[Privacy Act Issuances (1997)]
[From the U.S. Government Publishing Office, www.gpo.gov]

FEDERAL EMERGENCY MANAGEMENT AGENCY

   Table of Contents

   FEMA/ADM-1, Office Files.
   FEMA/ADM-2, Office Services File System.
   FEMA/ADM-3, Federal Advisory and Other Committee Files.
   FEMA/CGC-1, Cerro Grande Fire Assistance Claim Files.
   FEMA/EX-1, Biographies.
   FEMA/EX-2, President's and Director's Award Nominees.
   FEMA/FIA-1, Federal Crime Insurance Program.
   FEMA/FIA-2, National Flood Insurance Application and Related 
            Documents Files.
   FEMA/GC-1, Claim (litigation).
   FEMA/GOVT-1, National Defense Executive Reserve System.
   FEMA/IG-1, General Investigative Files.
   FEMA/MIT-7, Flood Map Customer Records
   FEMA/NETC-1, Student Application and Registration Records
   FEMA/NETC-2, Emergency Management Training Program Home Study Courses
   FEMA/NETC-3, Records of Alleged Misconduct of Students Attending 
            Training Courses at the National Emergency Training Center.
   FEMA/NETC-4, Associate Faculty Tracking System.
   FEMA/NP-1, Emergency Assignment System.
   FEMA/NP-2, Key Personnel Central Locator List.
   FEMA/OC-1, Travel and Transportation Accounting.
   FEMA/OC-2, Debt Collection Files.
   FEMA/OT-4, Associate Faculty Tracking System.
   FEMA/PER-1, Grievance Records.
   FEMA/PER-2, Equal Employment Opportunity Complaints of Discrimination 
            Files.
   FEMA/PER-3, Payroll and Leave Accounting.
   FEMA/REG-1, State and Local Civil Preparedness Instructional Program 
            (SLCPIP).
   FEMA/REG-2, Disaster Recovery Assistance Files.
   FEMA/SEC-1, Security Support System.
   FEMA/SLPS-1, Application for Enrollment in Architectural Engineering 
            Professional Development Program.
   FEMA/SLPS-2, Military Reserve Program.
   FEMA/SLPS-3, Radioactive Materials Inventory.
   FEMA/SLPS-4, Maintenance and Calibration.
   FEMA/SLPS-5, Radiation Exposure and Radioactive Materials; Radiation 
            Committee Records.
   FEMA/SLPS-6, Temporary and Permanent Personal and Real Property 
            Acquisitions and Relocation Files.

    FEMA/ADM-1

   System name: Office Files.

     Security classification: 
       Unclassified.
     System location: 
       A central file for correspondence through August 31, 1990, is 
   maintained by the Office of Administrative Support, Federal Emergency 
   Management Agency, Washington, DC 20472. After August 31, 1990, the 
   individual program and staff offices at headquarters will maintain 
   their own official records. Files are also maintained by the National 
   Emergency Training Center and all Regional offices. Addresses for the 
   Regional Offices are listed in Appendix AA.
     Categories of individuals covered by the system: 
       Individuals, including Congress, from whom an inquiry or request 
   is received and from whom a reply is addressed. Transmittals for 
   publications, etc., are not retained.
     Categories of records in the system: 
       Correspondence applicable to the internal administration of the 
   Agency; e.g., accounting, correspondence pertinent to the personnel 
   program, budget, procurement, administrative services, etc., 
   congressional correspondence, public affairs activities, 
   correspondence concerning regional activities, equal opportunity, 
   program analysis and evaluation, operations support (communications 
   and computer services, operations center activities), Federal 
   Insurance Administration, U.S. Fire Administration, training and 
   education activities, activities concerning nationwide plans and 
   preparedness for peacetime and wartime emergencies, hazard 
   mitigation, research program relative to Agency missions, Federal 
   disaster assistance program activities.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 44 U.S.C. 3101; 50 U.S.C. App. 2253; E.O. 12127; 
   E.O. 12148; and Reorganization Plan No. 3.
   Purpose(s): 
       For the purpose of maintaining a record and background material 
   concerning inquiries made to FEMA and FEMA responses.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include any of the uses listed in Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records are maintained in file folders.
     Retrievability: 
       Alphabetically by inquirer's name, except that responses to 
   Congressional inquiries are filed separately.
     Safeguards: 
       Paper records are maintained in locked containers and/or room. 
   All records are maintained in areas that are secured by building 
   guards during non-business hours. Records are retained in areas 
   accessible only to authorized personnel who are properly screened, 
   cleared and trained.
     Retention and disposal: 
       Records are covered by General Records Schedule 23 and FEMA 
   Schedule N1-311-86-1, 1-G-1. Office administrative files are 
   destroyed when 2 years old or when no longer needed, whichever is 
   sooner. Records containing substantive information relating to the 
   official activities of high level officials are considered permanent 
   and will be offered to the National Archives.
     System manager(s) and address: 
       A central files for correspondence through August 31, 1990, is 
   maintained by the Office of Administrative Support, Federal Emergency 
   Management Agency, Washington, DC 20472. After August 31, 1990, the 
   individual program and staff offices at Headquarters may maintain 
   their own official records. After August 31, 1990, requests for 
   Headquarters and National Emergency Training Center records may be 
   addressed to the FOIA/Privacy Specialist, Federal Emergency 
   Management Agency, Washington, DC 20472. Addresses for the Regional 
   Offices are listed in Appendix AA.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       All records in the system consist of FEMA generated records 
   according to a request or inquiry from the individual.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/ADM-2

   System name: Office Services File System.

     Security classification: 
       Unclassified.
     System location: 
       Office of Administrative Support, Federal Emergency Management 
   Agency, Washington, DC 20472; National Emergency Training Center and 
   all Regional offices. Addresses for the Regional Offices are listed 
   in Appendix AA.
     Categories of individuals covered by the system: 
       All employees of FEMA, headquarters and field, including full 
   time permanent, part time, temporary and consultants.
     Categories of records in the system: 
       FEMA Form 61-14, Motor Vehicle Usage Records; Standard Form 91, 
   accident report file; memoranda regarding car pools and parking 
   pools; and telephone directories which contain no personal 
   information but serve as a means of locating individuals during 
   business hours. Authority for maintenance of the system: 5 U.S.C. 
   301; 50 U.S.C. App. 2253; 50 U.S.C. App. 2253; E.O. 12127; E.O. 
   12148; and Reorganization Plan No. 3.
   Purpose(s): 
       For the in-house use of identifying FEMA employees authorized to 
   operate Government vehicles; to record individuals and vehicles 
   involved in accidents involving FEMA-owned or leased vehicles; to 
   maintain a record of FEMA employees authorized official parking 
   spaces; and to maintain telephone directories which contain no 
   personal information but serve as a means of locating individuals 
   during business hours.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include any of the uses listed in Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records are maintained in file folders.
     Retrievability: 
       By last name of employee or organizational element.
     Safeguards: 
       Paper records are maintained in locked containers and/or room. 
   All records are maintained in areas that are secured by building 
   guards during non-business hours. Records are retained in areas 
   accessible only to authorized personnel who are properly screened, 
   cleared and trained.
     Retention and disposal: 
       Telephone directories become obsolete when updated records are 
   prepared. Obsolete records and directories are destroyed. Motor 
   vehicle records are covered by General Records Schedule 10. Motor 
   Vehicle Operating and Maintenance files are destroyed when 3 months 
   old. Motor Vehicle Accidents files are destroyed 6 years after case 
   is closed. Disposition of other correspondence not covered in this 
   section shall be destroyed when 2 years old or in accordance with 
   General Records Schedule 23.
     System manager(s) and address: 
       Director, Office of Administrative Support, Federal Emergency 
   Management Agency, Washington, DC 20472; all Regional Directors of 
   FEMA, addresses are listed in Appendix AA.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested the reasons 
   for contesting it, and the proposed amendment to the information 
   sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
      Record source categories:
       All records are FEMA generated records based on data submitted by 
   the employee.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/ADM-3

   System name: Federal Advisory and Other Committee Files.

