
with employee deaths, employee emergency locator cards, blood donor
records and emergency visitation travel.
b. Decentralized Records: Copies of documents maintained in the
central records.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended; Foreign Service Act of 1946, as amended and Title
5, Subchapter VIII.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To survivors of employees
for the purpose of settling claims and to families of employees for
emergency visitation travel arrangements and arrival notifications.
To law enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Safeguarded in metal file cabinets with three-way
combination locks.
Retention and disposal: Cases related to employee death are retained
for three years and then retired to Washington National Records
Center for permanent retention. Emergency locator cards and blood
donor records are destroyed when obsolete. Emergency visitation
records are filed in Official Personnel Folder upon completion of
travel.
System manager(s) and address: a. Central Records: Chief, Employee
Relations Branch, Office of Personnel and Manpower, Agency for
International Development, Washington, DC.
b. Decentralized Records: Administrative and Executive officers and
office supervisors in A.I.D. Washington offices and offices abroad.
See appendix A for actual location of offices.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked Attention:
Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D. employees
acting in their official capacities.
A.I.D.--25
System name: Privacy Act Implementation Records.
System location: Office of Personnel and Manpower, Personnel Services
Division, 515 22nd Street NW, Washington, DC 20523.
Categories of individuals covered by the system: Individuals, U.S.
Federal and local governments, and Members and Committees of
Congress.
Categories of records in the system: Correspondence and other documents
related to requests for information about the existence of records,
requests for access to information, requests for amendments to
records, and requests for review of refusals to amend records.
Authority for maintenance of the system: Privacy Act of 1974 (Pub.L.
93-579), sec. 552a (c), (e), (f), and (p); and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To law enforcement
agencies, U.S. Government agencies, courts, the Department of State,
foreign governments and international agencies, and Members of
Congress, for the purposes set forth in the Statement of General
Routine Uses immediately proceding these specific notices of systems
of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Maintained in metal containers with three-way combination
locks and accessible only to authorized personnel with a need for
the information in the performance of their official duties.
Retention and disposal: Records are retained for one year and then
retired to the Washington National Records Center for ten years
before destruction.
System manager(s) and address: Privacy Liaison Officer, Office of
Personnel and Manpower, Agency for International Development, 515
22nd Street NW, Washington, DC 20523.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the applicable
address in appendix A.
Information Required: Individual's name, place and date of birth. The
determination as to the existence of a record will be facilitated by
the provision of the individual's Social Security number and dates and
places of service.
Record access procedures: Requests from individuals should be addressed
or presented in person to the same addresses as stated in the
Notification Section above.
Requests should be accompanied by information sufficient to identify
the individual pursuant to Sec. 215.4(c) or (d) of the Agency's
Regulations as published in this issue of the Federal Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made in
writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary - Privacy Review Request.I20Both the
envelope and the letter should be clearly marked Attention,
Executive Secretary-Privacy Review Request.
Record source categories: Individuals and Agency employees acting in
their official capacities.
A.I.D.--26
System name: Litigation Records.
Security classification: Secret.
System location: a. Active files are maintained at the Office of the
General Counsel, Agency for International Development, 320 21st
Street, NW, Washington, DC 20523.
b. Retired records are maintained at the Washington National Records
Center, 4205 Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: Foreign Service
employees, Civil Service employees, personal services contractors,
former employees, and members of the public.
Categories of records in the system: Correspondence and other documents
relating to disputed contracts, and tort claims against the Agency,
and other claims and actions against the Agency.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended; Foreign Service Act of 1946, as amended; Tort
Claims Act.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To law enforcement
agencies, U.S. Government agencies, courts, the Department of State,
foreign governments and international agencies, and Members of
Congress, for the purposes set forth in the Statement of General
Routine Uses immediately preceding these specific notices of systems
of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of employee and calendar year.
Safeguards: Maintained in combination vault insulated against fire and
located in secure premises with access limited to those whose
official duties require access.
Retention and disposal: Maintained for two years following settlement
of case and then retired to Washington National Records Center for
five years prior to destruction.
System manager(s) and address: Assistant General Counsel for Management
and Aministration, Office of the General Counsel, Agency for
International Development, 320 21st Street, Washington, DC 20523.
Systems exempted from certain provisions of the act: This system is
exempt under 5 U.S.C. 552a (k)(1), (k)(2), and (k)(5) from the
notice, access, and contest requirements of sections (c)(3), (d),
(e)(1), (e)(4)(G), (H) and (I) and (f) of 5 U.S.C. 552a. These
exemptions are claimed to protect the materials required by
Executive Order to be kept secret in the interest of national
defense or foreign policy, to prevent subjects of investigation from
frustrating the investigatory process, to insure the proper
functioning and integrity of law enforcement activities, to prevent
disclosure of investigative techniques, to maintain the ability to
obtain candid and necessary information, to fulfill commitments made
to sources to protect the confidentiality of information, and to
avoid endangering these sources. See Agency Regulations published in
this issue of the Federal Register.
PRIVACY ACT RULES
AGENCY FOR INTERNATIONAL DEVELOPMENT
Title 22-Foreign Relations
Chapter II-Agency for International Development, International
Development Cooperation Agency
PART 215--REGULATIONS FOR IMPLEMENTATION OF PRIVACY ACT OF 1974
Sec.
215.1 Purpose and scope.
215.2 Definitions.
215.3 Procedures for requests pertaining to individual records in a
system of records.
