[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
FEDERAL HOME LOAN MORTGAGE CORPORATION
Editorial Note
Note: Pursuant to the requirements of the Financial Institution
Reform, Recovery, and Enforcement Act of 1989, Pub. L. 101-73, 103
Stat. 183 (August 9, 1989), Freddie Mae stockholders elected a new
board of directors on February 6, 1990 and ceased to be a Government
controlled corporation subject to the Privacy Act.
FHLMC-I
System name: Corporate Employee Files.
System location: Department of Human Resources, Federal Home Loan
Mortgage Corporation, 1776 ``G'' Street NW, PO Box 37248,
Washington, D.C. 20013; Office of Regional Vice President-
Administration, Northeast Regional Office, 2001 Jefferson Davis
Highway, Arlington, Virginia 22202; Office of Regional Vice
President-Administration, Atlanta Regional Office, Peachtree Center-
Cain Tower Building, 229 Peachtree Street NE, Suite 2600, Atlanta,
Georgia 30303; Office of Regional Vice President-Administration,
Chicago Regional Office, 111 East Wacker Drive, Suite 1515, Chicago,
Illinois 60601; Office of Regional Vice President-Administration,
Dallas Regional Office, 12700 Park Central Place, Suite 1800,
Dallas, Texas 75251; Office of Regional Vice President-
Administration, Los Angeles Regional Office, 3435 Wilshire Blvd.,
Suite 1000, Los Angeles, California 90010; Office of Underwriting
Office Manager, Denver Underwriting Office, 8000 East Prentice,
Creek Side Office Complex, Building B-7, Englewood, Colorado 80111;
Office of Underwriting Office Manager, Seattle Underwriting Office,
600 Stewart Street, Suite 1315, Seattle, Washington 98101; Office of
Underwriting Office Manager, San Francisco Underwriting Office, 600
California Street, San Francisco, California 94108; Office of
Underwriting Office Manager, Newport Beach Underwriting Office, 4000
MacArthur Blvd., Suite 4700, Newport Beach, California 92660.
Categories of individuals covered by the system: All present and former
employees.
Categories of records in the system: Employment applications and/or
resumes, forms recording personnel actions, employee evaluations,
memos for the record and other routine personnel information on
identified individuals.
Authority for maintenance of the system: 12 U.S.C. Section 1452(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to provide data in
determining current employment status of employee, history of
personnel actions, evaluation of performance and to assist in
determining what, when and whether future personnel actions should
be taken. Users are the Department of Human Resources, the Office of
the Regional Vice President-Administration (in the case of Regional
Office employees), the Office of the Underwriting Office Manager (in
the case of Underwriting Office employees), supervisory personnel at
levels above the employee on whom the record is maintained and the
employee himself. These records also may be reviewed by the Legal
Department in connection with certain personnel actions, and by the
Internal Auditor and his staff.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Hard copy records.
Retrievability: By employee name.
Safeguards: Records are stored in locked cabinets and can only be viewed
upon request to the Director of Personnel Administration, in the
Washington Office, to the Regional Vice President-Administration in
the appropriate Regional Office, and to the Underwriting Office
Manager in the appropriate Underwriting Office.
Retention and disposal: Records are retained indefinitely.
System manager(s) and address: Director of Personnel Administration,
Federal Home Loan Mortgage Corporation, 1776 G Street NW, PO Box
37248, Washington, DC 20013; Office of the Regional Vice President-
Administration in each Regional Office (see address above); Office
of the Underwriting Office Manager in each Underwriting Office (see
address above).
Notification procedure: Inquiries as to whether a system of records
contains a record pertaining to an individual shall be addressed to
the system manager, in writing, and must include the name, address
and social security number and the office of employment, of the
individual making the inquiry, and the name of the record system.
Record access procedures: Requests for access to records shall be
directed to the system manager, in writing, and must include the
name, address and social security number and the office of
employment, of the individual requesting access and the name of the
record system. Requesters should also reasonably specify the record
contents being sought.
Contesting record procedures: To contest the content of a record, notify
the system manager in writing that a record is being contested, and
identify the record system, include the name, address and social
security number and the office of employment, of the individual
contesting the records and specify the information which is
contested and the reason for the contest.
Record source categories: The individual on whom file is maintained, the
supervisor, the Director of Personnel Administration, the Regional
Vice President-Administration (in the case of Regional Office
employees), and the Underwriting Office Manager (in the case of
Underwriting Office employees).
