[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
EXPORT-IMPORT BANK OF THE UNITED STATES
TABLE OF CONTENTS
EIB-1 EIB Biographical Sketches on Eximbank Employees.
EIB-2 EIB Confidential Statement of Employment and Financial
Interest.
EIB-3 EIB Driver's License File.
EIB-4 EIB Earnings and Tax Statement.
EIB-5 EIB Employee Records (Relocation Site).
EIB-6 EIB Equal Employment Opportunity, Discrimination Complaint.
EIB-7 EIB Financial Assistance Request for (Under Federal Employee
Training Act).
EIB-8 EIB Financial Organization, Credit to Account (Checking).
EIB-9 EIB Financial Organization, Credit to Account (Saving).
EIB-10 EIB Garage Space Application.
EIB-12 EIB Passport Request File.
EIB-13 EIB Payroll Certification.
EIB-15 EIB Payroll Coding Sheet, Magnetic Tape.
EIB-16 EIB Payroll Information Employee.
EIB-17 EIB Payroll Listing.
EIB-18 EIB Payroll Master Record.
EIB-19 EIB Payroll Control Manual.
EIB-20 EIB Periodic Step Increase File.
EIB-22 EIB Personnel Security Records.
EIB-23 EIB Personnel Roster.
EIB-24 EIB Personnel Security Correspondence.
EIB-25 EIB Computerized Payroll/Personnel Systems.
EIB-26 EIB Retirement Record Cards.
EIB-27 EIB Savings Bond Authorization
EIB-28 EIB Savings Bond File.
EIB-29 EIB Tax Exemption Certificate.
EIB-30 EIB Time and Attendance Card.
EIB-31 EIB Travel Advance Application.
EIB-32 EIB Travel Ledger.
EIB-33 EIB Visa Request File.
EIB-34 EIB Service Cards (SF-71).
EIB--1
System name: EIB Biographical Sketches on Eximbank Employees.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Officers and professionals of the Eximbank.
Categories of records in the system:
Name, date of birth, place of birth, educational and work experience.
Authority for maintenance of the system:
Eximbank personnel management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By officials and personnel of the Eximbank for public appearance. By
news media in connection with speeches, public appearance, newspapers,
etc. By departments and agencies in the performance of their official
duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in binder books and file folders.
Retrievability:
Alphabetically.
Safeguards:
Bookcases and desks and in a building that has a GSA contractor guard.
Retention and disposal:
Retained while employed by the Eximbank or until appointment expires.
System manager(s) and address:
Office of Personnel, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual and miscellaneous personnel forms.
EIB--2
System name: EIB Confidential Statement of Employment and
Financial Interest.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All Eximbank past and present employees above a certain grade level
unless exempted by the Ethics Committee.
Categories of records in the system:
Name, title of position, date of appointment in present position,
office or division, employment and financial interest, creditors,
interests in real property and information requested of other persons,
signature and date.
Authority for maintenance of the system:
Required by section 402 of Executive Order 11222 dated May 8, 1965.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Reviewed by members of the Ethics Committee regarding conflicts of
interest. By officials and employees of the Eximbank in the
performance of their official duties and by other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Statements are disposed of 6 years after the date they are filed by
the individual. Disposal is burning or shredding.
System manager(s) and address:
General Counsel, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contain a record pertaining to an individual and all
requests for access to a record from the system shall be in writing
with the letter and envelope clearly marked ``Privacy Act Request''
and stating full name and address of individual. For personal visits
the individual should be able to provide some acceptable
identification, i.e., driver's license, identification card, etc.
Individuals desiring to contest or amend information maintained in the
system should direct their request to the Notification listed above.
Record source categories:
Individual.
EIB--3
System name: EIB Driver's License File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
SF-46, U.S. Government Motor Vehicle Operator's Identification Card
for issuance to those present and past employees authorized to drive
an official Government car in the performance of their assigned
duties.
Categories of records in the system:
Name, card number, date issued, expiration date, signature of
operator, sex, date of birth, color of hair, color of eyes, height,
weight, birthplace, social security number, signature of issuing
official, title, name and location of issuing unit.
Authority for maintenance of the system:
In accordance with FPM 930.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of their
official duties. By the Department of Motor Vehicles, D.C. Police
Department, Justice Department and insurance companies in the
performance of their official duties. By other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Chronological.