215.4 Times, places and requirements for identification of individuals
making requests.
215.5 Access to requested information by individuals.
215.6 Special procedures: Medical records.
215.7 Request for correction or amendment of record.
215.8 Agency review of request for amendment of record.
215.9 Appeal of initial adverse agency determination.
215.10 Disclosure of record to person other than the individual to whom
it pertains.
215.11 Fees.
215.12 Penalties and remedies.
215.13 General exemptions.
215.14 Specific exemptions.
Appendix A--Agency for International Development, address and locations
of office referenced in the regulations and notices
Authority: Sec. 621, Foreign Assistance Act of 1961, as amended, (22
U.S.C. 2381; 75 Stat. 445); secs. 3, 4, Administrative Procedures Act (5
U.S.C. 553; 60 Stat. 237); Privacy Act of 1974 (Pub. L. 93-579; 5 U.S.C.
552a; 88 Stat. 1896).
Source: A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, unless otherwise
noted.
Sec. 215.1 Purpose and scope.
(a) It is the purpose and objective of the International Development
Cooperation Agency and the Agency for International Development to
collect information, revise personal data collection forms or processes,
and maintain Agency records in a manner that will prevent an unwarranted
invasion of privacy of those individuals who are the subjects of Agency
records.
(b) These regulations establish the procedures by which an individual
may obtain notification of the existence of Agency records pertaining to
that individual, gain access to those records, request an amendment or
correction to the records, and appeal adverse decisions to requests for
amendment or correction of Agency records.
(c) The Agency separately states and publishes in the Federal Register
a public notice of the existence and character of systems maintained by
the Agency, pursuant to the provisions of sections (e)(4) and (e)(11) of
the Privacy Act of 1974 (5 U.S.C. 552a; 88 Stat. 1896).
[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]
Sec. 215.2 Definitions.
(a) ``Act'' means the Privacy Act of 1974 (5 U.S.C. 552a; 88 Stat.
1896);
(b) ``Agency'' means the International Development Cooperation Agency
or the Agency for International Development, its offices, bureaus,
divisions, and posts abroad;
(c) ``Amend'' shall include the amendment or correction of a record;
(d) ``Individual'' means a citizen of the United States or an alien
lawfully admitted for permanent residence;
(e) ``Maintain'' includes maintain, collect, use or disseminate;
(f) ``Record'' means any item, collection, or grouping of information
about an individual that is maintained by an agency, including, but not
limited to, his education, financial transactions, medical history, and
criminal or employment history and that contains his name, or the
identifying number, symbol, or other identifying particular assigned to
the individual, such as a finger or voice print or a photograph;
(g) ``Routine use'' means, with respect to the disclosure of a record,
the use of such record for a purpose which is compatible with the
purpose for which it was collected;
(h) ``Statistical Record'' means a record in a system of records
maintained for statistical research or reporting purposes only and not
used in whole or in part in making any determination about an
identifiable individual, except as provided by section 8 of title 13;
(i) ``System of Records'' means a group of any records under the
control of any 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.
[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]
Sec. 215.3 Procedures for requests pertaining to individual records
in a system of records.
(a) Requests for notification of access to or amendment of Agency
records contained in a system of record pertaining to an individual may
be made in person or by mail as follows:
For I.D.C.A.
Assistant Director for Administration, International Development
Cooperation Agency, Room 3929 New State, 320 21st Street, NW,
Washington, DC 20523. Attention: Privacy Act Officer.
For A.I.D.
Privacy Liaison Officer, Agency for International Development, Room 2728
New State, 320 21st Street, NW, Washington, DC 20523.
(b) Such request should include information necessary to identify the
record, e.g., the individual's full name, date of birth, place of birth,
present mailing address, system of record identification name and
number, if known, and, to facilitate the retrieval of records contained
in those systems of records which are retrievable by social security
numbers, the social security number of the individual to whom the record
pertains.
(c) With respect to a system of records which may be maintained by the
Agency in offices outside the United States, an individual may inquire
whether he or she is the subject of an Agency record or may request
access to or amendment of such records by appearing in person or by
writing to the Privacy Liaison Officer, Agency for International
Development, at the address given for the applicable country in appendix
A of this part.
(d) The Assistant Director for Administration for requests to I.D.C.A.
or the appropriate Privacy Liaison Officer for request to A.I.D. , or
their designees, shall, within ten (10) working days of receipt of the
request, furnish in writing to the requesting individual notice of the
existence or nonexistence of any records described in the request.
Sec. 215.4 Times, places, and requirements for identification of
individuals making requests.
(a) Individuals making personal requests for notification, access or
contest may do so at the place designated in paragraph (a) of
Sec. 215.3, which is open from 9 a.m. to 5 p.m. daily, except Saturdays,
Sundays, and Legal Public Holidays.
(b) Individuals making personal requests for notification, access or
contest at offices outside the United States may do so at the places
designated in paragraph (c) of Sec. 215.3, during the regular business
hours of those offices.
(c) An individual requesting such information in person shall provide
such personal identification as is reasonable under the circumstances to
verify the individual's identity; e.g., driver's license, employee
identification card, or medicare card.
(d) An individual requesting such information by mail shall include in
his or her request a signed notarized statement to verify his or her
identity and which stipulates that the individual understands that
knowingly or willfully seeking or obtaining access to records about
another individual under false pretenses is punishable by a fine up to
$5,000, as provided in section (i)(3) of the Act.