FHLMC-II
System name: Corporate Employee Current Salary Cards.
System location: Finance Department, Federal Home Loan Mortgage
Corporation, 1776 G Street NW, PO Box 37248, Washington, DC 20013.
Categories of individuals covered by the system: All present employees.
Categories of records in the system: Current salary, dependent status,
number of tax exemptions, age and date of hire, and information
regarding various types of deductions from salaries.
Authority for maintenance of the system: 12 U.S.C. 1452(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to make salary payments
to employees, to calculate employee pensions, to make reports to the
Internal Revenue Service and to provide information to the
Corporation's insurance carriers in connection with the provision of
insurance benefits to employees. Used by the Corporate Treasurer,
the Supervisor of Accounts Payable, the Payroll Clerk, the Director
of Personnel Administration and the Legal Department. These records
also may be reviewed by the Internal Auditor and his staff.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Hard copy records.
Retrievability: By employee name.
Safeguards: Records are stored in locked card file and only can be
obtained through Accounts Payable Supervisor.
Retention and disposal: Cards are destroyed as they become out of date
or upon termination of employment.
System manager(s) and address: Supervisor of Accounts Payable, Federal
Home Loan Mortgage Corporation, 1776 G Street NW, PO Box 37248,
Washington, DC 20013.
Notification procedure: Inquiries as to whether a system of records
contains a record pertaining to an individual shall be addressed to
the system manager, in writing, and must include the name, address
and social security number and the office of employment, of the
individual making the inquiry, and the name of the record system.
Record access procedures: Requests for access to records shall be
directed to the system manager, in writing, and must include the
name, address and social security number and the office of
employment, of the individual requesting access and the name of the
record system. Requesters should also reasonably specify the record
contents being sought.
Contesting record procedures: To contest the content of a record, notify
the system manager in writing that a record is being contested, and
identify the record system, include the name, address and social
security number and the office of employment, of the individual
contesting the records and specify the information which is
contested and the reason for the contest.
Record source categories: Employee files.
FHLMC-III
System name: Potential Candidates for Employment.
System location: Department of Human Resources, Federal Home Loan
Mortgage Corporation, 1776 G Street NW, PO Box 37248, Washington, DC
20013. Office of Regional Vice President-Administration in each
Regional Office (see addresses above): Office of Underwriting Office
Manager in each Underwriting Office (see addresses above).
Categories of individuals covered by the system: Potential candidates
for employment.
Categories of records in the system: Employment applications, resumes,
referral letters and memoranda relating to the application process.
Authority for maintenance of the system: 12 U.S.C. 1452(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to evaluate
qualifications of potential candidates by the Director of Personnel
Administration, the Regional Vice President-Administration (in the
case of candidates in a Regional Office), the Underwriting Office
Manager (in the case of candidates in an Underwriting Office) and
supervisors. These records also may be reviewed by the Internal
Auditor and his staff.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Hard copy records are stored in file folders.
Retrievability: By candidate name.
Safeguards: Access is gained through a request to the Director of
Personnel Administration, to the Regional Vice President-
Administration in the appropriate Regional Office or to the
Underwriting Office Manager in the appropriate Underwriting Office.
Retention and disposal: Files are retained for one year and destroyed
unless candidate is hired. If candidate is hired, file becomes part
of employee records.
System manager(s) and address: Director of Personnel Administration,
Federal Home Loan Mortgage Corporation, 1776 G Street NW, PO Box
37248, Washington, DC 20013; Office of Regional Vice President-
Administration in each Regional Office (see address above); Office
of Underwriting Office Manager in each Underwriting Office (see
address above).
Notification procedure: Inquiries as to whether a system of records
contains a record pertaining to an individual shall be addressed to
the system manager, in writing, and must include the name, address
and social security number and the office of employment, of the
individual making the inquiry, and the name of the record system.
Record access procedures: Requests for access to records shall be
directed to the system manager, in writing, and must include the
name, address and social security number and the office of
employment, of the individual requesting access and the name of the
record system. Requesters should also reasonably specify the record
contents being sought.
Contesting record procedures: To contest the content of a record, notify
the Legal Department in writing that a record is being contested,
and identify the record system, include the name, address and social
security number and the office of employment, of the individual
contesting the records and specify the information which is
contested and the reason for the contest.
Record source categories: These records are normally submitted by the
individual seeking employment. Some records could come from
individuals or employment agencies sponsoring the applications.
FHLMC-IV
System name: Corporate Employee Conflict-of-Interest Files.