Safeguards:
Locked office and in a building that has a GSA contractor guard.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Vice President--Administration, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual and the completion of EIB Form 74-2 and SF-46.
EIB--4
System name: EIB Earnings and Tax Statement.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank past and present employees yearly earnings.
Categories of records in the system:
Name, social security number, home address, gross earnings for the
year, federal and state tax deductions for the year and marital
status.
Authority for maintenance of the system:
Internal Revenue Service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used at the end of the calendar year by the Payroll Unit. By officials
and employees of the Eximbank in the performance of their official
duties. By representatives of the OPM, Comptroller General, Attorney
General, Treasury and by officials and employees of other departments
and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
from this system to``consumeer reporting agencies''as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File cabinet.
Retrievability:
Alphabetical.
Safeguards:
Locked file cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual and payroll records.
EIB--5
System name: EIB Employee Records (Relocation Site).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Current Eximbank employees.
Categories of records in the system:
Service records cards, retirement deductions, bond balances, annual
and sick leave balances.
Authority for maintenance of the system:
Vital Records Act.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records maintained for reference and backup for main records. By
officials and employees of the Eximbank in the performance of their
official duties. By employees and officials of other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Expandable envelope.
Retrievability:
Alphabetically within the envelope.
Safeguards:
Locked safe file at relocations site.
Retention and disposal:
Records are updated quarterly, and out-of-date records destroyed.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Office of Personnel and Payroll Unit.
EIB--6
System name: EIB Equal Employment Opportunity, Discrimination
Complaint.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank employee filing a discrimination complaint.
Categories of records in the system:
Name and type of complaint.
Authority for maintenance of the system:
Executive Order 10590, Government Employment Policy.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By persons of the Eximbank in the performance of their official
duties. By Justice, EEOC, duly authorized representatives of the
complainant in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folders.
Retrievability:
Numerically.
Safeguards:
Locked file cabinet and a building that has a GSA contractor guard.
Retention and disposal:
Indefinite.
System manager(s) and address:
Administrative Officer/EEO Officer, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Investigator, individual and employees of the division of office where
the complainant was/is employed.
EIB--7
System name: EIB Financial Assistance Request for (Under Federal
Employee Training Act).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
EIB employees requesting financial assistance for training and text
books.
Categories of records in the system:
Application for training.
Authority for maintenance of the system:
Federal Employees Training Act.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used as official authorization to justify payment for training
expenses. By officials and employees of the Eximbank in the
performance of their official duties and by GAO and other departments
and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Folders.
Retrievability:
Alphabetical by period.
Safeguards:
Locked file cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
3 years.
System manager(s) and address:
Treasurer Controller and Office Services, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request''--and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--8
System name: EIB Financial Organization, Credit to Account
(Checking).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
EIB employees complete when they want their salary check to be sent
directly to a financial organization of their choice.
Categories of records in the system:
Employees application for deposit of salary check to the financial
organization (checking) of their choice.
Authority for maintenance of the system:
Treasury Department Fiscal Service.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used by the Treasurer Controller and his staff and officials and
employees of the Eximbank in the performance of the official duties.
By representatives of the OPM, Controller General, Treasury, financial
institutions and by officials and employees of other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of the individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Filed in folders.
Retrievability:
Alphabetical.
Safeguards:
Locked file cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Until employee cancels.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the Payroll
Section, Treasurer Controller's office.
Record source categories:
Individual.
EIB--9
System name: EIB Financial Organization, Credit to Account
(Savings).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
EIB employees complete when they want their salary check or a portion
to be sent to a savings financial organization of their choice.
Categories of records in the system:
Employees application for the deposit of salary check or a portion to
be sent to a savings financial organization of their choice.
Authority for maintenance of the system:
Department of the Treasury, Bureau of Accounts.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used by the Treasurer Controller and his staff and officials and
employees of the Eximbank in the performance of their official duties.
By representatives of the OPM, Comptroller General, Treasury,
financial institutions and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical.
Safeguards:
Locked combination safe and in a building that has a GSA contractor
guard.
Retention and disposal:
Until employee cancels.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the Payroll
Section, Treasurer Controller's office.
Record source categories:
Individual.
EIB--10
System name: EIB Garage Space Application.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
EIB employees and other employees in federal agencies within the area
holding parking spaces in the building.