(e) Verification of identity as set forth in paragraphs (c) and (d) of
this section shall not be required of individuals seeking access to
records otherwise available to any member of the public under the
Freedom of Information Act (5 U.S.C. 552; 88 Stat. 1561).
(f) An individual who wishes to be accompanied by another person when
reviewing a record shall furnish the Agency with a written statement
authorizing discussion of his or her record in the presence of the
accompanying person. Such statement need not contain any reasons for the
access or for the accompanying person's presence.
Sec. 215.5 Access to requested information by individuals.
(a) Upon receipt of a request by an individual made in accordance with
the provisions of Sec. 215.3, such individual shall be granted access to
any record pertaining to him or her which is contained in a system of
records maintained by the Agency.
(b) Notwithstanding the provisions of paragraph (a) of this section,
access will not be allowed an individual to information or records
compiled by the Agency in reasonable anticipation of a civil or criminal
action or proceeding.
(c) Whenever possible, access to requested records will be granted:
(1) Where the request is presented in person and the record is readily
available, promptly upon receipt of the request for access,
determination that access to the record may be granted, verification of
the identity of the individual seeking access, and, where applicable,
receipt of consent to discuss the record with a person accompanying the
individual;
(2) Where the request is made by mail, the record will, whenever
possible, be provided within ten (10) working days of receipt of the
request.
(d) Where access to a record cannot reasonably be granted as provided
in paragraphs (c)(1) and (2) of this section, the Agency will
acknowledge in writing receipt of the request for access and indicate a
reasonable time within which access to the record can be granted.
(e) Where no reasonable means exist for an individual to have access
to his or her record in person, a copy of the record may be provided
through the mail. No fee will be charged for providing copies pursuant
to this subsection.
Sec. 215.6 Special procedures: Medical records.
If the Assistant Director for Administration or the Privacy Act
Liaison Officer determines that the release directly to the individual
of medical records maintained by the Agency could have an adverse effect
upon such individual, the director will attempt to arrange an acceptable
alternative (such as the release of said information to a doctor named
by the individual) in granting access to such record.
[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]
Sec. 215.7 Request for correction or amendment of record.
(a) An individual may request the Agency to correct or amend a record
pertaining to him or her which the individual believes is not accurate,
relevant, timely or complete.
(b) Such request must be in writing and must be presented, in person
or by mail to the addresses listed in Sec. 215.3(a).
(c) Such requests, whether or not submitted on forms provided
therefor, must set forth the following information:
(1) Identification of the system of records in which the particular
record is maintained;
(2) The portion(s) of the record to be amended or corrected;
(3) The desired amendment or correction;
(4) The reasons for the amendment or correction; and the request must
be accompanied by evidence, documentation, or other information in
support of the request.
(d) Assistance in preparing a request to amend a record may be
obtained from the officials listed in Sec. 215.3(a).
[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]
Sec. 215.8 Agency review of requests for amendment of record.
(a) The Agency will examine the information requested to be amended to
determine its accuracy, timeliness, and completeness, and its relevancy
and necessity to accomplish a purpose of the Agency required to be
accomplished by statute or by executive order.
(b) Within ten (10) working days after the receipt by the Assistant
Director for Administration or the Privacy Liaison Officer of a request
made in accordance with this section, the Assistant Director for
Administration or the Privacy Liaison Officer shall acknowledge in
writing such receipt and shall, after examination in accordance with the
provisions of paragraph (a) of this section, promptly either:
(1) Make any amendment of any portion thereof which the individual
believes is not accurate, relevant, timely or complete, and notify the
individual of the amendment made; or
(2) Inform the individual of the Agency's refusal to amend the record
in accordance with the request, the reason(s) for the refusal, and the
procedures established by the Agency for the individual to request a
review of that refusal.
(c) If the Agency agrees with the individual's request to amend a
record, in addition to proceeding as set forth in paragraph (b)(1) of
this section, it shall promptly advise all previous recipients of the
record of the fact that the amendment was made and the substance of the
amendment where an accounting of disclosures has been made.
(d) If unusual circumstances prevent the completion of Agency action
on the request to amend within 30 days after the receipt thereof by the
Assistant Director for Administration or the Privacy Liaison Officer,
the individual will be promptly advised of the delay, the reasons for
the delay, and of the date by which the review is expected to be
completed.
(e) If the Agency, after its initial examination of the record and the
request for Amendment, disagrees with all or any part of the
individual's request to amend it shall:
(1) To the extent the Agency agrees with any part of the individual's
request to amend, proceed as described in paragraphs (b)(1) and (c) of
this section;
(2) Advise the individual of its refusal and the reason(s) therefor;
(3) Inform the individual that he or she may request a further review
by Director or Administrator, or their designees; and
(4) Describe the procedures for requesting such a review, including
the name and address of the official to whom the request should be
directed.
(f) No part of these regulations shall be construed to permit:
(1) The alteration of evidence presented in the course of judicial,
quasi-judicial or quasi-legislative proceedings;
(2) Collateral attack upon any matter which has been the subject of
judicial or quasi-judicial action; or
(3) An amendment or correction which would be in violation of an
existing statute, executive order or regulation.
[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]
Sec. 215.9 Appeal of initial adverse agency determination.
(a) An individual who disagrees with the denial or partial denial of
his or her request to amend a record may file a request for review of
such refusal within 60 days after the date of notification of the denial
or partial denial.
(b) The request for review must be in writing and may be presented in
person or by mail to:
Director, International Development Cooperation Agency, 320 21st Street,
NW, Washington DC 20523. Attention: Executive Secretary, Privacy
Review Request.
