[Privacy Act Issuances (1997)]
[From the U.S. Government Publishing Office, www.gpo.gov]
AMERICAN BATTLE MONUMENTS COMMISSION
TABLE OF CONTENTS
ABMC--1 Official Personnel Records.
ABMC--2 General Financial Records.
ABMC--3 Informal Personnel Files.
ABMC--4 Conflict of Interest Files.
ABMC--5 Fund Raising Solicitation Files.
Appendix
ABMC-1
System name: Official Personnel Records-ABMC.
System location: American Battle Monuments Commission, 4C104
Forrestal Building, 1000 Independence Ave., SW, Washington, DC 20314.
Categories of individuals covered by the system: ABMC Civil Service
employees.
Categories of records in the system: Official Personnel Folders.
Authority for maintenance of the system: Federal Personnel Manual,
USCSC, Chapter 293
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: In house. Records
are released to USCSC for audits; see appendix.
The mnames, social security numbers, home addresses, dates of
birth, dates of hire, quarterly earnings, employer identifying
information, and State of hire of employees may be disclosed to the
Office of Child Support Enforcement, Administration for Children and
Families, Department of Health and Human Services for the purpose of
locating individuals to establish paternity, establishing and
modifying orders of child support, identifying sources of income, and
for other child support enforcement actions as required by the
Personal Responsibility and Work Opportunity Reconciliation Act
(Welfare Reform Law, Pub. L. 104-193).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Manual-By name and Social Security Number.
Safeguards: Stored in locked metal file containers in guarded
building; released only to authorized personnel.
Retention and disposal: Retained while individual employed by
Commission; transferred to new agency if employee leaves Commission
for reemployment with another agency; transferred to Federal Records
Center, St. Louis, Missouri, 30 days after individual is separated
from government service or retires.
System manager(s) and address:
Director, Personnel and Administration
American Battle Monuments Commission
4C104 Forrestal Building
1000 Independence Avenue, SW
Washington, DC 20314
Notification procedure: Contact individual listed above or Officer-
in-Charge of field office appropriate to individuals' area of
employment.
Record access procedures: ABMC access procedures are contained in
Sec. 407.3
Contesting record procedures: Contesting Procedures are contained
in Sec. 407.9.
Record source categories: The subject individual; the American
Battle Monuments Commission.
ABMC-2
System name: General Financial Records-ABMC.
System location: American Battle Monuments Commission, 4C104
Forrestal Building, 1000 Independence Ave., SW, Washington, DC 20314.
Categories of individuals covered by the system: Past and present
ABMC employees.
Categories of records in the system: Varied payroll records,
including, among other documents, time and attendance cards; payment
vouchers; travel vouchers; official travel authorizations;
comprehensive listing of employees; health benefits records; requests
for deductions; tax forms; W2 forms; overtime requests; leave data;
retirement records. Records are used by the ABMC employees to
maintain adequate payroll information for ABMC employees and
otherwise by the ABMC employees who have a need for the records in
the performance of their duties.
Authority for maintenance of the system: 31 USC generally and Pub.
L. 91-175.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: In house; see
appendix. Records are also released to GAO for audits and to the
Internal Revenue Service for investigation.
The mnames, social security numbers, home addresses, dates of
birth, dates of hire, quarterly earnings, employer identifying
information, and State of hire of employees may be disclosed to the
Office of Child Support Enforcement, Administration for Children and
Families, Department of Health and Human Services for the purpose of
locating individuals to establish paternity, establishing and
modifying orders of child support, identifying sources of income, and
for other child support enforcement actions as required by the
Personal Responsibility and Work Opportunity Reconciliation Act
(Welfare Reform Law, Pub. L. 104-193).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Manual. Identifier-By name and Social Security
Number.
Safeguards: Stored in metal file containers in guarded building;
released only to authorized personnel.
Retention and disposal: Disposition of records shall be in
accordance with HB GSA Records Maintenance and Disposition System
(OAD P 1820.2).
System manager(s) and address:
Chief, Accounting Division
Operations and Finance
American Battle Monuments Commission
4C014 Forrestal Building
1000 Independence Avenue, SW
Washington, DC 20314
Notification procedure: Contact individual listed above, or
Director, Operations and Finance, American Battle Monuments
Commission, 4C014 Forrestal Building, Washington, DC 20314.
Record access procedures: ABMC access procedures are contained in
Sec. 407.3.
Contesting record procedures: Contesting Record Procedures are
contained in Sec. 407.9.
Record source categories: The subject individual; the American
Battle Monuments Commission.
ABMC-3
System name: Informal Personnel Files-ABMC.
System location: American Battle Monuments Commission, 4C014
Forrestal Building, Washington, DC 20314.
Categories of individuals covered by the system: Members of the
Commission and employees.
Categories of records in the system: General personnel information
including position descriptions, training records, performance
appraisals, security clearances, employment history, home address,
titles, date of birth, grade and salary, age, social security number,
home telephone number, resume, letters of recommendation, personal
qualifications statement or recommendations for performance
recognition.
Authority for maintenance of the system: 44 USC 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: In house; see
appendix.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper
Retrievability: Manual. Identifier-Name.
Safeguards: Filed locked, steel cabinets; records available to
authorized persons only.
Retention and disposal: Destroyed after three years of inactivity.
System manager(s) and address:
Director, Personnel and Administration
American Battle Monuments Commission
4C104 Forrestal Building
1000 Independence Avenue, SW
Washington, DC 20314
Notification procedure: Contact individual listed above.
Record access procedures: ABMC access procedures are contained in
Sec. 407.3 Rules Safeguarding Personal Information in ABMC Records.
Contesting record procedures: Contesting record procedures are
contained in Sec. 407.9.