Categories of records in the system:
Name, address, license number, telephone number, make and license tag
number of car, building location and room number and signature and
date.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Maintained as the current list of current and potential garage space
holders and alternates. By officials and employees of the Eximbank in
the performance of their official duties. By representatives of the
GSA and insurance companies in the performance of their official
duties and by officials and employees of other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folders.
Retrievability:
Alphabetical.
Safeguards:
File cabinet in locked office and in a building that has a GSA
contractor guard.
Retention and disposal:
As changes occur.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable indentification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--12
System name: EIB Passport Request File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank past and present employees required to travel overseas in an
official capacity who request an Official Passport.
Categories of records in the system:
Name, title, grade, approximate dates of travel, destination and
purpose of travel and grade.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of their
official duties. By State Department and embassies in the performance
of their official duties and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Chronologically.
Safeguards:
2 drawer unlocked file cabinet and in a building that has a GSA
contractor guard.
Retention and disposal:
Indefinitely.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--13
System name: EIB Payroll Certification.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All present Eximbank employees.
Categories of records in the system:
Payroll summary.
Authority for maintenance of the system:
Treasury Department, Bureau of Accounts.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By the Treasurer Controller and his staff and officials and employees
of the Eximbank in the performance of their official duties. By
representatives of the OPM, GAO, Justice in the performance of their
official duties and by other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Numerical.
Safeguards:
Combination safe and in a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Time and attendance cards and personnel notification.
EIB--15
System name: EIB Payroll File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571 and off-site.
Categories of individuals covered by the system:
All Eximbank past and present employees.
Categories of records in the system:
Master payroll employee record.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of their
official duties. By GSA, Justice, Treasury, GAO, Comptroller General
and by officials and employees of other departments and agencies in
the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Magnetic tape.
Retrievability:
Pay period, employee number and social security number.
Safeguards:
Locked fire-proof safe and in a building that has a GSA contractor
guard. Copy retained off-site.
Retention and disposal:
15 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Payroll Unit and related personnel files.
EIB--16
System name: EIB Payroll Information Employee.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All present and past Eximbank employees.
Categories of records in the system:
Employee payroll summary, i.e., name, social security number, marital
status, grade and step, annual hourly and overtime rate, etc.
Authority for maintenance of the system:
GAO Policy and Procedures Manual for Guidance of Federal Agencies for
controls over automated payroll system.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of their
official duties. By OPM, GAO, IRS, HUD, Department of Labor and by
officials and employees of other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Filed in binders.
Retrievability:
Numerically.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
systems of record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Office of Personnel and individual.
EIB--17
System name: EIB Payroll Listing.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank past and present employees.
Categories of records in the system:
Name, net pay and check.
Authority for maintenance of the system:
Treasury Department.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used as a check list to distribute pay check to employees. By
officials and employees of the Eximbank in the performance of their
official duties. By Treasury, GAO, Comptroller General, OPM and by
officials and employees of other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
By pay period.
Safeguards:
File cabinet in a building that has a GSA contractor guard.
Retention and disposal:
Retained 2 years and then destroyed.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Time and attendance cards and related personnel forms.
EIB--18
System name: EIB Payroll Master Record.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All new Eximbank employees and changes to old employees.
Categories of records in the system:
Employee payroll summary, i.e., name, social security number, hourly
rate, overtime rate, etc.
Authority for maintenance of the system:
GAO Policy and Procedures Manual for Guidance of Federal Agencies
Title 6 for controls over automated payroll system.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used to enter new employees and making any changes effecting old
employees. By officials and employees of the Eximbank in the
performance of their official duties. By Social Security, GAO,
Comptroller General, IRS and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Binders.
Retrievability:
Office or division.
Safeguards:
Locked cabinets in a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
systems of record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Office of Personnel and individual.
EIB--19
System name: EIB Payroll Control Manual.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All new employees and present and past employees making deductions and
pay changes.
Categories of records in the system:
Control covering the biweekly payroll including such information as
name, base pay and any deductions such as FICA, retirement, bond,
insurance, health, charity, optional insurance and savings.
Authority for maintenance of the system:
GAO Policy and Procedures Manual for Guidance of Federal Agencies for
controls over automated payroll system.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of their
official duties. By OPM, Justice, IRS, Comptroller General and by
officials and employees of other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies''as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
According to pay period.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Contesting record procedures:
Same as above.
Record source categories:
Office of Personnel and individual.
EIB--20
System name: EIB Periodic Step Increase File.
Security classification:
None.