Administrator, Agency for International Development, 320 21st Street,
NW, Washington, DC 20523. Attention: Executive Secretary, Privacy
Review Request.
Both the envelope and the letter should be clearly marked: Attention:
Executive Secretary, Privacy Review Request. Such request should include
any documentation, information or statements advanced for the amendment
of the record, and a copy of the initial adverse determination.
(c) Upon receipt of the request for review, the Director or the
Administrator, or an officer of the Agency designated in writing by the
Director or Administrator, shall undertake an independent review of the
initial determination.
(d) If someone other than the Director or the Administrator is
designated to conduct the review, he or she shall be an officer who is
organizationally independent of or senior to the officer or employee who
made the initial determination.
(e) In conducting the review, the reviewing official may, at his or
her option, request such additional information as is deemed necessary
to establish that the record contains only that information which is
accurate, timely, complete and necessary to assure fairness in any
determination which may be made about the individual on the basis of the
record.
(f) Within 30 days after receipt of the request for review, the
Director, the Administrator, or the official designated to conduct the
review, shall advise the individual of the Agency's final decision. If
unusual circumstances prevent the completion of the review within the
30-day period, the Agency shall, prior to the expiration of the 30-day
period, advise the individual in writing of the circumstances preventing
the completion of such review and inform him or her of the date by which
the review is expected to be completed.
(g) If the reviewing official determines that the record should be
amended in accordance with the individual's request, the Agency shall:
(1) Amend the record accordingly;
(2) Advise the individual of the amendment; and
(3) Where an accounting of disclosures has been made, advise all
previous recipients of the fact that the amendment was made and the
nature of the amendment.
(h) If, after conducting the review, the reviewing official refuses to
amend the record, in whole or in part, in accordance with the
individual's request, Agency shall advise the individual:
(1) Of its refusal and the reasons therefor;
(2) Of the individual's right to file a concise statement of his or
her reasons for disagreeing with the Agency's decision;
(3) Of the procedures for filing a statement of disagreement;
(4) That any such statement will be made available to anyone to whom
the record is subsequently disclosed, together with a brief statement by
the Agency summarizing its reasons for refusing to amend the record;
(5) That to the extent an accounting of disclosure was maintained,
prior recipients of the disputed record will be provided a copy of any
statement of disagreement and of the Agency's statement summarizing its
reasons for refusing to amend the record; and
(6) Of the individual's right to seek judicial review of the Agency's
refusal to amend a record as provided for in section (g)(1)(a) of the
Act.
[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]
Sec. 215.10 Disclosure of record to person other than the
individual to whom it pertains.
(a) Subject to the conditions of paragraphs (b) and (c) of this
section, the Agency shall not disclose any record which is contained in
a system of records by any means of communication to any person or other
agency who is not the individual to whom the record pertains.
(b) Upon written request or with prior written consent of the
individual to whom the record pertains, the Agency may disclose any such
record to a person or to another agency as requested or authorized.
(c) Notwithstanding the absence of written consent from the individual
to whom the record pertains, the Agency may disclose any such record
provided such disclosure is:
(1) To those officers and employees of the Agency who have a need for
the record in the performance of their duties;
(2) Required under the Freedom of Information Act (5 U.S.C. 552);
(3) For a routine use as defined in Sec. 215.2;
(4) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to the provisions of
Title 13 of the United States Code;
(5) To a recipient who has provided the Agency with adequate advance
written assurance that the record will be used solely as a statistical
research or reporting record, and the record is to be transferred in a
form that is not individually identifiable;
(6) To the National Archives of the United States as a record which
has sufficient historical or other value to warrant its continued
preservation by the United States Government, or for evaluation by the
Administrator of General Services or his or her designee, to determine
whether the record has such value;
(7) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for a
civil or criminal law enforcement activity authorized by law: Provided,
The head of the agency or instrumentality has made a prior written
request to the Assistant Administrator of Administration or the Privacy
Liaison Officer specifying the particular record and the law enforcement
activity for which it is sought;
(8) To a responsible person pursuant to a showing of compelling
circumstances affecting the health or safety of an individual if upon
such disclosure notification will be transmitted to the last known
address of such individual;
(9) To either House of Congress, and to the extent of a matter within
its jurisdiction, any committee or subcommittee, or joint committee of
Congress, or subcommittee of such joint committee;
(10) To the Comptroller General, or any of his or her authorized
representatives, in the course of the performance of the duties of the
General Accounting Office; or
(11) Pursuant to an order of a court of competent jurisdiction.
[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]
Sec. 215.11 Fees.
(a) Except as provided in paragraph (b) of this section, and
Sec. 215.5(e), fees for copies of records and documents will be charged
at the rate of 10 cents per page (one side), limited to size 8\1/2\'' by
14'' or smaller.
(b) No fees will be charged for providing the first copy of a record
or any portion thereof to individuals to whom the record pertains.
(c) If special handling or other than first-class mail is requested or
required, the costs thereof shall be added to the basic fee.
(d) Remittance may be in the form of a check, bank draft on a bank in
the United States, or postal money order, payable to the Treasurer of
the United States, or cash.
(e) A receipt for fees paid will be given only upon request.
Sec. 215.12 Penalties and remedies.