     Security classification: 
       Unclassified.
     System location: 
       Office of Administrative Support, Federal Emergency Management 
   Agency, Washington, DC 20472; National Emergency Training Center, 
   Federal Emergency Management Agency, 16825 South Seton Avenue, 
   Emmitsburg, Maryland 21727; and all Regional offices. Addresses for 
   the Regional Offices are listed in Appendix AA.
     Categories of individuals covered by the system: 
       Federal government employees on FEMA internal committees and on 
   interagency committees; architects and engineers and other persons 
   who are appointed to the FEMA sponsored Federal advisory committees.
     Categories of records in the system: 
       Government employees--name, office address and name of employing 
   agency; Nongovernment employees--biographical material including name 
   of employer, title, address, legal voting residence, place and date 
   of birth, marital status, military service, education, registration 
   in professional societies work experience, record of performance, 
   publications authored, membership on other boards or committees, 
   professional awards, and other information which can be used to 
   determine fitness of individual to sit on the committee, such as 
   description of private associations.
     Authority for maintenance of the system: 
       Pub. L. 92-463, Federal Advisory Committee Act, E.O. 12024, E.O. 
   12127 of March 31, 1979, E.O. 12148 of July 20, 1979, and 
   Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of maintaining a list of members of the various 
   Federal advisory committees, FEMA internal committees, and 
   interagency committees in order to provide them with information on 
   committee functions, meeting dates, agendas, and other purposes for 
   managing the committee activities. To ensure that FEMA participation 
   in private, nongovernmental associations, societies, etc., is limited 
   only to the extent of FEMA interest therein; to assure preparation 
   and submittal of certain input information that is needed for the 
   reports required by laws and issuance cited above; and to provide a 
   tool with which top management can assure that the terms of the 
   regulations regarding the creation and use of committees are being 
   complied with.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include any of the uses listed in Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records are maintained in file folders.
     Retrievability: 
       By name of the committee, society, or association; alphabetically 
   by name of individual Federal advisory committee member.
     Safeguards: 
       Paper records are maintained in locked containers and/or room. 
   All records are maintained in areas that are secured by building 
   guards during non-business hours. Records are retained in areas 
   accessible only to authorized personnel who are properly screened, 
   cleaned and trained.
     Retention and disposal: 
       Minutes of Federal advisory committee meetings and committee 
   member files are covered by FEMA Schedule N1-311-86-1, 5-A and are 
   permanent. Administrative files are maintained for 10 years.
     System manager(s) and address: 
       Director, Office of Administrative Support Federal Emergency 
   Management Agency, Washington, DC 20472; all Regional Directors of 
   FEMA, addresses are listed in Appendix AA.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested the reasons 
   for contesting it, and the proposed amendment to the information 
   sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Biographical information submitted by government or 
   nongovernmental individuals nominated for membership on Federal 
   advisory committees.
     Systems exempted from certain provisions of the act: 
       None.

   FEMA CGC-1

   System name: 

       FEMA/CGC-1, Cerro Grande Fire Assistance Act Claim Files.
     Security classification: 
       Unclassified.
     System location: 
       Cerro Grande Fire Assistance Claims Office, New Mexico.
     Categories of individuals covered by the system: 
       Injured parties claiming compensation for injury to person, 
   property, and economic losses resulting from the Cerro Grande fire of 
   May 2000, and subrogees of such injured parties.
     Categories of records in the system: 
       (a) Records of claims include names, addresses, telephone 
   numbers, nature and amount of claim, insurance coverage information, 
   and evidence to support claim for the purpose of receiving 
   compensation.
       (b) Inspection and appraisal reports containing identification 
   information relating to the claim and results of survey of damaged 
   property and goods.
       (c) Supporting medical documentation.
       (d) Notice of Loss forms, Proof of Loss forms, documents from 
   other agencies relating to the claim, general administrative and 
   fiscal information, payment schedules, and disposition of claims, 
   general correspondence, including requests for disbursement of 
   payments, contracts, leases, estimates for repair or replacement of 
   fire damaged/ destroyed residence or business.
       (e) Claim decisions and appeals.
       (f) Arbitration decisions, settlement/mediation agreements, and 
   other documents related to the arbitration or settlement process.
     Authority for maintenance of the system: 
       Cerro Grande Fire Assistance Act, Pub. L. 106-246, 106th 
   Congress, 2d Session (2000), 114 Stat. 511, 584.
   Purpose(s): 
       To register claims, evaluate and verify information provided by 
   claimants, inspect damaged property, make determinations for 
   compensation, and make determinations on claims relating to 
   reasonable mitigation efforts that reduce the risk of wildfire, 
   flood, or other natural disasters in the affected counties.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       The Privacy Act permits us to disclose information about 
   individuals without their consent for a routine use, i.e., when the 
   information will be used for a purpose that is compatible with the 
   purpose for which we collected the information. The routine uses of 
   this system are:
       (a) Disclosure may be made to agency contractors who have been 
   engaged to assist the agency in the performance of a contract service 
   related to this system of records and who need to have access to the 
   records in order to perform the activity. Recipients must comply with 
   the requirements of the Privacy Act of 1974, as amended, 5 USC 552a.
       (b) Disclosure may be made to a member of Congress or to a 
   Congressional staff member in response to an inquiry of the 
   Congressional office made at the written request of the constituent 
   about whom the record is maintained.
       (c) Disclosure may be made to other Federal agencies that FEMA 
   has determined provided Cerro Grande fire-related assistance to 
   claimant in order to ensure that benefits are not duplicated.
       (d) Disclosure of information submitted by an individual Claimant 
   may be made to an insurance company or other third party that has 
   submitted a subrogation claim relating to such Claimant when it is 
   necessary in FEMA's opinion to ensure that benefits are not 
   duplicated and to efficiently coordinate the processing of claims 
   brought by individuals and subrogees.
       (e) Disclosure of property loss information may be made to local 
   governments in Los Alamos, Rio Arriba, Sandoval and Santa Fe counties 
   and the Pueblos of San Ildefonso and Santa Clara for the purpose of 
   preparing community-wide mitigation plans.
       (f) When a record on its face, or in conjunction with other 
   records, 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, disclosure may be made to the 
   appropriate agency, whether Federal, foreign, State, local, or tribal 
   or other public authority responsible for enforcing, investigating or 
   prosecuting such violation or charged with enforcing or implementing 
   the statute, or rule, regulation, or order issued pursuant thereto, 
   if the information disclosed is relevant to any enforcement, 
   regulatory, investigative or prosecutive responsibility of the 
   receiving entity.
       (g) Disclosure may be made to the National Archives and Records 
   Administration for the purpose of conducting records management 
   studies under the authority of 44 U.S.C. 2904 and 2906.
   Disclosure to consumer reporting agencies:
       Disclosures under 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).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records in this system are stored in magnetic media (e.g., 
   computer hard drives and computer disks) and on paper. Paper 
   printouts of these data are made when required for study. The system 
   may also contain photocopies of numerous documents and records, which 
   are filed in appropriate file folders.
     Retrievability: 
       By name, address, and claim number.
     Safeguards: 
       We will employ a number of security measures to minimize the risk 
   of unauthorized access to or disclosure of personal data in the 
   proposed system. These measures include the use of passwords and 
   access codes to enter the computer system which will maintain the 
   data, and storage of the computerized records and paper records in 
   secured areas that are accessible only to employees who require the 
   information in performing their official duties. Paper documents are 
   stored either in lockable file cabinets within locked rooms or in 
   otherwise secured areas. In addition, we will require contract 
   employees to comply with the safeguards that must be followed to 
   protect the data.
     Retention and disposal: 
       The files are maintained at the Cerro Grande Fire Assistance 
   Claims Office until completion of a claim. After such time, the files 
   will be transferred to FEMA, 500 C Street, SW, Washington, DC for 
   three years, and then they will be transferred to the appropriate 
   Federal Records Center for seven years until they are destroyed. 
   Means of disposal are appropriate to the storage medium (e.g., 
   erasure of disks, shredding of paper records, etc.)
     System manager(s) and address: 
       Director, Cerro Grande Fire Administration Office, Federal 
   Emergency Management Agency, 1549 6th Street, Suite H, Santa Fe, NM 
   87505; and Federal Emergency Management Agency, Office of the General 
   Counsel, room 840, 500 C Street, SW, Washington, DC 20472.
     Notification procedure:
       An individual can find out whether this system of records 
   contains information about him/her by writing to the system manager 
   at the address shown above and providing his/her name and address. 
   Inquiries should be addressed to the System Manager. Written requests 
   should be clearly marked, ``Privacy Act Request'' on the envelope and 
   letter. Include full name, some type of appropriate personal 
   identification, and current address.
       When requesting notification of records in person, the individual 
   should be able to provide some acceptable identification, such as a 
   driver's license, passport, employing office's identification card, 
   military identification card, student identification card or other 
   identification data.
     Record access procedures:
       Same as notification procedures described above. Individuals 
   requesting access to their records should also reasonably describe 
   the record(s) they are seeking.
     Contesting records procedure:
       Same as notification procedures described above. Individuals 
   contesting the contents of a record in the system should also 
   reasonably describe the record(s), specify the information being 
   contested, and state the corrective action sought with supporting 
   justification showing how the record is untimely, incomplete, 
   inaccurate, or irrelevant. FEMA Privacy Act regulations are located 
   at 44 CFR part 6.
     Record source categories: 
       We obtain information in this system from claimants seeking 
   compensation under the Cerro Grande Fire Assistance Act, Pub. L. 106-
   246, attorneys, claims adjusters, inspectors and appraisers, 
   insurance companies, medical officials, and Federal, State, and local 
   agencies.
     System exempted from certain provisions of the act: 
       None.

    FEMA/EX-1

   System name: Biographies.