System location: Legal Department, Federal Home Loan Mortgage
Corporation, 1776 G Street NW, PO Box 37248, Washington, DC 20013.
Categories of individuals covered by the system: All present and former
employees.
Categories of records in the system: Annual conflict of interest
statements submitted by employees, and memoranda concerning such
annual statements.
Authority for maintenance of the system: 12 U.S.C. 1452(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to provide data to
determine if employee has any interest which conflicts with proper
performance of duties with the Corporation. Users are the Legal
Department. In instances where personnel action may be warranted,
users also may include supervisory personnel at levels above the
employees on whom the record is maintained and the Department of
Human Resources. These records also may be reviewed by the Internal
Auditor and his staff.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Hard copy records.
Retrievability: By employee name.
Safeguards: Records can only be viewed upon request to the General
Counsel.
Retention and disposal:
Records are retained indefinitely.
System manager(s) and address: General Counsel, Federal Home Loan
Mortgage Corporation, 1776 G Street NW, PO Box 37248, Washington, DC
20013.
Notification procedure: Inquiries as to whether a system of records
contains a record pertaining to an individual shall be addressed to
the system manager, in writing, and must include the name, address
and social security number and the office of employment, of the
individual making the inquiry, and the name of the record system.
Record access procedures: Requests for access to records shall be
directed to the system manager, in writing, and must include the
name, address and social security number and the office of
employment, of the individual requesting access and the name of the
record system. Requesters should also reasonably specify the record
contents being sought.
Contesting record procedures: To contest the content of a record, notify
the system manager in writing that a record is being contested, and
identify the record system, include the name, address and social
security number and the office of employment, of the individual
contesting the records and specify the information which is
contested and the reason for the contest.
Record source categories: The individual on whom the file is maintained,
and, in some instances, members of the Legal Department and
supervisory personnel above the level of the employee on whom the
record is maintained.
FHLMC-V
System name: Net Yield Debt System.
System location: Department of Marketing, Department of Accounting, and
Department of Systems, Federal Home Loan Mortgage Corporation, 1776
G Street NW, PO Box 37248, Washington, DC 20013.
Categories of individuals covered by the system: All present and former
holders of Federal Home Loan Mortgage Corporation Participation
Certificates.
Categories of records in the system: The list of registered holders of
Participation Certificates, the monthly payment record, and copies
of remittance checks.
Authority for maintenance of the system: 12 U.S.C. 1452(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to make monthly
remittances to investors, to make reports to the Internal Revenue
Service, and to derive a Registered Holder Profile, which is used
for statistical purposes by the Marketing Department and which has,
in the past, been provided to the Federal Reserve. (While the list
of holders is used to derive the Registered Holder Profile, the
profile itself identifies holders by category only, and not by name,
and therefore does not constitute a part of a record system.) A copy
of the list of holders is provided each month to Loan Accounting,
which is responsible for determining the dollar amounts of the
checks to the holders, and to Accounts Payable, which is responsible
for mailing the checks. Users are the Marketing, Accounting, and
Systems Departments. These records may also be revised by the
Internal Auditor and his staff. Upon request of a subsequent holder
of Mortgage Participation Certificate, the Corporation may release
the names and addresses of previous owners of that security in order
to assure the proper allocation of principal and interest payments
among holders.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Investor lists and monthly payment records are hard copy.
Copies of remittance checks are on microfilm.
Retrievability: By investor name.
Safeguards: Only members of the Loan Accounting and Accounts Payable
Departments and those members of the Marketing Department who work
in processing have access to the investor lists and monthly payment
records. Access to remittance checks records may be obtained only
through a request to the Director of Processing, Marketing Division.
Retention and disposal: Records are retained indefinitely.
System manager(s) and address: Director of Processing, Director of Sales
Accounting, Supervisor of Accounts Payable, and Director of Systems
Department, Federal Home Loan Mortgage Corporation, 1776 G Street
NW, PO Box 37248, Washington, DC 20013.
Notification procedure: Inquiries whether a system of records contains a
record pertaining to an individual shall be addressed to the system
manager, in writing, and must include the name, address, and social
security number of the individual making the inquiry, and the name
of the record system.
Record access procedures: Requests for access to records shall be
directed to the system manager, in writing and must include the
name, address, and social security number of the individual
requesting access and the name of the record system. The request
should also reasonably specify the record contents being sought.