The provisions of the Act relating to penalties and remedies are
summarized below:
(a) An individual may bring a civil action against the Agency when the
Agency:
(1) Makes a determination not to amend a record in accordance with the
individual's request;
(2) Refuses to comply with an individual's request pursuant to 5
U.S.C. 552a (d)(1);
(3) Fails to maintain a record concerning an individual with such
accuracy relevance, timeliness and completeness as is necessary to
assure fairness in any determination relating to the qualifications,
character, rights, or opportunities of, or benefits to the individual
that may be made on the basis of such record, and as a result thereof a
determination is made which is adverse to the individual; or
(4) Fails to comply with any other provision of section (d) of the Act
in such a way as to have an adverse effect on an individual.
(b) The court may order the correction or amendment of the record, may
enjoin the Agency from withholding the records, may order the Agency to
produce any records improperly withheld, and may assess attorneys' fees
and costs.
(c) Where a court of competent jurisdiction makes a determination that
the Agency action was willful or intentional with respect to 5 U.S.C.
552a(g)(1) (c) or (d), the United States shall be liable for actual
damages of no less than $1,000, the costs of the action, and attorneys'
fees.
(d) Criminal penalties may be imposed against an officer or employee
of the Agency who willfully discloses material which he or she knows is
prohibited from disclosure, or who maintains a system of records without
complying with the notice requirements.
(e) Criminal penalties may be imposed against any person who knowingly
and willfully requests or obtains any record concerning an individual
from an agency under false pretenses. The offenses enumerated in
paragraph (d) of this section and this paragraph (e) are misdemeanors,
with fines not to exceed $5,000.
Sec. 215.13 General exemptions.
(a) Pursuant to 5 U.S.C. 552a(j)(2), the Director or the Administrator
may, where there is a compelling reason to do so, exempt a system of
records within the Agency from any part of the Act, except subsections
(b), (c) (1) and (2), (e)(4)(A) through (F), (e) (6), (7), (9), (10),
and (11), and (i) thereof, if the system of records is maintained by the
Agency or component thereof which performs as its principal function any
activity pertaining to the enforcement of criminal laws, including
police efforts to prevent, control, or reduce crime or to apprehend
criminals, and the activities of prosecutors, courts, correctional,
probation, pardon, or parole authorities, and which consists of:
(1) Information compiled for the purpose of identifying individual
criminal offenders and alleged offenders and consisting only of
identifying data and notations of arrests, the nature and disposition of
criminal charges, sentencing, confinement, release, and parole and
probation status;
(2) Information compiled for the purpose of a criminal investigation,
including reports of informants and investigators, and associated with
an identifiable individual; or
(3) Reports identifiable to an individual compiled at any stage of the
process of enforcement of the criminal laws from arrest or indictment
through release from supervision.
(b) Each notice of a system of records that is the subject of an
exemption under this section will include a statement that the system
has been exempted, the reasons therefor, and a reference to the Federal
Register issue where the exemption rule can be found.
(c) The systems of records to be exempted under section (j)(2) of the
Act, the provisions of the Act from which they are being exempted, and
the justification for the exemptions, are set forth below:
(1) Criminal Law Enforcement Records. This system of records is to be
exempted from sections (c) (3) and (4), (d), (e) (1), (2), and (3), (e)
(4) (G), (H), and (I), (e) (5) and (8), (f), (g) and (h) of the Act.
These exemptions are necessary to insure the proper functioning of the
law enforcement activity, to protect confidential sources of
information, to fulfill promises of confidentiality, to maintain the
integrity of the law enforcement procedures, to avoid premature
disclosure of the knowledge of criminal activity and the evidentiary
bases of possible enforcement actions, to prevent interference with law
enforcement proceedings, to avoid the disclosure of investigative
techniques, and to avoid the endangering of law enforcement personnel.
[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]
Sec. 215.14 Specific exemptions.
(a) Pursuant to 5 U.S.C. 552a(k) the Director or the Administrator
may, where there is a compelling reason to do so, exempt a system of
records, from any of the provisions of subsections (c)(3), (d), (e)(1),
(e)(4)(G), (H), and (I), and (f) of the Act if a system of records is:
(1) Subject to the provisions of 5 U.S.C. 552(b)(1);
(2) Investigatory material compiled for law enforcement purposes,
other than material within the scope of subsection (j)(2) of the Act:
Provided, however, That if any individual is denied any right,
privilege, or benefit to which he or she would otherwise be eligible, as
a result of the maintenance of such material, such material shall be
provided to such individual, except to the extent that the disclosure of
such material would reveal the identity of a source who furnished
information to the Government under an express promise that the identity
of the source would be held in confidence, or, prior to the effective
date of this section, under an implied promise that the identity of the
source would be held in confidence;
(3) Maintained in connection with providing protective services to the
President of the United States or other individuals pursuant to 18
U.S.C. 3056;
(4) Required by statute to be maintained and used solely as
statistical records;
(5) Investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment, military service, Federal contracts, or access to
classified information, but only to the extent that the disclosure of
such material would reveal the identity of a source who furnished
information to the Government under an express promise that the identity
of the source would be held in confidence, or, prior to the effective
date of this section, under an implied promise that the identity of the
source would be held in confidence;
(6) Testing or examination material used solely to determine
individual qualifications for appointment or promotion in the Federal
service, the disclosure of which would compromise the objectivity or
fairness of the testing or examination process; or
(7) Evaluation material used to determine potential for promotion in
the armed services, but only to the extent that the disclosure of such
material would reveal the identity of a source who furnished information
to the Government under an express promise that the identity of the
source would be held in confidence, or, prior to the effective date of
this section, under an implied promise that the identity of the source
would be held in confidence.