     Security classification: 
       Unclassified.
     System location: 
       Office of External Affairs, Public Affairs and Intergovernmental 
   Affairs Division, Federal Emergency Management Agency, Washington, DC 
   20472; National Emergency Training Center, Federal Emergency 
   Management Agency, Emmitsburg, Maryland 21727; and Regional Directors 
   of FEMA, addresses are listed in Appendix AA.
     Categories of individuals covered by the system: 
       Key FEMA Headquarters and Regional staff, State and local 
   Emergency Management Directors/Coordinators, members of the FEMA 
   Advisory Board, and guest lecturers at the National Emergency 
   Training Center.
     Categories of records in the system: 
       (a) Office of Public and Intergovernmental Affairs files contain 
   biographies of key officials from FEMA, including Headquarters and 
   Regional offices, state and local emergency management officials, key 
   State and local emergency management officials and members of the 
   FEMA Advisory Board; (b) Regional files contain biographies of key 
   Regional officials and State and local Emergency Management 
   Directors/Coordinators within regional geographical boundaries. 
   Includes FEMA Form 70-16, Notice of Appointment of Emergency 
   Management Directors/Coordinators; (c) National Emergency Training 
   Center files contain biographies of guest lecturers and other key 
   officials.
     Authority for maintenance of the system: 
       44 U.S.C. 3101; E.O. 12148; E.O. 12127, and Reorganization Plan 
   No. 3 of 1978.
   Purpose(s): 
       For the purpose of preparing speeches, correspondence and other 
   public releases in connection with emergency management programs.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       In response to requests from the media and any member of the 
   public requesting biographical data on key FEMA officials, names and 
   addresses of the State and local Emergency Management Directors/
   Coordinators, and through issuance of public releases. The 
   biographies of guest lecturers are used as background in introducing 
   the lecturers to audiences attending the particular event.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records in file folders.
     Retrievability: 
       (a) Key FEMA officials and guest lecturers at the National 
   Emergency Training Center are filed alphabetically by name; (b) State 
   and local Emergency Management Directors/Coordinators are filed 
   alphabetically by State.
     Safeguards: 
       Paper records in a locked container and/or room. All records are 
   maintained in areas that are secured by building guards during non-
   business hours. Records are retained in areas accessbile only to 
   authorized personnel who are properly screened, cleared and trained.
     Retention and disposal: 
       Records are covered by General Records Schedule 14 and FEMA 
   Schedule N1-311-86-1, 1C-1a. Biographies for FEMA officials, 
   headquarters and regional offices retained in active file until end 
   of calendar year after separation of employee, then retired Federal 
   Records Center for permanent retention. The biographies of State and 
   local Directors/Coordinators are retained in active file until end of 
   the calendar year after termination, then destroyed. The biographies 
   of guest lecturers are retained for purposes of the lecturer and if 
   no longer needed for future lecturers, they are destroyed.
     System manager(s) and address: 
       For the biographies of key FEMA officials--Assistant Associate 
   Director, Public and Intergovernmental Affairs Division, Office of 
   External Affairs, Federal Emergency Management Agency, Washington, DC 
   20472; For State and local Emergency Management Directors/
   Coordinators--Regional Director for the specific State, addresses are 
   listed in Appendix AA; For National Emergency Training Center files--
   Director, Office of Training, Federal Emergency Management Agency, 
   National Emergency Training Center, 16825 Seton Avenue, Emmitsburg, 
   Maryland 21727.
     Notification procedure: 
       Inquiries should be addressed to the appropriate system manager. 
   Written requests should be clearly marked, ``Privacy Act Request'' on 
   the envelope and letter. Include full name of the individual, some 
   type of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       The key officials on whom biographies are maintained and other 
   knowledgeable sources.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/EX-2

   System name: President's and Director's Award Nominees.

     Security classification: 
       Unclassified.
     System location: 
       Office of External Affairs, Public Affairs and Intergovernmental 
   Affairs Division, Federal Emergency Management Agency, Washington, DC 
   20472.
     Categories of individuals covered by the system: 
       Individuals nominated to receive the President's Award for 
   Outstanding Public Safety Service and individuals nominated to 
   receive the Director's Award for Distinguished Public Safety Service.
     Categories of records in the system: 
       Name and address of the candidate, his/her position and title, 
   whether the nomination is for the President's or Director's Award, 
   the public agency served, the locale where the candidate performs 
   his/her duties, the name of the nominating official, a summary 
   description of the outstanding contribution, distinguished service or 
   extraordinary valor of the nominee, and the relevant duties relating 
   thereto, and copies of any published factual accounts of the 
   nominee's accomplishments.
     Authority for maintenance of the system: 
       15 U.S.C. 2214; E.O. 12127; E.O. 12148; and Reorganization Plan 
   No. 3 of 1978.
   Purpose(s): 
       For the purpose of selecting individuals who have been nominated 
   to receive the President's Award for Outstanding Public Safety 
   Service and the Director's Award for Distinguished Public Safety 
   Service.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) President's Award Nominees--Information about individuals 
   nominated for the President's Award is provided to selected members 
   of the public safety community, including but not limited to, fire 
   safety and protection organizations, state fire marshals and 
   firefighters, civil defense officers, and law enforcement, 
   corrections or court officers in connection with the evaluation and 
   selection of recipients. Information is also provided to the 
   Department of Justice, and the Executive Office of the President; (b) 
   Director's Award Nominees--Information is provided to selected 
   members of the fire service and civil defense community, including 
   but not limited to, fire safety and protection organizations, state 
   fire marshals, firefighters and civil defense officials in connection 
   with the evaluation and selection of recipients. When it appears that 
   a nominee's accomplishments are in the area of law enforcement, 
   nominations may be sent to the Department of Justice.
       Additional routine uses may include Nos. 5 and 8 of Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records in file folders.
     Retrievability: 
       Filed by file number and cross-referenced alphabetically by 
   nominee's name.
     Safeguards: 
       Paper records are retained in a locked container and/or room. All 
   records are maintained in areas that are secured by building security 
   personnel during non-business hours. Records are retained in areas 
   accessible only to authorized personnel who are properly screened, 
   cleared and trained.
     Retention and disposal: 
       Pending approval of the Archivist.
     System manager(s) and address: 
       Assistant Associate Director, Public and Intergovernmental 
   Affairs Division, Office of External Affairs, Federal Emergency 
   Management Agency, Washington, DC 20472.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting records procedure: Same as notification procedure above. 
   The letter should state clearly and concisely what information is 
   being contested, the reasons for contesting it, and the proposed 
   amendment to the information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Heads of Federal government departments and agencies, governors 
   of states or territories, or chief executives of any general 
   governmental unit within any state or territory.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/FIA-1

   System name: Federal Crime Insurance Program.

     Security classification: 
       Unclassified.
     System location: 
       Various offices of a servicing agent under contract to the 
   Federal Insurance Administration, Federal Emergency Management 
   Agency, Washington, DC 20472.
     Categories of individuals covered by the system: 
       Individual policyholders.
     Categories of records in the system: 
       FEMA Form 81-11, Residential Crime Insurance Policy; FEMA Form 
   81-12, Application for Residential Crime Insurance Policy; FEMA Form 
   81-13, Commercial Crime Insurance Policy; FEMA Form 81-14, 
   Application for Commercial Crime Insurance Policy; FEMA Form 81-41 
   Worksheet--Building; FEMA Form 81-41a Worksheet--Building 
   (Continuation); FEMA Form 81-40 Worksheet--Contents/Personal 
   Property; FEMA Form 81-46 Crime Insurance Sworn Statement and Proof 
   of Loss; FEMA Form 81-51, Policy Change Request; FEMA Form 81-36, 
   Abstract of Residential Policy Information; FEMA Form 81-37, Abstract 
   of Commercial Policy Information. These records include such 
   information as names of policyholder; addresses of insured premises; 
   type of premises; amounts and types of insurance desired; annual 
   premiums; claims information; record of claim payments; record of 
   premium payments; agent's name and address; other insurance held by 
   policyholder; inspection report or protective devices. This system 
   contains the taxpayer's identification number (which may be the 
   social security number).
     Authority for maintenance of the system: 
       Urban Property Protection and Reinsurance Act of 1968; 12 U.S.C. 
   1749bbb, et seq.; E.O. 12127.
   Purpose(s): 
       For the purpose of verifying coverage of Federal Crime Insurance, 
   issuing policies, claims adjusting and billing procedures.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To the servicing company for the contract and insurance 
   adjustment firms retained by the servicing company for billing, 
   verification of coverage, claims adjusting and issuance of policies; 
   to property loss reporting bureaus; to State Insurance Departments 
   and insurance companies investigating fraud or potential fraud in 
   connection with burglary or robbery claims; to State property 
   insurance facilities, private sector property insurers; and insurance 
   agents and brokers for the purpose of providing crime insurance to 
   Federal crime insurance policyholders prior to and following the 
   expiration of the Federal Crime Insurance Program.
       Routine uses may include Nos. 1, 2, 3, 5 and 8 of Appendix A.
   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: 
       Tape/disc library and paper files.
     Retrievability: 
       By name of the policyholders, taxpayer's identification number 
   (which may be the social security number) of policyholder or policy 
   number.
     Safeguards: 
       Personnel screening, hardware and software computer security 
   measures; paper records are maintained in locked containers and/or 
   room. All records are maintained in areas that are secured by 
   building guards during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared and trained.
     Retention and disposal: 
       Information is partly current and partly historical. Retention of 
   records shall be for 6 years or until no longer needed. Disposition 
   of records shall be in accordance with the FEMA Records Schedule N1-
   311-86-1, 2A12 and 2A13.
     System manager(s) and address: 
       Federal Insurance Administrator, Federal Emergency Management 
   Agency, Washington, DC 20472.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Individual policyholders; police reports (for verification of 
   claims data); servicing companies (for verification of claims data).
     Systems exempted from certain provisions of the act: 
       None.

