[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
ADVISORY COMMISSION ON INTERGOVERNMENTAL RELATIONS
TABLE OF CONTENTS
ACIR--1 Audience mailing list.
ACIR--2 Financial accounts.
ACIR--3 Official personnel files.
ACIR--1
System name: Audience Mailing List--ACIR
System location: The system is maintained by a contractor at his place
of business. Since the contractor may change from time-to-time, the
system is administered by:
Assistant to the Executive Director, Advisory Commission on
Intergovernmental Relations, 726 Jackson Place, NW, Washington, DC
20575
Categories of individuals covered by the system: The system contains
individuals and organizations representing the executive and
legislative sectors of all levels of government, community civic and
business leaders, members of the academic community, and other
individuals (both foreign and domestic) interested in government.
Categories of records in the system: Name of individual or organization,
title, address. The individual is provided with functional codes up
to five out of a possible 999 choices, five interest codes from a
possible 99, and one publication (Privacy Act) code. Each entity is
also assigned an identification number.
Authority for maintenance of the system: The Advisory Commission on
Intergovernmental Relations Act. 42 U.S.C. 4271.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To mail commission reports,
announcements, recommendations, as well as other information on
government and intergovernmental relations produced by the
Commission and others.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: The information in the system of records is maintained on
keypunch cards and optical scanning sheets until entered into the
master magnetic tape.
Retrievability: An individual report may be retrieved only by specific
identification number assigned at the time it is placed in the
system.
Safeguards: The physical master tapes are kept in locked, fireproof
cabinets, in limited access facilities, in a guarded bank building.
Access to the master tape for routine uses is restricted to the
system manager and his assistant (two people) and requires 1043 OCR
Keypunch-encoded information in proper sequential presentation.
Retention and disposal: The records are maintained until the recipient
no longer classifies as important for ACIR retention. Updating is
handled biennially at the minimum and is ongoing regularly. Disposal
is handled by electronic erasure. All paperwork is destroyed when
the record is entered into the master file.
System manager(s) and address: Assistant to the Executive Director,
Advisory Commission on Intergovernmental Relations, 726 Jackson
Place, NW, Washington, DC 20575.
Notification procedure: Same as the above. See Commission access
regulations.
Record access procedures: Same as the above. See Commission access
regulations.
Contesting record procedures: Same as the above. See Commission access
regulations.
Record source categories: The individual record is created from
individual responses, public and organizational directories, other
mailing lists, and information obtained in the day-to-day operation
of the Commission. The individual is notified at least biennially
that he is on the system and has the right to be removed or to limit
the use of his record by the Commission.
Systems exempted from certain provisions of the act: None.
ACIR--2
System name: Financial Accounts--ACIR.
System location: Advisory Commission on Intergovernmental Relations, 726
Jackson Place, NW, Washington, DC 20575
Categories of individuals covered by the system: Anyone having or
entering into financial transactions with the Commission including
employees, other individuals, and organizations.
Categories of records in the system: Contains all information regarding
the financial transactions of the individual or organization with
the commission, including records of payments to or from said
organizations and individuals, as well as those records that have a
bearing on the amount of the transactions.
Authority for maintenance of the system: The Advisory Commission on
Intergovernmental Relations Act. 42 U.S.C. 4271.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To check the validity of
current financial transactions, an internal operation only.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: In 8-1/2 by 11 inch manila files, in fireproof file cabinets,
in federally protected, secured building.
Retrievability: Indexed by name and by financial transaction number.
Safeguards: Federally secured building.
Retention and disposal: All records are maintained for three years in
the ACIR offices, two years in the ACIR offices, two years in the
ACIR warehouse or GSA Archives, and then they are destroyed.
System manager(s) and address: Accountant, Advisory Commission on
Intergovernmental Relations, 726 Jackson Place, NW, Washington, DC
20575
Notification procedure: Assistant to the Executive Director, (address is
same as above). See Commission access regulations.
Record access procedures: Same as above. See Commission access
regulations.
Contesting record procedures: Same as above. See Commission access
regulations.
Record source categories: The individual or organization upon whom the
record is maintained.
Systems exempted from certain provisions of the act: None.
ACIR--3
System name: Official Personnel Files--ACIR.
System location: Advisory Commission on Intergovernmental Relations, 726
Jackson Place, NW, Washington, DC 20575
Categories of individuals covered by the system: Present and former
members of the Commission and present and former employees of the
Commission.
Categories of records in the system: General personnel information,
including, among other data, applications, suggestions, position
descriptions, request for and notification of personnel action,
employee performance ratings and promotion appraisals, time and
attendance records, security clearances, titles, salary, employment
history, home address, age, marital status, SSN, home telephone
number, resume, and letters of recommendation. System contains
copies of Civil Service Commission and GSA personnel forms including
SF 50, Notification of Personnel Action; SF 52, Request for
Personnel Action; SF 171, Personnel Qualification Statement; etc.
Authority for maintenance of the system: The Advisory Commission on
Intergovernmental Relations Act, 42 U.S.C. 4271.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: A record from this system of
records may be disclosed as a ``routine use'' to a federal, state or
local agency maintaining civil, criminal or other relevant
enforcement information or other pertinent information, such as
current licenses, if necessary to obtain information relevant to an
agency decision concerning the hiring or retention of an employee,
the issuance of a security clearance, the letting of a contract or
the issuance of a license, grant or other benefit.
A record from this system of records may be disclosed to an authorized
appeal grievance examiner, formal complaints examiner, equal
employment opportunity investigator, arbitrator or other duly
authorized official engaged in investigation or settlement or a
grievance, complaint, or appeal filed by an employee. A record of this
system of records may be disclosed to the United States Civil Service
Commission in accordance with the agency's responsibility for
evaluation and oversight of federal personnel management.
A record from this system of records may be disclosed to officers and
employees of a federal agency for purposes of audit.
A record from this system of records may be disclosed to a federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision in the matter.
In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether federal, state, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
Records also are released to GAO for audits; to the IRS for
investigation; and to private attorneys pursuant to a power of
attorney.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and microfilm.
Retrievability: Social Security Number and name.
Safeguards: Stored in guarded building; released to authorized
personnel.
Retention and disposal: Retained indefinitely. Disposition of records
shall be in accordance with the HB GSA Records Maintenance and
Disposition System (OAD P 1820.2).
System manager(s) and address: Administrative Officer, Advisory
Commission on Intergovernmental Relations, 726 Jackson Place, NW,
Washington, DC 20575.
Notification procedure: See Commission access regulations.
Record access procedures: See Commission access regulations.
Contesting record procedures: See Commission access regulations.
Record source categories: The subject individual and the Commission.
Systems exempted from certain provisions of the act: None.