(b) Each notice of a system of records that is the subject of an
exemption under 5 U.S.C. 552a(k) will include a statement that the
system has been exempted, the reasons therefor, and a reference to the
Federal Register issue where the exemption rule can be found.
(c) The systems of records to be exempted under section (k) of the
Act, the provisions of the Act from which they are being exempted, and
the justification for the exemptions, are set forth below:
(1) Criminal Law Enforcement Records. If the 5 U.S.C. 552a(j)(2)
exemption claimed under paragraph (c) of Sec. 215.13 and on the notice
of systems of records to be published in the Federal Register on this
same date is held to be invalid, then this system is determined to be
exempt, under 5 U.S.C. 552a(k) (1) and (2) of the Act, from the
provisions of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4), (G), (H), and
(I), and (f). The reasons for asserting the exemptions are to protect
the materials required by Executive Order to be kept secret in the
interest of the national defense or foreign policy, to prevent subjects
of investigation from frustrating the investigatory process, to insure
the proper functioning and integrity of law enforement activities, to
prevent disclosure of investigative techniques, to maintain the ability
to obtain necessary information, to fulfill commitments made to sources
to protect their identities and the confidentiality of information and
to avoid endangering these sources and law enforcement personnel.
(2) Personnel Security and Suitability Investigatory Records. This
system is exempt under 5 U.S.C. 552a(k)(1), (k)(2), (k)(3), and (k)(5)
from the provisions of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4), (G),
(H), and (I), and (f). These exemptions are claimed to protect the
materials required by Executive Order to be kept secret in the interest
of national defense or foreign policy, to prevent subjects of
investigation from frustrating the investigatory process, to insure the
proper functioning and integrity of law enforcement activities, to
prevent disclosure of investigative techniques, to assure the protection
of the President, to maintain the ability to obtain candid and necessary
information, to fulfill commitments made to sources to protect the
confidentiality of information, to avoid endangering these sources and,
ultimately, to facilitate proper selection or continuance of the best
applicants or persons for a given position or contract. Special note is
made of the limitation on the extent to which this exemption may be
asserted.
(3) Litigation Records. This system is exempt under 5 U.S.C.
552a(k)(1), (k)(2), and (k)(5) from the provisions of 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4) (G), (H), and (I), and (f). These
exemptions are claimed to protect the materials required by Executive
Order to be kept secret in the interest of national defense or foreign
policy, to prevent subjects of investigation from frustrating the
investigatory process, to insure the proper functioning and integrity of
law enforcement activities, to prevent disclosure of investigative
techniques, to maintain the ability to obtain candid and necessary
information, to fulfill commitments made to sources to protect the
confidentiality of information, to avoid endangering these sources and,
ultimately, to facilitate proper selection or continuance of the best
applicants or persons for a given position or contract.
(4) Employee Equal Employment Opportunity Complaint Investigatory
Records. This system is exempt under 5 U.S.C. 552a(k)(1), (k)(2),
(k)(4), and (k)(5) from the provisions of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4), (G), (H), and (I), and (f). These exemptions are claimed
to protect the materials required by Executive Order to be kept secret
in the interest of national defense or foreign policy, to prevent
subjects of investigation from frustrating the investigatory process, to
insure the proper functioning and integrity of law enforcement
activities, to prevent disclosure of investigative techniques, to
maintain the ability to obtain candid and necessary information, to
fulfill commitments made to sources to protect the confidentiality of
information, to avoid endangering these sources and, ultimately, to
facilitate proper selection or continuance of the best applicants or
persons for a given position or contract, and to prevent interference
with a legitimate, Congressionally sanctioned activity.
(5) The following systems of records are exempt under 5 U.S.C.
552a(k)(5) from the provisions of 5 U.S.C. 552a (c)(3), (d), (e)(1),
(e)(4), (G), (H), and (I), and (f):
(i) Employee Conduct and Discipline Records.
(ii) Employee Relations Records.
This exemption is claimed for these systems of records to maintain the
ability to obtain candid and necessary information, to fulfill
commitments made to sources to protect the confidentiality of
information, to avoid endangering these sources and, ultimately, to
facilitate proper selection or continuance of the best applicants or
persons for a given position or contract. Special note is made of the
limitation on the extent to which this exemption may be asserted. The
existence and general character of the information exempted will be made
known to the individual to whom it pertains.
Appendix A--Agency for International Development, address and locations of office referenced in the regulations and notices
--------------------------------------------------------------------------------------------------------------------------------------------------------
Mailing address Location
--------------------------------------------------------------------------------------------------------------------------------------------------------
office
I. In the United States:
State Department......................... A.I.D., Washington, DC 20523....................................... 320 21st St. NW., Washington, DC.
State Department, Annex 2................ do............................................................. 515 22d St. NW, Washington, DC.
State Department, Annex 5................ do............................................................. 1901 Pennsylvania Ave. NW, Washington,
DC.
State Department, Annex 11............... do............................................................. 1401 Wilson Blvd., Arlington, Va.
Universal North Building................. do............................................................. 1975 Florida Ave. NW, Washington, DC.
Pomponio Plaza Building.................. do............................................................. 1735 North Lynn St., Arlington, Va.
Rosslyn Plaza ``E'' Building............. do............................................................. 1621 N. Kent St., Arlington, Va.
Rosslyn Plaza ``C'' Building............. do............................................................. ........................................