Contesting record procedures: To contest the content of a record, notify
the system manager in writing that a record is being contested, and
identify the record system. Include the name, address, and social
security number of the individual contesting the records, and
specify the information that is contested and the reason for the
contest.
Record source categories: The individual from whom the information is
obtained.
FHLMC-VI
System name: Corporate Employee Garnishments.
System location: Legal Department and Department of Accounting, Federal
Home Loan Mortgage Corporation, 1776 G Street NW, PO Box 37248,
Washington, DC 20013.
Categories of individuals covered by the system: Employees and former
employees whose salaries are or have been subject to an order of
garnishment.
Categories of records in the system: The garnishment order served on the
Corporation, internal memoranda indicating the manner in which the
deductions from salary are to be made and the records of deductions
which have been made.
Authority for maintenance of the system: 12 U.S.C. 1452(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by the Legal Department
to determine and advise Accounts Payable as to the amount to be
deducted from each payroll check. Accounts Payable uses this
information in making salary payments to employees. Users are the
Legal Department, the Supervisor of Accounts Payable, the Payroll
Clerk and the Director of Personnel Administration. These records
may also be reviewed by the Internal Auditor and his staff.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Hard copy records are stored in file folders.
Retrievability: By employee name.
Safeguards: Access gained through a request to the General Counsel.
Retention and disposal: Records are stored indefinitely.
System manager(s) and address: General Counsel and Supervisor of
Accounts Payable, Federal Home Loan Mortgage Corporation, 1776 G
Street NW, PO Box 37248, Washington, DC 20013.
Notification procedure: Inquiries as to whether a system of records
contains a record pertaining to an individual shall be addressed to
the system manager, in writing, and must include the name, address
and social security number and the office of employment, of the
individual making the inquiry, and the name of the record system.
Record access procedures: Requests for access to records shall be
directed to the system manager, in writing, and must include the
name, address and social security number and the office of
employment, of the individual requesting access and the name of the
record system. Requesters should also reasonably specify the record
contents being sought.
Contesting record procedures: To contest the content of a record, notify
the system manager in writing that a record is being contested, and
identify the record system, include the name, address and social
security number and the office of employment, of the individual
contesting the records and specify the information which is
contested and the reason for the contest.
Record source categories: Court issuing the order of garnishment, the
Legal Department, Supervisor of Accounts Payable and the Payroll
Clerk.
FHLMC-VII
System name: Discrimination Complaint Files.
System location:
Legal Department, Federal Home Loan Mortgage Corporation, 1776 G
Street NW, PO Box 37248, Washington, DC 20013.
Categories of individuals covered by the system: Employees, former
employees and applicants who have filed formal complaints of
discrimination against the Corporation.
Categories of records in the system: Formal complaints, Equal Employment
Opportunity Counselors' reports, investigative reports, proposals
for disposition of the complaint, hearing examiners' files, and
related memoranda and correspondence pertaining to the complaint.
Authority for maintenance of the system: 12 U.S.C. 1452(b).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Records are used to provide
documentation of complaint procedures for both administrative and
legal purposes; they are used by the Legal Department, the Equal
Employment Opportunity Director and his staff, the parties involved
in the complaint procedure and the Equal Employment Opportunity
Commission.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Hard copy records are stored in file folders.
Retrievability: By employee name or initials.
Safeguards: Access to records is limited to the Legal Department, the
Equal Employment Opportunity Director and Counselor, and the
Department of Human Resources.
Retention and disposal: Records are retained indefinitely.
System manager(s) and address: Director, Equal Employment Opportunity,
Federal Home Loan Mortgage Corporation, 1776 G Street NW, PO Box
37248, Washington, DC 20013.
Notification procedure: Inquiries as to whether a system of records
contains a record pertaining to an individual shall be addressed to
the system manager, in writing, and must include the name, address
and social security number and the office of employment, of the
individual making the inquiry, and the name of the record system.
Record access procedures: Requests for access to records shall be
directed to the system manager, in writing, and must include the
name, address and social security number and the office of
employment, of the individual requesting access and the name of the
record system. Requesters should also reasonably specify the record
contents being sought.
Contesting record procedures: To contest the content of a record, notify
the system manager in writing that a record is being contested, and
identify the record system, include the name, address and social
security number and the office of employment, of the individual
contesting the records and specify the information which is
contested and the reason for the contest.
Record source categories: The individual on whom the file is maintained,
the Legal Department, the complaint investigator, the EEO Counselor,
and the complaints examiner, as applicable.