   FEMA/FIA-2

   System name: 

       National Flood Insurance Application and Related Documents Files.
     Security classification: 
       Unclassified.
     System location: 
       Various offices of a servicing agent under contract to the 
   Federal Insurance and Mitigation Administration, Federal Emergency 
   Management Agency, Washington, DC 20472. Copies of some of the files 
   are also provided to the FEMA Regional offices when their respective 
   offices request additional information.
     Categories of individuals covered by the system: 
       Applicants for individual flood insurance and individuals 
   insured.
     Categories of records in the system: 
       Flood insurance, policy issuances and administration records and 
   claims adjustment records, including:

------------------------------------------------------------------------
                 Form                            Title of form
------------------------------------------------------------------------
FEMA Form 81-64......................  Applications for Participation in
                                        the National Flood Insurance
                                        Program
FEMA Form 81-16......................  Flood Insurance Application
FEMA Form 81-18......................  Flood Insurance General Change
                                        Endorsements
FEMA Form 81-23......................  Request for Policy Processing and
                                        Renewal Information
FEMA Form 81-17......................  Flood Insurance Cancellation/
                                        Nullification Request Form
FEMA Form 81-67......................  Flood Insurance Preferred Risk
                                        Policy Application
FEMA Form 81-31......................  National Flood Insurance Program
                                        Elevation Certificate
FEMA Form 81-65......................  National Flood Insurance Program
                                        Floodproofing Certificate
FEMA Form 81-25......................  V Zone Risk Factor Rating Form
FEMA Form 81-40......................  National Flood Insurance Program
                                        Worksheet--Contents
FEMA Form 81-41......................  National Flood Insurance Program
                                        Worksheet--Building
FEMA Form 41a........................  National Flood Insurance Program
                                        Worksheet--Building
                                        (Continuation)
FEMA Form 81-42......................  National Flood Insurance Proof of
                                        Loss
FEMA Form 81-43......................  National Flood Insurance Program
                                        Notice of Loss
FEMA 81-44...........................  Statement as to full cost of
                                        repair or replacement under the
                                        replacement cost coverage,
                                        subject to the terms and
                                        conditions of the Standard Flood
                                        Insurance Policy
FEMA Form 81-45......................  Adjuster's Short Form Report
FEMA Form 81-57......................  National Flood Insurance Program
                                        Preliminary Report
FEMA Form 81-58......................  National Flood Insurance Program
                                        Final Report
FEMA Form 81-59......................  National Flood Insurance Program
                                        Narrative Report
FEMA Form 81-63......................  National Flood Insurance Program
                                        Cause of Loss/Subrogation Report
------------------------------------------------------------------------

       This system may also contain information regarding the name of 
   the bank/lender, date of mortgage, address of bank/lender and if 
   available, information on every loan placed on the property during 
   the current owner's tenure. This system contains the taxpayer's 
   identification number (which may be the social security number).
     Authority for maintenance of the system: 
       National Flood Insurance Act of 1968 and Flood Disaster 
   Protection Act of 1973, 42 U.S.C. 4001--4129; 5 U.S.C. 301; 
   Reorganization Plan No. 3 of 1978, 3 CFR, 1978 Comp., p. 329; and 
   E.O. 12127, 3 CFR, 1979 Comp, p. 376.
   Purpose(s): 
       To carry out the National Flood Insurance Program and verify 
   nonduplication of benefits.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 

------------------------------------------------------------------------
         Category of users                         Purposes
------------------------------------------------------------------------
To property loss reporting bureaus,  investigating fraud or potential
 State insurance departments, and     fraud in connection with claims,
 insurance companies.                 subject to the approval of the
                                      Office of Inspector General, FEMA.
To insurance agents, brokers,        for carrying out the purposes of
 adjusters, and lending               the National Flood Insurance
 institutions.                        Program.
To the Small Business                for determining eligibility for
 Administration, the American Red     benefits and for verification of
 Cross, the Farm Service Agency of    nonduplication of benefits
 USDA, State and local government     following a flooding event or
 individual and family grant and      disaster.
 assistance agencies.
To Write-Your-Own companies as       to avoid duplication of benefits
 authorized in 44 CFR 62.23.          following a flooding event or
                                      disaster and for carrying out the
                                      purposes of the National Flood
                                      Insurance Program.
To State and local government        to permit such agencies to assess
 individual and family grant          the degree of financial burdens
 agencies.                            toward residents such as States
                                      and local governments might
                                      reasonably expect to assume in the
                                      event of a flooding disaster and
                                      to further the flood insurance
                                      marketing activities of the
                                      National Flood Insurance Program.
To State and local government        for review by the Federal Insurance
 agencies that provide the names      and Mitigation Administrator to
 and addresses of policyholders and   ensure that their State or local
 a brief general description of       government agency is engaged in
 their plan for acquiring and         flood plain management, improved
 relocating their flood prone         real property acquisitions, and
 properties.                          relocation projects that are
                                      consistent with the National Flood
                                      Insurance Program and, upon the
                                      approval by the Federal Insurance
                                      and Mitigation Administrator, that
                                      the use furthers flood plain
                                      management and hazard mitigation
                                      goals of the Agency.
To State and local government        to review National Flood Insurance
 agencies and municipalities.         Program policy claim files to
                                      assist them in hazard mitigation
                                      and flood plain management
                                      activities and in monitoring
                                      compliance with the flood plain
                                      management measures duly adopted
                                      by the community.
To State governments, federal        for carrying out the purposes of
 agencies, and federal financial      the National Flood Insurance
 instrumentalities responsible for    Program.
 the supervision, approval,
 regulation or insuring of banks,
 savings and loan associations or
 similar institutions.
To private companies engaged in or   the property address, flood zone
 planning to engage in activities     identifier, date of policy issue,
 to market or assist lenders and      and value of policy, solely for
 mortgage servicing companies.        the purpose of geocoding the flood
                                      insurance policy addresses, may be
                                      released to aid efforts of lenders
                                      and mortgage servicing companies
                                      to comply with the requirements of
                                      the Flood Disaster Protection Act
                                      of 1973 and to market the sale of
                                      flood insurance policies under the
                                      National Flood Insurance Program.
To lending institutions, mortgage    the policy numbers of NFIP policy-
 servicing companies and others       holders may be released to secure
 servicing mortgage loan portfolios.  flood insurance protection for
                                      those properties that are a part
                                      of a lending institution's
                                      mortgage portfolio and to assure
                                      lender compliance with the flood
                                      insurance purchase requirements of
                                      the Flood Disaster Protection Act
                                      of 1973.
To current owners of properties      the dates and dollar amounts of
 designated under the National        loss payments made to prior owners
 Flood Insurance Program as           may be released so that owners may
 Repetitive Loss Target Group         evaluate whether that designation
 properties.                          is appropriate and may, if they
                                      believe the designation is not
                                      appropriate, use the information
                                      to appeal that designation.
------------------------------------------------------------------------