New Cumberland........................... A.I.D. Excess Property Division, Building 54-5, New Cumberland Army Building 54-5, New Cumberland Army
Depot, New Cumberland, Pa. 17070.. Depot, New Cumberland, Pa. 17070.
mission
II. Abroad:
Afghanistan............................ USAID to Afghanistan, c/o American Embassy, Kabul, Afghanistan..... Wazir Abkar Khan Mina, Kabul,
Afghanistan.
Bangladesh............................. USAID, c/o American Embassy, Dacca, Bangladesh..................... Adamjee Court Bldg. Montijheel, Dacca,
Bangladesh.
Brazil................................. USAID to Brazil, CAIZA Postal 14-2324, Brasilia D.F., Brazil....... Ed. Bandeirantes, SCS Q. 17, Lote 2/5,
Brasilia, Brazil.
British Honduras....................... American Consulate, Belize City, British Honduras.................. Gabourel Lane and Hutson St., Belize
City, Belize.
Bolivia................................ USAID to Bolivia, c/o American Embassy, La Paz, Boliva............. 363 Almirante Grau St., La Paz, Bolivia.
Chad................................... Country Development Officer, c/o American Embassy, N'Djamena, Chad. Rue du Lt. Col. Colonna d'Ornano,
N'Ljamena, Chad.
Cameroon............................... Area Development Office, c/o American Embassy, Yaounde, Cameroon... Rue Nachtigal, Yaounde, Cameroon.
Chile.................................. USAID to Chile, c/o American Embassy, Santiago, Chile.............. Avenida B. O'Higgins No. 1146, Santiago,
Chile.
Colombia............................... USAID to Colombia, c/o American Embassy, Bogota, Colombia.......... Carrera 10 Nr 28-49, Bogota, Colombia.
Costa Rica............................. Office of AID Affairs, c/o American Embassy, San Jose, Costa Rica.. Avenida 3 Calle 1, San Jose, Costa Rica.
Dominican Republic..................... USAID to Domincan Republic, c/o American Embassy, Santo Domingo, Calle Cesar Nicolas Pensen and Calle,
Dominican Republic. Leopoldo Navarro, Santo Domingo,
Dominican Republic.
Ecuador................................ USAID to Ecuador, c/o American Embassy, Quito, Ecuador............. 120 Avenida Patria, Quito, Ecuado.
Egypt.................................. USAID, American Embassy, Cairo, Egypt.............................. 5 Sharia Latin America, Cairo, Egypt.
El Salvador............................ USAID to El Salvador, c/o American Embassy, San Salvador, El No. 1230, 25 Avenida Norte, San
Salvador. Salvador, El Salvador.
Ethiopia............................... USAID to Ethiopia, c/o American Embassy, Addis Ababa, Ethiopia..... Crown Prince Asfaw Wossen St., Addis
Ababa, Ethiopia.
France................................. U.S. Mission to the OECD, c/o American Embassy, Paris, France...... 13 Villa Croix Nivert, Paris, France.
Ghana.................................. USAID, PO Box 1630, Accra, Ghana................................... Liberia and Rowe Roads, Accra, Ghana.
Guatemala.............................. USAID/ROCAP, c/o American Embassy, Guatemala City, Guatemala....... USAID/ROCAP, 7-86, 8th St., Zone 9,
Guatemala City, Guatemala.
Guyana................................. USAID to Guyana, c/o American Embassy, Georgetown, Guyana.......... 65 Main St., Georgetown, Guyana.
Haiti.................................. Office of AID Representative, American Embassy, Port au Prince, American Embassy, Harry Truman Blvd.,
Haiti. Port au Prince, Haiti.
Honduras............................... USAID to Honduras, c/o American Embassy, Tegucigalpa, Honduras..... Avenida La Paz, Tegucigalpa, Honduras.
Iceland................................ American Embassy, Reykjavik, Iceland............................... Laufasvegur 21, Reykjavik, Iceland.
India.................................. USAID to India, c/o American Embassy, New Delhi, India 11.......... Shanti Path, Chanakyapuri 21, New Delhi,
India.
Indonesia.............................. USAID to Indonesia, c/o American Embassy, Jakarta, Indonesia....... Medan Merdeka, Selatan 5, Jakarta,
Indonesia.
Italy.................................. American Embassy, Rome, Italy...................................... Via Veneto 119, Rome, Italy.
Ivory Coast............................ Regional Economic Development Services Offices/West Africa, c/o 5, Rue Jesse Owens, Abidjan, Ivory
American Embassy, Abidjan, Ivory Coast. Coast.
Jamaica................................ Office of AID Affairs, c/o American Embassy, Kingston, Jamaica..... American Embassy, 43 Duke St., Kingston,
Jamaica.
Jordan................................. American Embassy, Amman, Jordan.................................... Jebel Amman, Amman, Jordan.
Kenya.................................. USAID to Kenya, PO Box 30261, Nairobi, Kenya....................... Cotts House, Eliot St., Nairobi, Kenya.
Korea.................................. USAID to Korea, c/o American Embassy, Seoul, Korea................. New Seoul Bldg. 1503 62-7, 2-KA, Chungmu-
Ro; Chung-Ku, Seoul, Korea.
Lebanon................................ AID Regional Training Office, c/o American Embassy, Beirut, Lebanon Corniche at Rue Aiv Mreisseh, Beirut,
Lebanon.
Liberia................................ USAID, PO Box 1445, Monrovia, Liberia.............................. United Nations Dr., Monrovia, Liberia.