System location:
811Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All current GS Eximbank employees who are not in the top step of their
grade.
Categories of records in the system:
Contains name, social security number, current GS grade, current step
of grade and date of next equivalent increase.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used by Office of Personnel to insure all step increases are given at
the correct time. By officials and employees of the Eximbank in the
performance of their official duties. By OPM and by officials and
employees of other departments and agencies in the performance of
their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Cabinet.
Retrievability:
Alphabetical by due dates.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
As long as employee is employed by the Eximbank and is eligible for a
Periodic Step Increase.
System manager(s) and address:
Administrative Officer, Office of Personnel, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Based on information in the official personnel file of each Eximbank
employee.
EIB--22
System name: EIB Personnel Security Records.
Security classification:
Secret.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank employees, applicants, and consultants.
Categories of records in the system:
Personnel investigations of current employees including actual
investigations, summary investigations from other Federal agencies,
security forms and correspondence relating to security.
Authority for maintenance of the system:
Executive Order 10450.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Personnel security records are maintained in order to determine the
level of clearance Eximbank employees permitted regarding access to
classified materials and meetings in accordance with Executive Order
10450. By officials and employees of the Eximbank in the performance
of their official duties. By OPM, FBI and by officials and employees
of other departments and agencies in the performance of their official
duties.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical.
Safeguards:
Combination security locked file cabinet and in a building that has a
GSA contractor guard.
Retention and disposal:
Investigative files destroyed:
1. If applicant declines employment; 2. 2 years after employee's
departure, except SF-312 which is retained for 50 years; 3. upon
consultant's completion of services.
System manager(s) and address:
Vice President--Administrative and Management Services, 811 Vermont
Avenue, NW, Washington, DC 20571.
Notification procedure:
Vice President--Administrative and Management Services, 811 Vermont
Avenue, NW, Room 1031, Washington, DC 20571.
Record access procedures:
In accordance with the U.S. Office of Personnel Management's (OPM)
Federal Personnel Manual chapter 732, subchapter 7-5, ``Safeguarding
and Handling Investigative Files'', persons wanting a copy of their
own OPM investigative file maintained by Eximbank, must comply with
the following Privacy Act procedure:
Send a signed letter specifying name, date/place of birth, Social
Security number, home address, location of present or former Federal
employment, and any other pertinent data to: FOI/P, OPM-FIPC, PO Box
618, Boyers, PA 16018-0618.
For other types of access requests: Same as Notification.
Record source categories:
Investigations received from Federal investigative agencies and
correspondence generated by other departments and agencies containing
information from employers, references, schools, neighbors, police,
credit agencies and other Federal investigative agencies.
EIB--23
System name: EIB Personnel Roster.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All present and past Eximbank employees.
Categories of records in the system:
Alphabetical listing of employees by name, home address and telephone
number.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used by officials and employees of the Eximbank in the performance of
their official duties. By officials and employees of other departments
and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Each calendar year.
System manager(s) and address:
Administrative Officer, Office of Personnel, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Employee official personnel file and individual.
EIB--24
System name: EIB Personnel Security Correspondence.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Present Eximbank employees, applicants and terminated or transferred
employees.
Categories of records in the system:
Letters of transmittal to OPM requesting investigation and memorandum
to office and/or division heads regarding clearances.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of their
official duties and by officials and employees of other departments
and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Kept chronologically in employee's security folder.
Safeguards:
Combination locked security cabinet and in a building that has a GSA
contractor guard.
Retention and disposal:
2 years after employee separates from the Bank, destroyed by burning.
System manager(s) and address:
Vice President--Administrative and Management Services, 811 Vermont
Avenue, NW, Washington, DC 20571.
Notification procedure:
Vice President--Administrative and Management Services, 811 Vermont
Avenue, NW, Room 1031, Washington, DC 20571.
Record access procedures:
In accordance with the U.S. Office of Personnel Management's (OPM)
Federal Personnel Manual chapter 732, subchapter 7-5, ``Safeguarding
and Handling Investigative Files'', persons wanting a copy of their
own OPM investigative file maintained by Eximbank, must comply with
the following Privacy Act procedure:
Send a signed letter specifying name, date/place of birth, Social
Security number, home address, location of present or former Federal
employment, and any other pertinent data to: FOI/P, OPM-FIPC, PO Box
618, Boyers, PA 16018-0618.
For other types of access requests: Same as Notification.