       Routine uses may include Nos. 1, 5, 6, and 8 of Appendix A.
   Disclosure to consumer reporting agencies:
       Disclosures under 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/disc/drum and paper files.
     Retrievability: 
       By name of the policyholders and policy number.
     Safeguards: 
       Personnel screening, hardware and software computer security 
   measures; paper records are maintained in locked containers, locked 
   rooms, or both. All records are maintained in areas that are secured 
   by building guards during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared and trained.
     Retention and disposal: 
       Policy records are kept as long as insurance is desired and 
   premiums paid, and for an appropriate time thereafter and claim 
   records are kept for 6 years and 3 months after final action, unless 
   litigation exists. Disposition of records will accord with FEMA 
   Records Schedule N1-311-86-1, 2a12 and 2a13.
     System manager(s) and address: 
       Federal Insurance Administrator, Federal Emergency Management 
   Agency, Washington, DC 20472.
     Notification procedure:
       If you wish to inquire whether this system of records contains 
   information about you, please contact the Federal Insurance 
   Administrator, as immediately above. Please clearly mark written 
   requests ``Privacy Act Request'' on the envelope and letter, and 
   include your full name, some type of appropriate personal 
   identification, and your current address. For personal visits, you 
   must provide some acceptable identification, such as, driver's 
   license, employing organization's identification card, or other 
   identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information you are contesting, the 
   reasons for contesting it, and the proposed amendment to the 
   information that you seek.
       FEMA Privacy Act Regulations are published in 44 CFR part 6.
     Record source categories: 
       Individuals who apply for flood insurance under the National 
   Flood Insurance Program and individuals who are insured under the 
   program.
     Systems exempted from certain provisions of the act: 
       None.
       Appendix A
       Introduction to Routine Uses: We have identified certain routine 
   uses as being applicable to many of the FEMA systems of record 
   notices. We list the specific routine uses applicable to an 
   individual system of record notice under the ``Routine Use'' section 
   of the notice itself, which correspond to the numbering of the 
   routine uses published below. We are publishing these uses only once 
   in the interest of simplicity, economy and to avoid redundancy, 
   rather than repeating them in every individual system notice.
       1. Routine Use--Law Enforcement: A record from any FEMA system of 
   records, which indicates either by itself or in combination with 
   other information within FEMA's possession, a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute, or by regulation, rule or 
   order issued pursuant thereto, and which we may disclose as a routine 
   use to the appropriate agency whether Federal, State, territorial, 
   local or foreign, or foreign agency or professional organization, 
   charged with the responsibility of enforcing, implementing, 
   investigating, or prosecuting such violation or charged with 
   implementing the statute, rule, regulation or order issued pursuant 
   thereto.
       2. Routine Use--Disclosure When Requesting Information: We may 
   disclose as a routine use a record from a FEMA system of records to a 
   Federal, State, or local agency maintaining civil, criminal, 
   regulatory, licensing or other 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. Routine Use--Disclosure of Requested Information: We may 
   disclose as a routine use a record from a FEMA system of records to a 
   Federal agency, in response to a written request in connection with 
   the hiring or retention of an employee, the issuance 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 on the matter.
       4. Routine Use--Grievance, Complaint, Appeal: We may disclose as 
   a routine use a record from a FEMA system of records to an authorized 
   appeal or grievance examiner, formal complaints examiner, equal 
   employment opportunity investigator, arbitrator, mediator, or other 
   duly authorized official engaged in investigation or settlement of a 
   grievance, complaint, or appeal filed by an employee. We may disclose 
   a record from this system of records to the Office of Personnel 
   Management in accordance with that agency's responsibility for 
   evaluation of Federal personnel management.
       To the extent that official personnel records in the custody of 
   FEMA are covered within systems of records published by the Office of 
   Personnel Management as government-wide records, we will consider 
   those records as a part of that government wide system. We may 
   transfer as a routine use other official personnel records covered by 
   notices published by FEMA and considered to be separate systems of 
   records to the Office of Personnel Management in accordance with 
   official personnel programs and activities.
       5. Routine Use--Congressional Inquiries: We may disclose as a 
   routine use a record from a FEMA system of records to a Member of 
   Congress or to a Congressional staff member in response to an inquiry 
   of the Congressional office made at the request of the individual 
   about whom the record is maintained.
       6. Routine Use--Private Relief Legislation: We may disclose as a 
   routine use the information contained in a FEMA system of records to 
   the Office of Management and Budget in connection with the review of 
   private relief legislation as set forth in OMB Circular No. A-19 at 
   any stage of the legislative coordination and clearance process as 
   set forth in that circular.
       7. Routine Use--Disclosure to the Office of Personnel Management: 
   We may disclose as a routine use a record from a FEMA system of 
   records to the Office of Personnel Management concerning information 
   on pay and leave benefits, retirement deductions, and any other 
   information concerning personnel actions.
       8. Routine Use--Disclosure to National Archives and Records 
   Administration: We may disclose as a routine use a record from a FEMA 
   system of records to the National Archives and Records Administration 
   in records management inspections conducted under authority of 44 
   U.S.C. 2904 and 12906.
       9. Routine Use--Grand Jury: We may disclose as a routine use a 
   record from any system of records to a grand jury agent pursuant to a 
   Federal or State grand jury subpoena or to a prosecution request that 
   such record be released for the purpose of its introduction to a 
   grand jury.

    FEMA/GC-1

   System name: Claims (litigation).

     Security classification: 
       Limited Access. Certain records or information in this system may 
   be provided security safeguards equivalent to the protection of Top 
   Secret classified information.
     System location: 
       Office of General Counsel, Federal Emergency Management Agency, 
   Washington, DC 20472.
     Categories of individuals covered by the system: 
       Any individual, whether a FEMA employee or non-FEMA employee, who 
   asserts a remedy from FEMA for some alleged injury to said individual 
   or property.
     Categories of records in the system: 
       Files contain claims, complaints or documents or any of these 
   means by which an individual asserts a remedy from FEMA for some 
   alleged injury to said individual or property; the data and documents 
   submitted in support of the claims; the data and documents obtained 
   in making a decision or determination on such claims, including any 
   appeals and any other relevant materials; including litigation file 
   if such develops.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 44 U.S.C. 3101; 31 U.S.C. 240 et seq.; E.O. 12127; 
   E.O. 12148; Reorganization Plan No. 3 of 1978; 28 U.S.C. 2671 et 
   seq.; and any specific authority depending on the nature of the 
   claim.
   Purpose(s): 
       For the purpose of processing claims and determining the validity 
   of the claim.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To those former FEMA employees, former servicing company 
   employees, contractors, subcontractors, or any expert whose opinion 
   is sought in connection with the processing, investigation, approval 
   or denial of any claim(s) or in the prosecution or defense of 
   litigation or preparation for litigation before a Court or a 
   proceeding before an adjudicative body before which FEMA is 
   authorized to appear; to other investigative or similar authorities 
   responsible for investigating or making recommendations on complaints 
   or claims, whether or not a part of FEMA or some other agency; to 
   decisionmaking authorities outside of FEMA when required by law, 
   regulation or order; to the Department of Justice, private 
   attorney(s) handling or considering handling a ratified subrogation 
   action or one that may be ratified, and/or a Court or adjudicative 
   body in the event a proceeding before it involves (a) The Federal 
   Emergency Management Agency (FEMA), any component of FEMA, or any 
   employee of FEMA in his or her official capacity; (b) any employee of 
   FEMA in his or her individual capacity where the Department of 
   Justice has agreed to represent such employee; (c) the United States 
   where FEMA determines that the claim, if successful, is likely to 
   affect it, its operations, or any of its components; or (d) an 
   insured or former insured of FEMA or any of the programs which FEMA 
   administers. FEMA may disclose such records as it deems relevant or 
   necessary to the Department of Justice, private attorney(s) handling 
   or considering handling a ratified subrogation action or one that may 
   be ratified, and/or a Court or adjudicative body when it has 
   determined that any of the above-referenced has an interest in the 
   litigation or the proceeding and such records are determined by FEMA 
   to be arguably relevant thereto and such disclosure is compatible 
   with the purpose for which the records are collected.
       Additional routine uses may include Nos. 1, 2, 3, 5, 6 and 8 of 
   Appendix A.
   Disclosure to consumer reporting agencies: 
       Disclosure 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: 
       These records are maintained in file folders.
     Retrievability: 
       Filed alphabetically by name within general subject matter files.
     Safeguards: 
       Paper records in a locked container and/or room. All records are 
   maintained in areas that are secured by building guards during non-
   business hours. Records are retained in areas accessible only to 
   authorized personnel who are properly screened, cleared and trained. 
   To the extent that this system includes records or information which 
   is classified under an existing Executive Order, such records or 
   information would be provide security safeguards equivalent to the 
   protection of Top Secret classified information and access would only 
   be provided on a verified need-to-know basis.
     Retention and disposal: 
       Files are retained for 10 years after final decision and then 
   destroyed. Disposition of records shall be in accordance with FEMA 
   Records Schedule N1-311-86-1, 1F2.
     System manager(s) and address: 
       General Counsel, Federal Emergency Management Agency, Washington, 
   DC 20472.
     Notification procedure: 
       When litigation occurs, information from other systems of records 
   may be incorporated into the case file. In certain instances, the 
   incorporated information may be material which the Privacy Act, at 5 
   U.S.C. 552a(k) (1), (2), and (5), permits an agency to exempt from 
   certain provisions of the Act. To the extent that such exempt 
   material is incorporated into the litigation file, the Director, 
   Federal Emergency Management Agency, has determined that the material 
   as it appears in this system should be exempted from subsections 
   (c)(3), (d), (e)(1), (e)(4) (G), (H), (I) and (f), of the Privacy 
   Act, 5 U.S.C. 552a, pursuant to 5 U.S.C. 552a(k) (1), (2), and (5). 
   To the extent that this system of records is not subject to 
   exemption, it is subject to notification, access and contesting 
   procedures. A determination as to the applicability of an exemption 
   as to a specific record shall be made at the time a request for 
   notification, access, or contesting is received. Inquiries should be 
   addressed to the system manager. Written requests should be clearly 
   marked, ``Privacy Act Request'' on the envelope and letter. Include 
   full name of the individual, some type of appropriate personal 
   identification, and current address.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Claim or similar documents with supporting evidence submitted by 
   claimant; Government employees; members of the public and witnesses 
   and informants.
     Systems exempted from certain provisions of the act: 
       When litigation occurs, information from other systems of records 
   may be incorporated into the case file. In certain instances, the 
   incorporated information may be material which the Privacy Act, at 5 
   U.S.C. 552a(k) (1), (2), and (5), permits an agency to exempt from 
   certain provisions of the Act. To the extent that such exempt 
   material is incorporated into the litigation file, the Director, 
   Federal Emergency Management Agency, has determined that the material 
   as it appears in this system should be exempted from subsections 
   (c)(3), (d), (e)(1), (e)(4) (G), (H), (I) and (f), of the Privacy 
   Act, 5 U.S.C. 552a, pursuant to 5 U.S.C. 552a(k) (1), (2), and (5). 
   Rules have been promulgated in accordance with the requirements of 5 
   U.S.C. 553 (b), (c) and (e) and have been published in 44 CFR 6.87. 
   The Office of General Counsel, pursuant to 5 U.S.C. 552a(d)(5), 
   reserves the right to refuse access to information compiled in 
   reasonable anticipation of a civil action proceeding.