Mali................................... Country Development Officer, c/o American Embassy, Bamako, Mali.... Rue Testard and Rue Mohamed V. Bamako,
Mali.
Mauritania............................. Country Development Officer, c/o American Embassy, Nouakchott, American Embassy, Nouakchott,
Mauritania. Mauritania.
Mexico................................. Office of AID Affairs, c/o American Embassy, Mexico D.F. Mexico.... Cor. Danubio and Paseo de la Reforma,
305, Colonia Cuauhtemoc, Mexico D.F.
Mexico.
Morocco................................ USAID to Morocco, c/o American Embassy, Rabat, Morocco............. 2 Ave. de Marrakech, Rabat, Morocco.
Nepal.................................. USAID to Nepal, c/o American Embassy, Kathmandu, Nepal............. Rabi Bhawan, Kathmandu, Nepal.
Nicaragua.............................. USAID to Nicaragua, c/o American Embassy, Managua, Nicaragua....... Boulevard Somoza, Managua, Nicaragua.
Niger.................................. Area Development Office, c/o American Embassy, Niamey, Niger....... Yantala Road, Niamey, Niger.
Nigeria................................ USAID to Nigeria, c/o American Embassy, Lagos, Nigeria............. 1/3 Moloney St., Lagos, Nigeria.
Parkistan.............................. USAID, PO Box 1208, Islamabad, Pakistan............................ Diplomatic Enclave, Ramna 4, Islamabad,
Pakistan.
Panama................................. USAID to Panama, c/o American Embassy, Panama City, Panama......... USAID Main Bldg., Cemento Panama Bldg.,
Manuel Espinosa Batista, Panama City,
Panama.
Paraguay............................... USAID to Paraguay, c/o American Embassy, Asuncion, Paraguay........ 390 Kubitschek, Asuncion, Paraguay.
Peru................................... USAID to Peru, c/o American Embassy, Lima, Peru.................... Av. Espana 386, Lima, Peru.
Philippines............................ USAID to the Republic of the Philippines, c/o American Embassy, 1680 Roxas Blvd., Manila, Philippines.
Manila, Philippines.
Portugal............................... American Embassy, Lisbon, APO New York 09678....................... Avenida Duque de Loule No. 39, Lisbon,
Portugal.
Puerto Rico............................ c/o Assistant Secretary, International Exchange, Department of OTC, San Juan, Puerto Rico.
State, Commonwealth of Puerto Rico, San Juan, Puerto Rico.
Senegal................................ Area Development Office, c/o American Embassy, Dakar, Senegal...... BIAO Building, Place de I'Independance,
Dakar, Senegal.
Sri Lanka.............................. Office of AID Representative c/o American Embassy, Colombo, Sri 44 Galle Road, Colpetty, Colombo, Sri
Lanka. Lanka.
Sudan.................................. AID Affairs Office, c/o Embassy of the Netherlands, Khartoum, Sudan Gambouria Ave., Khartoum, Sudan.
Swaziland.............................. Office of Southern African Regional Activities, Coordination/ OSA RAC-Hdqts., 218 Gilifilan St.,
Mbabane, c/o American Embassy, Mbabane, Swaziland. Mbabane, Swaziland.
Switzerland............................ U.S. Mission to International Organization, c/o Amemb, Geneva, 80 Rue de Lausanne, Geneva, Switzerland.
Switzerland.
Syria.................................. Office of AID Representative, c/o American Embassy, Damascus, Syria Chare (Ave.) Al-Mansour, Abu, Rummanih,
Arab Republic. Damascus, Syria.
Taiwan................................. Office of AID Affairs, c/o American Embassy, Taipei, Taiwan........ No. 2 Chung Hsiao West Road, Second
Sectiori, Taipei, Taiwan.
Tanzania............................... USAID to the United Republic of Tanzania, c/o American Embassy, Dar National Bank of Commerce Bldg. on City
es Salaam, Tanzania. Drive, Dar es Salaam, Tanzania.
Thailand............................... USOM, c/o American Embassy, Bangkok, Thailand...................... 95 Wireless Road, Bangkok, Thailand.
Togo................................... Area Development Officer, c/o American Embassy, Niamey, Niger...... Rue Pelletier Caventor and rue Vauban,
Lome, Togo.
Tunisia................................ USAID to Tunisia, c/o American Embassy, Tunis, Tunisia............. 149 Aveneue de la Liberte, Tunis,
Tunisia.
Turkey................................. USAID, PK 39, Cankaya, Ankara, Turkey.............................. Cinnah Caddesi, No. 16, Ankara, Turkey.
Upper Volta............................ AID Country Development Officer, c/o American Embassy, Ouagadougou, Boite Postale 35, Ouagadougou, Upper
Upper Volta. Volta.
Uruguay................................ Office of AID, Representative/Montevideo, c/o American Embassy, Lauro Muller 1776, Montevideo, Uruguay.
Montevideo, Uruguay.
Yemen.................................. Office of AID Affairs, c/o American Embassy, Sana, Yemen........... American Embassy, Sana, Yemen Arab
Republic.
Zaire.................................. USAID to Republic of Zaire, c/o American Embassy, Kinshasa, 310 Ave. des Aviateurs, Kinshasa, Zaire.
Republic of Zaire.
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[A.I.D. Reg. 15, 40 FR 45679, Oct. 2, 1975, as amended at 45 FR 20790,
Mar. 31, 1980]