Record source categories:
Investigations received from Federal investigative agencies and
correspondence generated by other departments and agencies containing
information from employers, references, schools, neighbors, police,
credit agencies and other Federal investigative agencies.
EIB--25
System name: EIB Computerized Payroll/Personnel Systems.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All Eximbank employees since 1970.
Categories of records in the system:
Extensive current and historical payroll and personnel data.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of their
official duties. By OMB, GAO, and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Access is limited to authorized recipients of computer generated
reports and computer personnel.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Magnetic media.
Retrievability:
By any element maintained on the file.
Safeguards:
The cabinets in area accessible only to authorized personnel and in a
building that has a GSA contractor guard.
Retention and disposal:
Maintained for historical data.
System manager(s) and address:
Vice President, Information Management Division, 811 Vermont Avenue,
NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Various payroll records.
EIB--26
System name: EIB Retirement Record Cards.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Record maintained on every Eximbank employee paid by the computer
system.
Categories of records in the system:
Name, date of birth, social security number and pay rates during
employment by the Eximbank. Primary record is cumulative retirement
deductions.
Authority for maintenance of the system:
OPM requirement of all Federal agencies.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Updated for each salary change and yearly total of retirement
deductions: Original sent to OPM when employees leave Eximbank. By
officials and employees of the Eximbank in the performance of their
official duties and by OPM and other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Steel file cabinet.
Retrievability:
Alphabetical.
Safeguards:
Steel file cabinet with combination lock and in a building that has a
GSA contractor guard.
Retention and disposal:
Retained until the employee leaves the Eximbank either by transfer to
another agency, retirement or resignation.
System manager(s) and address:
Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
systems of record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
SF-50 and payroll computer printout.
EIB--27
System name: EIB Savings Bond Authorization.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Employees of Eximbank who have signed up to purchase bonds.
Categories of records in the system:
Application for the purchase of savings bonds.
Authority for maintenance of the system:
Treasury Dept., Bureau of Accounts.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
For ordering bonds, changing inscription, allotment and beneficiary.
Used by officials and employees of the Eximbank in the performance of
their official duties. By Treasury, IRS, OPM, GAO, Controller General
and other departments and agencies in the performance of their
official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File cabinet.
Retrievability:
Alphabetical.
Safeguards:
Steel file cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Maintained 1 year after termination.
System manager(s) and address:
Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Employee complete SF-1192.
EIB--28
System name: EIB Savings Bond File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank present and past employees.
Categories of records in the system:
Employee name, amount of bond and bond serial number.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used as a check list to distribute bonds to employees. By officials
and employees of the Eximbank in the performance of their official
duties. By IRS, Treasury, GAO, Comptroller General and other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
By pay period.
Safeguards:
File cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
3 years and destroyed.
System manager(s) and address:
Treasurer Controller, Cash Control Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
systems of record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Payroll Unit.
EIB--29
System name: EIB Tax Exemption Certificate.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Maintained on each present and past employee of the Eximbank.
Categories of records in the system:
Name, address, social security number and the number of withholding
exemptions an employee claims on his/her taxes.
Authority for maintenance of the system:
IRS regulations.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used when a new employee enters employment or when a present employee
wishes to make a change. By officials and employees of the Eximbank in
the performance of their official duties. By OPM, Treasury, IRS, GAO,
state governments and by other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File cabinet.
Retrievability:
Alphabetically.
Safeguards:
Steel file cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
1 year after employee transfers, retires or resigns.
System manager(s) and address:
Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--30
System name: EIB Time and Attendance Card.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All Eximbank present and past employees.
Categories of records in the system:
Number of hours worked, i.e., regular, overtime, compensatory time,
holiday, night differential, leave taken, annual, sick, compensatory
time, LWOP and other.
Authority for maintenance of the system:
GAO Policy and Procedures Manual for Guidance of Federal Agencies,
Title 6.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used to determine payment to all Eximbank employees on duty. By
officials and employees of the Eximbank in the performance of their
official duties. By OPM, GAO, Treasury, Justice, agent of an employee
in connection with a grievance and by other departments and agencies
in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical by division.
Safeguards:
Steel file cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
3 years.
System manager(s) and address:
Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Time and attendance files.
EIB--31
System name: EIB Travel Advance Application.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank employee travelling on official business requesting travel
advance.
Categories of records in the system:
Name, agency, bureau/division, office, authorization number, date,
address to where check should be mailed, signature of applicant,
amount applied for, balance due on previous advance, signature of
approving officer and date, appropriation number and any remarks.