   FEMA/GOVT-1

   System name: National Defense Executive Reserve System.

     Security classification: 
       Unclassified.
     System location: 
       Records may be maintained in the personnel office, emergency 
   preparedness unit, or other designated offices located at the local 
   installation of the Department or Agency which currently employs the 
   individual.
     Categories of individuals covered by the system: 
       Applicants for and incumbents of NDER assignments.
     Categories of records in the system: 
       The system contains FEMA Form 85-3, National Defense Executive 
   Reserve Qualifications Statement, which includes such items as name, 
   date of birth, social security number, and other personnel and 
   administrative records, skills inventory, training data, and other 
   related records necessary to coordinate and administer the NDER 
   program.
     Authority for maintenance of the system: 
       Defense Production Act of 1950, E.O. 11179 dated September 22, 
   1964, as amended by E.O. 12148 dated July 20, 1979.
   Purpose(s): 
       For the purpose of establishing units of the NDER in Federal 
   departments and agencies in accordance with E.O. 11179, as amended by 
   E.O. 12148. Individuals voluntarily apply for assignments but would 
   not be considered government employees to perform emergency duties 
   unless the President of the United States declared a mobilization. 
   Assignments are made in 3 year increments and may either be 
   redesignated or terminated. Individuals may at any time request 
   voluntary termination.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) Names and addresses may be made available to the Association 
   of the National Defense Executive Reserve and the National Defense 
   Executive Reserve Conference Association to facilitate training and 
   relevant information dissemination efforts for reservists in the NDER 
   program; (b) to the appropriate agency whether Federal, State, local 
   or foreign, charged with the responsibility of investigating or 
   prosecuting 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 
   issued pursuant thereto; to a Federal, State, or local agency 
   maintaining civil, criminal, regulatory, licensing or other 
   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; (c) to the 
   National Archives and Records Administration during records 
   management inspections conducted under authority of 44 U.S.C. 2904 
   and 2906; (d) to a Member of Congress or to a Congressional staff 
   member in response to an inquiry of the Congressional office made at 
   the request of the individual about whom the record is maintained; 
   (e) to another Federal agency, to a court, or a party in litigation 
   before a court or in administrative proceeding being conducted by a 
   Federal agency, either when the government is a party to a judicial 
   proceeding or in order to comply with the issuance of a subpoena; and 
   (f) to disclose, in response to a request for discovery or for 
   appearance of a witness, information that is relevant to the subject 
   matter involved in a pending judicial or administrative proceeding.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records may be stored in file folders, file cards, on microfiche, 
   and/or automated record systems.
     Retrievability: 
       By name, personal data, skills or agency.
     Safeguards: 
       Records are stored in locked file cabinets or locked rooms. 
   Automated records are protected by restricted access procedures and 
   audit trails. Access to records is strictly limited to those 
   personnel whose official duties require access and who are properly 
   screened, cleared, and trained.
     Retention and disposal: 
       Records are covered by General Records Schedule 18 and are 
   retained for 5 years after termination from NDER Program.
     System manager(s) and address:
       Associate Director, National Preparedness Directorate, Federal 
   Emergency Management Agency, Washington, DC 20472, will maintain a 
   computerized record of all applications and assignments of NDER 
   reservists for the Federal government as well as the personnel files 
   for all individuals assigned to the Federal Emergency Management 
   Agency. The Departments or Agencies will maintain their own personnel 
   records on those individuals assigned to their respective Department 
   or Agency.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should submit their inquiries 
   to: (a) NDER applicants/assignees to FEMA Headquarters--Federal 
   Emergency Management Agency, Associate Director, National 
   Preparedness Directorate, Washington, DC 20472; (b) NDER applicants/
   assignees to a FEMA Regional Office--Federal Emergency Management 
   Agency, appropriate Regional Director as identified in Appendix AA to 
   FEMA systems of records notices; (c) NDER applicants/assignees to 
   Federal departments and/or agencies other than FEMA--contact the 
   agency personnel, emergency preparedness unit, or Privacy Act Officer 
   to determine location of records within the department/agency. 
   Individuals should include their full name, date of birth, social 
   security number, current address, and type of assignment/agency they 
   applied with to be an NDER reservists.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
       Individuals applying to or assigned to Federal agencies other 
   than FEMA should consult the appropriate department's/agency's 
   Privacy Act Regulations which can be found in that department's/
   agency's Code of Federal Regulations or Federal Register notice.
     Record source categories: 
       The individuals to whom the record pertains. Prior to being 
   designated as an NDER reservist, the applicant must successfully 
   complete a background investigation conducted by the Office of 
   Personnel Management which may include reference checks of prior 
   employers, educational institutions, police departments, 
   neighborhoods, and present and past friends and acquaintances.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/IG-1

   System name: General Investigative Files.