Record source categories: Individual himself; education
institution; previous employers; letters of recommendations named by
individual himself.
ABMC-4
System name: Conflict of Interest Filed-ABMC.
System location: American Battle Monuments Commission, 4C014
Forrestal Building, 1000 Independence Ave., SW, Washington, DC 20314.
Categories of individuals covered by the system: ABMC employees.
Categories of records in the system: Title: `Confidential Report of
Employment and Financial Interests' required of certain employees
contains a statement of the financial interests of the employee and
the members of his immediate family and the employment of the
immediate family or any other employment by the ABMC employee.
Authority for maintenance of the system: 44 USC 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: In house; see
appendix.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Manual. Identifier-Name.
Safeguards: Filed in locked, steel cabinets; records available to
authorized persons only.
Retention and disposal: Destroyed after two years of inactivity.
System manager(s) and address:
Director, Personnel and Administration
American Battle Monuments Commission
4C104 Forrestal Building
1000 Independence Avenue, SW
Washington, DC 20314
Notification procedure: Contact individual listed above.
Record access procedures: ABMC access procedures are contained in
Sec. 407.3 Rules Safeguarding Personal Information in ABMC records.
Contesting record procedures: Contesting Record Procedures are
contained in Sec. 407.9.
Record source categories: Individual himself and people named by
individual to supply information.
APPENDIX `Routine Uses'
1. 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 or records may be referred, as a routine use,
to the appropriate agency, whether federal, state, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute or
rule, regulation or order issued pursuant thereto. 2. A record from
this system of records may be disclosed as a `routine use' to a
federal state or local agency maintaining civil, criminal or other
relevant enforcement information or other pertinent information, 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. 3. 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, grantor 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. 4. 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 of a grievance,
complaint or appeal filed by an employee. A record from 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. 5. A record
from this system of records may be disclosed to officers and
employees of a federal agency for purposes of audit.
ABMC-5
System name:
Fund Raising Solicitation Files.
Security classification::
None.
System location:
American Battle Monuments Commission, Courthouse Plaza II, Suite
500, 2300 Clarendon Boulevard, Arlington, VA 22201.
Categories of individuals covered by the system:
Individuals who respond to requests for contributions to the
National World War II Memorial.
Categories of records in the system:
Records documenting contributions, gift acknowledgments and
information provided by contributors in memory of the national effort
that led to victory in World War II.
Authority for maintenance of the system: 36 U.S.C. 121, et.
seq., generally and Pub. L. 103-32.
Purpose(s):
Records are maintained for the purpose of raising funds for the
construction of the National World War II Memorial authorized by Pub.
L. 103-32.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A record maintained in this system of records may be disseminated
as a routine use of such record as follows:
(1) The names, addresses and other information voluntarily
provided by contributors and maintained in this system are used to by
the Commission to solicit funds from private sources for the
construction of the National World War II Memorial authorized by Pub.
L. 103-32 and to acknowledge such contributions.
(2) The records may be made available to contractors or other
agents of the Commission in the course of comprehensive fund raising
efforts.
(3) A record may be disclosed in response to a court subpoena, to
appropriate parties engaged in litigation or in preparation of
possible litigation such as potential witnesses for the purpose of
securing their testimony when necessary to courts, magistrate or
administrative tribunals, to parties and their attorneys for the
purposes of proceeding with litigation or settlement of disputes, to
individuals seeking information by using establishing discovery
procedures, whether in connection with civil, criminal or regulatory
proceedings.
(4) A record pertaining to an individual may be disclosed to a
congressional office, in response to an inquiry which such
congressional office presents as being made on behalf of, and at the
request of, that individual.
(5) to facilitate processing Freedom of Information and Privacy
Act requests for these records, information may be disclosed to
another Federal agency to (a) permit a decision as to access,
amendment or correction of records to be made in consultation with or
by that agency, or (b) verify the identity of an individual or the
accuracy of information submitted by an individual who has requested
access to, or amendment or correction of records;
(6) information may be released to the news media and the public
unless it is determined that release would constitute an unwarranted
invasion of personal privacy;
(7) a record may be disclosed to the National Archives and
Records Administration and the General Services Administration in
records management inspections conducted under the authority of 44
U.S.C. 2904 and 2906.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual records are stored in file cabinets and on index cards.
Automated records are stored on magnetic disks. The disks are stored
on the premises of the Commission or a firm contracted by the
Commission in a room designated as a disk library. Two hard copy
printouts of the tapes are retained by the Commission or a firm
contracted by the Commission in metal cabinets with key locks.
Retrievability:
The records are maintained in alphabetical order.
Safeguards:
Records are maintained by the Commission or its contractor so as
to permit access only to employees or others acting on behalf of the
Commission who have a need to know in connection with their duties.
Retention and disposal:
The records are updated as contributions are made, or as
additional information is otherwise received from contributors and
obsolete names and related information is deleted.
System manager(s) and address:
Director, Personnel and Administration, American Battle Monuments
Commission, Courthouse Plaza II, Suite 500, 2300 Clarendon Boulevard
Arlington, VA 22201
Notification procedure:
Contact the system manager listed above.
Record access procedures:
Submit in writing all requests for access to the system manager
identified above. Clearly mark the envelope and letter ``FOI/PA
Request'' and provide a return address. The subject of the record
should also provide his/her full name and notarized signature, date
and place of birth, or other information which may assist in locating
the records sought.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the system manager
listed above. The request should clearly state what information is
being contested, the reasons for contesting it, and the proposed
amendment to the information sought.
Record source categories:
Information is obtained from individuals voluntarily making
contributions to the National World War II Memorial or providing
information on individuals who contributed to the war effort.