Authority for maintenance of the system:
General Accounting Office.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Travelers making a request for an advance. By officials and employees
of the Eximbank in the performance of their official duties. By GAO,
Comptroller General, Attorney General, Treasury and by officials and
employees of other departments and agencies in the performance of
their official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congessional Office made
at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosure may be made from this system to ``consumer reporting
agencies'' as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C.
3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Cards.
Retrievability:
Alphabetical.
Safeguards:
File box and in a building that has a GSA contractor guard.
Retention and disposal:
4 years.
System manager(s) and address:
Treasurer Controller, Travel and Administrative Expense Unit, 811
Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--32
System name: EIB Travel Ledger.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Persons travelling on official business for the Eximbank.
Categories of records in the system:
Travelers name, travel order number, place travelling to, voucher
number, accruals of expenses, payments broken into 2 parts (P.D. and
carrier), and the balance of accruals for particular trip.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
To control accounting of travel expenses. By officials and employees
of the Eximbank in the performance of their official duties and by
GAO, and other departments and agencies in the performance of their
official duties.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Microcomputer.
Retrievability:
Travel order number , Traveler's name.
Safeguards:
In a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, Payroll and Administrative Expense Section, 811
Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
mantained in the system should direct their request to the
Notification listed above.
Record source categories:
Disbursement vouchers and related travel forms.
EIB--33
System name: EIB Visa Request File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank employees, past and present, who travel on official business
and to countries that require a visa to be applied to their Official
Passport.
Categories of records in the system:
Name, title, passport number and approximate dates of travel.
Authority for maintenance of the system:
State Department and regulations of foreign countries.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used by officials and employees of the Eximbank in the performance of
their official duties and by State Department, embassies and by other
departments and agencies in the performance of their official duties.
Disclosure may be to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folder.
Retrievability:
Chronological.
Safeguards:
2 drawer unlocked cabinet and in a building that has a GSA contractor
guard.
Retention and disposal:
Previous calendar year and present calendar year.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
mantained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--34
System name: EIB Service Cards (SF-7).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Past and present employees of Eximbank.
Categories of records in the system:
Name, date of birth, social security number, date of appointment or
transfer, organization to which assigned, position title, position
number, grade/step/salary, and date of separation.
Authority for maintenance of the system:
OPM.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used by personnel clerical employees in the processing of official
personnel actions.
Disclosure may be made to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Active in Kardex; inactive in locked filing cabinet.
Retrievability:
By organization for current employees, alphabetically for former
employees.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Office of Personnel, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington,
DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Official Personnel Folder.
PRIVACY ACT RULES
EXPORT-IMPORT BANK OF THE U.S.
Title 12-Banks and Banking
Chapter IV-Export - Import Bank of the United States
PART 405--PRIVACY ACT RULES
Sec.
405.1 Purpose and scope.
405.2 Procedures for notification of existence of records pertaining to
individuals.
405.3 Procedures for requests for access to or disclosure of records
pertaining to individuals.
405.4 Corrections of records pertaining to individuals.
405.5 Disclosure of records pertaining to individuals to agencies or to
individuals other than the individual to whom such records pertain.
Authority: 5 U.S.C. 552a(f).
Source: 41 FR 19299, May 12, 1976, unless otherwise noted.
Sec. 405.1 Purpose and scope.
This part sets forth the Eximbank procedures under the Privacy Act of
1974, as required by 5 U.S.C. 552a(f), whereby individuals may safeguard
their privacy by obtaining access to and requesting corrections of those
records under the control of Eximbank which contain information about
them.
Sec. 405.2 Procedures for notification of existence of records
pertaining to individuals.
(a) The systems of records, as defined in the Privacy Act of 1974,
maintained by Eximbank are listed annually in the Federal Register as
required by that Act. Any individual who wishes to know whether any of
these systems of records contains a record pertaining to him or her may
either appear in person at Room 1031, 811 Vermont Avenue, NW,
Washington, DC 20571, on work days between the hours of 8:45 a.m. and 5
p.m. or may write to the Vice President--Administration, Export-Import
Bank of the United States, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571. It is recommended that requests be made in
writing, as it will not always be possible to determine the existence of
a record on the same day that the request is made. Verification of the
identity of the requester will be in accordance with the requirements of
Sec. 405.3(a) and (b).