     Security classification: 
       Limited Access. Certain records or information in this system may 
   be provided security safeguards equivalent to the protection of Top 
   Secret classified information.
     System location: 
       Office of Inspector General, Federal Emergency Management Agency, 
   Washington, DC 20472.
     Categories of individuals covered by the system: 
       Any individual suspected of violating any criminal, civil, 
   regulatory, licensing, or other enforcement laws, whether Federal, 
   State, local or foreign; witnesses, employees, grantees, and 
   contractors.
     Categories of records in the system: 
       Investigative reports and materials pertaining to allegations of 
   fraud, waste, abuse, mismanagement, violations of law or misconduct 
   and irregularities by individuals covered by the system, individuals 
   subpoenaed in connection with investigations and listing of 
   subpoenaed records; the subject records may contain any identifying 
   or other relevant information on subject individuals which might 
   relate to possible violations of criminal, civil, regulatory, 
   licensing, or other enforcement laws, whether Federal, State, local 
   or foreign.
     Authority for maintenance of the system: 
       Inspector General Act of 1978, 5 U.S.C. app. I, sections, 1-12; 
   E.O. 12127; E.O. 12148; Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of preventing and detecting fraud abuse, 
   conducting and supervising audits and investigations relating to 
   programs and operations, informing the Head of the establishment 
   about problems and deficiencies relating to programs and 
   administration and suggesting corrective action.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) Referral to Federal, State, territorial, local, foreign, 
   investigative and/or prosecutive authorities. A record from any of 
   FEMA's systems of records, which indicates either by itself or in 
   combination with other information within FEMA's possession, a 
   violation or potential violation of law, whether criminal, civil 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 systems of records may 
   be referred to the appropriate agency, whether Federal, State, 
   territorial, local or foreign, charged with responsibility of 
   investigating or prosecuting such violation or charged with enforcing 
   or implementing the statute, rule, regulation or order issued 
   thereto.
       (b) Referral to suspension/debarment authorities, internal to the 
   agency. A record from any of FEMA's systems of records may be 
   disclosed, as a routine use, to any Federal agency responsible for 
   considering suspension/debarment actions where such records would be 
   germane to a determination of the propriety/necessity for such an 
   action.
       (c) Referral to Federal, State, local and professional licensing 
   boards. A record from any of FEMA's systems of records may be 
   disclosed, as a routine use, to any governmental, or professional, 
   licensing authority when such record reflects on the qualifications, 
   either moral, educational or vocational of an individual seeking to 
   be licensed.
       (d) Disclosure to contractor, grantee or other direct recipient 
   of Federal funds to allow such entity to effect corrective action in 
   FEMA's best interest. A record from any of FEMA's systems of records 
   may be disclosed, as a routine use, to any direct recipient of 
   Federal funds where such record reflects serious inadequacies with a 
   recipient's personnel and disclosure of the record is for purposes of 
   permitting a recipient to take corrective action beneficial to the 
   Government.
       (e) Disclosure to any source, either private or governmental, to 
   the extent necessary to solicit information relevant to an 
   investigation or audit. A record from any of FEMA's systems of 
   records may be disclosed, as a routine use, to any source, either 
   private or governmental, to the extent necessary to secure from such 
   source information relevant to and sought in furtherance of a 
   legitimate investigation or audit.
       (f) Disclosure of domestic, foreign or international governmental 
   agencies considering personnel or other internal actions. Release so 
   that receiving agency may effect necessary action. A record from any 
   of FEMA's systems of records may be disclosed, as a routine use, to a 
   Federal, State, local, foreign or international agency, in connection 
   with such entity's assignment, hiring or retention of an individual, 
   issuance of a security clearance, reporting of an investigation of an 
   individual, letting of a contract or issuance of a license, grant or 
   other benefit, to the extent that the information is relevant and 
   necessary to such agency's decision on the matter.
       (g) Disclosure to Office of Government Ethics. A record from any 
   FEMA system of records may be disclosed, as a routine use, to the 
   Office of Government Ethics for any purpose consistent with that 
   office's mission, including the compilation of statistical data.
       (h) Disclosure to the GSBCA, GAO or any other tribunal hearing a 
   contractor protest. A record from any FEMA system of records may be 
   disclosed, as a routine use, to the United States General Accounting 
   Office and to the General Services Administration Board of Contract 
   Appeals in bid protest cases involving an agency procurement.
       (i) Disclosure to Congress in Semiannual report. A record from 
   any FEMA system of records may be disclosed, as a routine use, to 
   Congress through incorporation in the statutorily mandated IG 
   semiannual report.
       (j) Disclosure to domestic, foreign or international governmental 
   law enforcement agency in order that releasing agency may obtain 
   relevant to a decision of such releasing agency. A record from any 
   FEMA system of records may be disclosed, as a routine use, to a 
   domestic, foreign or international governmental agency maintaining 
   civil, criminal or other relevant enforcement information, or other 
   pertinent information, in order to obtain information relevant to an 
   agency decision concerning the assignment, hiring or retention of an 
   individual, the issuance of a security clearance, the letting of a 
   contract, or the issuance of a license, grant, or other benefit.
       (k) Disclosure to Department of Justice regarding FOIA advice. A 
   record from any FEMA system of records may be disclosed, as a routine 
   use, to the U.S. Department of Justice in order to obtain that 
   department's advice regarding FEMA's disclosure obligations under the 
   Freedom of Information Act.
       (l) Disclosure to OMB regarding Privacy Act counsel. A record 
   from any FEMA system of records may be disclosed, as a routine use, 
   to the Office of Management and Budget in order to obtain that 
   office's advice regarding FEMA's obligations under the Privacy Act.
       (m) Disclosure to a Member of Congress making a request at the 
   behest of a party protected under the Privacy Act. A record from any 
   FEMA system of records may be disclosed, as a routine use, to a 
   Member of Congress who submits an inquiry on behalf of an individual 
   when the Member of Congress informs the appropriate FEMA official 
   that the individual to whom the record pertains has authorized the 
   Member of Congress to have access. In such cases, the Member of 
   Congress has no greater right to the record than does the individual.
       (n) Disclosure to Federal agency pursuant to the receipt of a 
   valid subpoena. A record from any FEMA system of records may be 
   disclosed, as a routine use, to a Federal agency which has the 
   authority to subpoena other Federal agencies records and which has 
   issued a facially valid subpoena for the record.
       (o) Disclosure to Treasury and DOJ pursuant to an ex parte court 
   order to obtain taxpayer information from the IRS. A record from any 
   FEMA system of records may be disclosed, as a routine use, to the 
   Department of Treasury and the Department of Justice when FEMA is 
   seeking an ex parte court order to obtain taxpayer information from 
   the IRS.
       (p) Disclosure to debt collection contractors for purposes of 
   delinquent debt collection. A record from any FEMA system of records 
   may be disclosed, as a routine use, to debt collection contractors 
   for the purpose of collecting delinquent debts as authorized by the 
   Debt Collection Act of 1982, 31 U.S.C. 3718.
       (q) Disclosure to FEMA counsel and the administrative hearing 
   tribunal and counsel to the adverse party in a Program Fraud Civil 
   Remedies Act litigation. A record from any FEMA system of records may 
   be disclosed, as a routine use, to FEMA personnel responsible for 
   bringing Program Civil Remedies Act litigation, to the persons 
   constituting the tribunal hearing such litigation or any appeals 
   therefrom and to counsel for the defendant party in any such 
   litigation.
       (r) Disclosure to any court or during the course of any 
   litigation to which FEMA is a party or has an interest. A record may 
   be disclosed in a proceeding before a court or adjudicative body 
   before which FEMA is authorized to appear, or in the course of 
   settlement negotiations with opposing counsel, when FEMA, or any 
   component thereof, or any employee of FEMA in his or her official 
   capacity; or any employee of FEMA in his or her individual capacity, 
   where FEMA has agreed to represent the employer; or the United 
   States, where FEMA determines that litigation is likely to affect 
   FEMA or any of its components--is a party to litigation or has an 
   interest in such litigation, and FEMA determines that the use of such 
   records is relevant and necessary to the litigation; provided, 
   however, that in each case FEMA determines that disclosure of the 
   records is a use of the information contained in the records that is 
   compatible with the purpose for which the records were collected.
       (s) Disclosure to FEMA's legal representation, to include the 
   Department of Justice and other outside counsel, where FEMA is a 
   party in litigation or has an interest in litigation. A record may be 
   disclosed to the Department of Justice when FEMA, or any of its 
   components thereof; or any employee of FEMA in his or her official 
   capacity; or any employee of FEMA in his or her individual capacity, 
   where the Department of Justice has agreed or is considering a 
   request to represent the employee; or the United States, where FEMA 
   determines that litigation is likely to affect FEMA or any of its 
   components--is a party to litigation or has an interest in such 
   litigation, and FEMA determines that the use of such records by the 
   Department of Justice is relevant and necessary to the litigation; 
   provided, however, that in each case, FEMA determines that disclosure 
   of the records to the Department of Justice is a use of the 
   information contained in the records that is compatible with the 
   purpose for which the records were collected.
       (t) Disclosure to State Insurance Departments and Insurance 
   Companies. A record may be disclosed to State Insurance Departments 
   and insurance companies and/or their agents investigating fraud or 
   potential fraud in connection with burglary, robbery or flood claims.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       These records are maintained in file folders, index cards, and in 
   data processing storage media.
     Retrievability: 
       By name, file number, and subpoena number.
     Safeguards: 
       Paper records in a locked container and/or room. All records are 
   maintained in areas that are secured by building guards during non-
   business hours. Records are retained in areas accessible only to 
   authorized personnel who are properly screened, cleared and trained. 
   To the extent that this system includes records or information which 
   is classified under an existing Executive Order, such records or 
   information would be provided security safeguards equivalent to the 
   protection of Top Secret classified information and access would only 
   be provided on a verified need-to-know basis.
     Retention and disposal: 
       Records are covered by General Records Schedule 22. Investigative 
   files containing information or allegations which are of an 
   investigative nature but do not relate to a specific investigation 
   are destroyed when 5 years old. All other investigative case files 
   are placed in inactive file when case is closed. Cut off inactive 
   file at end of fiscal year. Destroy 10 years after cutoff date. Index 
   references to investigative files are destroyed when superseded or 
   obsolete.
     System manager(s) and address: 
       Inspector General, Federal Emergency Management Agency, 
   Washington, DC 20472.
     Notification procedure: 
       During an investigation, information from other systems of 
   records may be incorporated into the case file. In certain instances, 
   the incorporated information may be material which the Privacy Act, 
   at 5 U.S.C. 552a(j)(2), (k)(1), (2), and (5), permits an agency to 
   exempt from certain provisions of the Act. To the extent that such 
   exempt material is incorporated into the investigative file, the 
   Director, Federal Emergency Management Agency, has determined that 
   the material as it appears in this system should be exempted from 
   subsections (c)(3), (d), (e)(1), (e)(4) (G), (H), (I) and (f), of the 
   Privacy Act, 5 U.S.C. 552a, pursuant to 5 U.S.C. 552a(j)(2), (k)(1), 
   (2), and (5). To the extent that this system of records is not 
   subject to exemption, it is subject to notification, access and 
   contesting procedures. A determination as to the applicability of an 
   exemption as to a specific record shall be made at the time a request 
   for notification, access, or contesting is received. Inquiries should 
   be addressed to the system manager. Written requests should be 
   clearly marked, ``Privacy Act Request'' on the envelope and letter. 
   Include full name of the individual, some type of appropriate 
   personal identification, and current address.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should clearly 
   and concisely what information is being contested, the reasons for 
   contesting it, and the proposed amendment to the information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       (1) Federal, State, local or foreign government agencies 
   concerned with the administration of criminal justice and non-law 
   enforcement agencies both public and private; (2) Members of the 
   public; (3) Government employees; (4) Published material; (5) 
   Witnesses and informants. Systems exempted from certain provisions of 
   the act: During an investigation, information from other systems of 
   records may be incorporated into the case file. In certain instances, 
   the incorporated information may be material which the Privacy Act, 
   at 5 U.S.C. 552a(j)(2), (k) (1), (2), and (5), permits an agency to 
   exempt from certain provisions of the Act. To the extent that such 
   exempt material is incorporated into the investigative file, the 
   Director, Federal Emergency Management Agency, has determined that 
   the material as it appears in this system should be exempted from 
   subsections (c)(3), (d), (e)(1), (e)(4) (G), (H), (I) and (f), of the 
   Privacy Act, 5 U.S.C. 552a, pursuant to 5 U.S.C. 552a(j)(2), (k) (1), 
   (2), and (5). Rules have been promulgated in accordance with the 
   requirements of 5 U.S.C. 553 (b), (c) and (e) and have been published 
   in 44 CFR 6.87.