(b) Requests for notification of the existence of a record should
specifically identify the system of records involved, and should state,
if the requester is other than the individual to whom the record
pertains, the relationship of the requester to that individual. (Note
that requests pursuant to the Privacy Act will not be honored by
Eximbank unless made (1) by the individual to whom the record pertains,
or (2) by such individual's parent, if the individual is a minor, or (3)
by such individual's legal guardian, if the individual has been declared
to be incompetent due to physical or mental incapacity or age by a court
of competent jurisdiction). If an individual is unable to specifically
identify the system of records in which that individual is interested,
as above required, he or she may so inform Eximbank in writing, stating
the reason for the inability, with as full a description of said system
of records or the record itself as possible. Eximbank will thereupon use
its best efforts to specifically identify the desired system of records.
(c) Eximbank will attempt to respond in writing to a request as to
whether a record exists or for assistance in identifying the relevant
system of records within 10 days from the time it receives the request
or from the time any required identification is established, whichever
is later.
Sec. 405.3 Procedures for requests for access to or disclosure of
records pertaining to individuals.
(a) Verification of the identity of individuals making written
requests to the Vice President--Administration for access to or
disclosure of records pertaining to him or her ordinarily will not be
required. The signature upon such requests shall be deemed to be a
certification by the individual signing that he or she is the individual
to whom the record pertains or the parent of a minor or the duly
appointed legal guardian of the individual to whom the record pertains.
The Vice President--Administration may, however, require additional
verification of identity as specified by him in any instance in which he
deems it advisable.
(b) In the case of individuals making requests by appearing at
Eximbank, the amount of personal identification required will of
necessity vary with the sensitivity of the record involved. Reasonable
identification such as employment identification cards, drivers
licenses, or credit cards will normally be accepted as sufficient
evidence of identity in the absence of any indications to the contrary.
(c) Any individual (subject to the requirements of Sec. 405.2(b)) may
request access to or disclosure of records pertaining to him or her by
either appearing at Eximbank or by writing to Eximbank (all as provided
in of Sec. 405.2(a)). The request should specifically identify the
system of records involved and the nature of the information therein
which is desired. Eximbank will attempt to provide individuals who
appear at Eximbank with access to their records (providing that all of
the other relevant rules hereof are properly met) on the same day as
their appearance, if such occurs before 11 a.m. Eximbank will attempt to
answer written requests by making the record available within 10 working
days of the request or by informing the requester of the need for
additional identification or the tendering of fees (as specified in
paragraph (d) of this section) within said time period. If the record is
to be made available, Eximbank will so notify the requester, which
notice will state when the requested disclosure will be sent or when and
where the records will be available for personal inspection, and, if a
copy of a record has been requested, the number of pages Eximbank will
copy to comply with the individual's request and that the copy will be
mailed to the individual or held at Eximbank for the individual upon
receipt of a check or money order payable to Eximbank for the sum due
for copying these documents. In the case of an adverse determination
with respect to a request, the Vice President--Administration shall so
notify the individual in writing, shall specify the reasons therefor and
shall advise of the procedure for appealing such adverse determination
to the General Counsel, as specified in Sec. 405.4(d).
(d) Charges for copies of records will be at the rate of $0.10 per
photocopy of each page. Where records are not susceptible to photo-
copying, e.g. punch cards, magnetic tapes or oversize materials, the
amount charged will be actual cost, as determined on a case-by-case
basis. Only one copy of each record requested will be supplied. No
charge will be made unless the charge as computed above would exceed $3
for each request or related series of requests. If a fee in excess of
$25 would be required, the requester shall be notified and the fee must
be tendered before the records will be copied.
(e) If Eximbank refuses to comply with an individual's request for
access, as above provided, that individual may, among other things,
bring a civil action for relief against Eximbank in a district court of
the United States.
(f) Any individual may also request (in accordance with the procedures
above set forth) a copy of the ``accounting'' kept of each disclosure
made by Eximbank to another person or agency (except for certain
specified disclosures) of the record pertaining to that individual.
[41 FR 19299, May 12, 1976, as amended at 43 FR 57864, Dec. 11, 1978]
Sec. 405.4 Correction of records pertaining to individuals.
(a) Any individual (subject to the requirements of Sec. 405.2(b)) is
entitled to request amendment of records pertaining to him or her
pursuant to 5 USC 552a(d)(2). Such a request shall be made in writing
and addressed to the Vice President--Administration, Export-Import Bank
of the United States, 811 Vermont Avenue, NW, Room 1031, Washington, DC
20571.
(b) The request should specify the record and systems of records
involved, and should specify the exact correction desired and state that
the request is made pursuant to the Privacy Act. An edited copy of the
record showing the desired correction should be submitted, if possible.
Within 10 working days of the receipt of a properly addressed request
(or within 10 working days of the time the Vice President--
Administration becomes aware that a particular communication not
addressed as prescribed above is a request for correction of a record
under the Privacy Act), the Vice President--Administration shall
acknowledge receipt of the request.
(c) The Vice President--Administration upon the receipt of such a
request shall promptly confer with the officer responsible for the
record. In the event it is felt that correction is not warranted in
whole or in part, the matter shall be brought to the attention of the
General Counsel of Eximbank. If, after review by the General Counsel and
discussion with the requester, if deemed helpful, it is determined that
correction as requested is not warranted, a letter shall be sent by the
Vice President--Administration to the requester denying his or her
request and/or explaining what correction might be made if agreeable to
the requester. This letter shall set forth the reasons for the refusal
to honor the request for correction. It shall also inform him or her of
his or her right to appeal this decision, and include a description of
the appeals procedure set forth in paragraph (d) of this section.
(d) An appeal may be taken from an adverse determination under
paragraph (c) of this section to the President and Chairman or his
designee. Such appeal must be made in writing and should clearly
indicate that it is an appeal. The basis for the appeal should be set
forth in the letter, and it should be mailed to the same address as
listed in paragraph (a) of this section. A hearing at Eximbank may be
requested. Such hearing will be informal, and shall be before the
President and Chairman or his designee. Where no hearing is requested,
the President and Chairman or his designee shall render his decision
within thirty working days after receipt of the written appeal at
Eximbank, unless the President and Chairman, for good cause shown,
extends the 30-day period, and the appellant is advised in writing of
such extension. If a hearing is requested, then Eximbank will attempt to
contact the appellant within five working days and arrange a suitable
time for the hearing. In such cases the decision of the President and
Chairman or his designee shall be made within 30 working days after the
hearing, unless the time is extended, as above provided, and the
appellant is advised in writing of such extension.
(e) The final decision of the President and Chairman or his designee
in an appeal shall be in writing and the appellant shall be informed of
the decision; if it is adverse to the appellant, the appellant shall be
informed of the reasons for the refusal to amend the record and advised
of his or her right to appeal the decision under 5 U.S.C. 552a(g)(1).
The individual shall also be notified that he or she has the right to
file with Eximbank a concise statement setting forth the reasons for his
or her disagreement with the refusal of Eximbank to amend his or her
record. Eximbank shall promptly inform any person or other agency about
the correction of any record previously disclosed to that person or
other agency (provided that an accounting of said disclosures was made).
Eximbank shall, with respect to all prior disclosures and in any
disclosure of a record made after the filing of a disagreement statement
by the requesting individual, clearly note any portion of the record
which is disputed and provide said recipient with copies of said
statement, plus, at the agency's discretion, copies of a concise
statement of the reasons for its decision not to make any corrections.
(f) Assistance in preparing a request to amend a record or in
appealing an adverse determination on such a request may be obtained
from the Office of the General Counsel of Eximbank.
[41 FR 19299, May 12, 1976, as amended at 43 FR 57864, Dec. 11, 1978]
Sec. 405.5 Disclosure of records pertaining to individuals to
agencies or to individuals other than the individual to whom said
records pertain.
Records subject to the Privacy Act that are requested by any
individual other than the individual to whom they pertain (or as
provided by Sec. 405.2(b)) will not be made available except under the
following circumstances:
(a) Records required to be made available by the Freedom of
Information Act will be released in response to a request formulated in
accordance with regulations found at 12 CFR part 404.
(b) Records not required by the Freedom of Information Act to be
released, may be released, at the discretion of Eximbank, if the written
consent of the individual to whom they pertain has been obtained or if
such release would be authorized under 5 U.S.C. 552a (b) (1) or (3)-
(11).
(c) If an individual elects to inspect a record in person and desires
to be accompanied by another person, the individual shall present to the
Vice President--Administration a signed statement addressed to the Vice
President--Administration by that individual authorizing his or her
record to be disclosed to him or her in the presence of the accompanying
named person.