   FEMA/MIT-7

   System name: 

       Flood Map Customer Records.
     Security classification: 
       Unclassified.
     System location: 
       Offices of the map sales servicing agent under contract with the 
   Federal Emergency Management Agency, Washington, DC 20472.
     Categories of individuals covered by the system:  
       Individuals who purchase flood-related map products or whose 
   requests have been forwarded to the map sales servicing contractor. 
   The system also contains records concerning individuals in their 
   entrepreneurial capacity, corporations and other business entities 
   whose records are not subject to the Privacy Act.
     Categories of records in the system:  
       Electronic database contains name, address, phone number, credit 
   card number and expiration date, account number, order number, 
   product requested and appropriate accounting entries. Information 
   from paper orders is entered into database and paper orders are 
   destroyed after three months.
     Authority for maintenance of the system:  
       The National Flood Insurance Act of 1968, as amended, and the 
   Flood Disaster Protection Act of 1973, as amended, 42 U.S.C. 4001 et 
   seq., 5 U.S.C 301, Reorganization Plan No. 3 of 1978 and E.O. 12127.
   Purpose(s): 
       The primary use of the records is for reference by the map sales 
   servicing contractor in processing customer inquiries, orders and 
   complaints. The contractor must comply with the requirements of the 
   Privacy Act of 1974, as amended, 5 U.S.C. 552a.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  
       In addition to use of the records by a contractor engaged to 
   assist the Agency in performing a contract service related to this 
   system of records and who requires access to the records in order to 
   perform the activity, disclosure of records outside FEMA or the map 
   sales contractor may be made to:
       (1) The U.S. Department of Justice or a court or adjudicative 
   body when (a) the United States, FEMA, a component of FEMA, the map 
   sales servicing contractor or, when represented by the Government, an 
   employee of FEMA is a party to litigation or anticipated litigation 
   or has an interest in such litigation, and (b) FEMA determines that 
   the disclosure is relevant or necessary to the litigation and is 
   compatible with the purpose for which the records were compiled;
       (2) An appropriate Federal, State, local or foreign agency 
   responsible for investigating, prosecuting, enforcing, or 
   implementing a statute, regulation, rule or order, where FEMA becomes 
   aware of an indication of a violation or potential violation of civil 
   or criminal law or regulation;
       (3) A Congressional office when disclosure from the record of an 
   individual is necessary to respond to an inquiry the individual has 
   made to the Congressional office.
       (4) To the National Archives and Records Administration for the 
   purpose of conducting records management studies under the authority 
   of 44 U.S.C. 2904 and 2906.
   Disclosure to consumer reporting agencies:
       Disclosures under 5 U.S.C. 552a(b)(12): Disclosures may be made 
   from this system to a ``consumer reporting agency'' 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: 
       Records in this system are temporarily stored in a database 
   (i.e., on computer hard drives and computer disks) and subsequently 
   archived in magnetic media. Paper printouts of these data may be made 
   as necessary. Paper copies of customer orders are stored in manual 
   files and destroyed after three months.
     Retrievability: 
       Retrievable by name of organization, individual, account number 
   or order number.
     Safeguards: 
       Records are maintained by the FEMA map sales servicing contractor 
   in areas occupied by contractor personnel during working hours with 
   the building locked and secured by alarm during off hours. In 
   addition, the risk of unauthorized access to or disclosure of 
   personal data in the proposed system is minimized through the use of 
   passwords and security profiles and permissions to enter the computer 
   system in which data are maintained. The computerized records and 
   paper records are stored in secured areas that are accessible only to 
   employees who require the information in performing their official 
   duties. Paper documents are stored either in lockable file cabinets 
   within locked rooms or in otherwise secured areas. All personnel with 
   access to records are screened, cleared and trained.
     Retention and disposal: 
       Records are retained and disposed of in accordance with the 
   retention and disposition schedules set forth in FEMA Manual 5400 
   (August 1989), ``Records Management: Disposition, Retention and Files 
   Plan.'' Means of disposal are appropriate to the storage medium 
   (e.g., erasure of disks, shredding of paper records, etc.).
     System manager(s) and address:  
       Project Officer, Map Service Center, Technical Services Division, 
   Mitigation Directorate, Federal Emergency Management Agency, 
   Washington, DC 20472.
       Notification procedure:
       Inquiries should be addressed to the System Manager following 
   procedures set forth at 44 CFR part 6, subpart C.
     Record access procedures:
       See Notification procedure.
     Contesting recORDS PROCEDURE:
       A petition for amendment should be addressed to the System 
   Manager and must meet the content requirements set forth at 44 CFR 
   part 6, subpart D.
     Record source categories: 
       Customers on whom record(s) are maintained.
     System exempted from certain provisions of the Act:
       None.

    FEMA/NETC-1

   System name: Student Application and Registration Records.

     Security classification: 
       Unclassified.
     System location: 
       National Emergency Training Center, Federal Emergency Management 
   Agency, Emmitsburg, Maryland 21727.
     Categories of individuals covered by the system: 
       Individuals who apply for and complete resident and field 
   emergency management training conducted under the auspices of the 
   National Emergency Training Center. This system includes individuals 
   who apply for and complete courses for the National Fire Academy and 
   Emergency Management Institute.
     Categories of records in the system: 
       Files include student application form, FEMA Form 75-5 containing 
   name, address, educational level, social security number, ethnic/
   racial origin, emergency management courses taken and where, 
   emergency management organization and program affiliation, emergency 
   management title, emergency management telephone number and length of 
   emergency management service, employer, business title and business 
   telephone number, individual training records; individual and 
   business file for National Emergency Training Center Catalogs, 
   Information Bulletins, etc.; Career Development directory; Student 
   Expense files, completed Grant-in-aid Forms; State recommendations, 
   attendance and progress reports, student locators, and related 
   academic documents. Authority for maintenance of the system: Pub. L. 
   93-498, Federal Fire Prevention and Control Act of 1974, 15 U.S.C. 
   2206; 44 U.S.C. 3101; Federal Civil Defense Act of 1950, 50 U.S.C. 
   App. 2253, 2281; 5 U.S.C. 301; Pub. L. 93-288, the Disaster Relief 
   Act of 1974 as amended; E.O. 12127; E.O. 12148; and Reorganization 
   Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of determining eligibility and effectiveness of 
   National Emergency Training Center courses; to maintain necessary 
   student records; to supply students with information of courses, 
   credits and grades (if any), to supply the Registrar with record of 
   student enrollment in National Emergency Training Center courses by 
   geographical location to determine who has or has not been trained, 
   to assess use of course material in the field, and to assess the 
   impact of course material on the community.
   Disclosure to consumer reporting agencies:
       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)).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To State and local jurisdictions to maintain up-to-date 
   statistics of National Emergency Training Center graduates completing 
   courses within their respective jurisdiction. Information relating to 
   participation of courses in the National Fire Academy may be 
   disclosed to Members of the Board of Visitors for the purpose of 
   evaluating the participants of courses.
       Additional routine uses may include Nos. 2, 3, 5 and 8 of 
   Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper files and computerized records.
     Retrievability: 
       Academic records are filed alphabetically by course title; 
   student expense files are filed alphabetically by course and fiscal 
   year.
     Safeguards: 
       Personnel screening, hardware and software computer security 
   measures. Paper records are retained in a locked container and/or 
   room. All records are maintained in areas that are secured by 
   building security personnel during non-business hours. Records are 
   retained in areas accessible only to authorized personnel who are 
   properly screened, cleared and trained.
     Retention and disposal: 
       Records are covered by FEMA Records Schedule N1-311-88-2. 
   Applications and registrations records accepted for admission are 
   held until the end of the fiscal year. Inactive files are destroyed 
   after 40 years. Students not accepted for admission are cut off at 
   the end of the fiscal year and destroyed one year after cut off. 
   Student stipend agreements are destroyed after 6 years and 3 months.
     System manager(s) and address: 
       Director, Office of Training, Federal Emergency Management 
   Agency, National Emergency Management Training Center, 16825 South 
   Seton Avenue, Emmitsburg, Maryland 21727.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Directly from the individual's application and academic records, 
   educational institutions, applicant's employer, and instructors.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/NETC-2

   System name: Emergency Management Training Program Home Study 
      Courses.

     Security classification: 
       Unclassified.
     System location: 
       National Emergency Training Center, Federal Emergency Management 
   Agency, Emmitsburg, Maryland 21727. Answer sheets are provided to 
   FEMA's Home Study Office to establish a printout of name, address, 
   social security number, pass/fail indicator for each course, and date 
   of completion of each course or date of disenrollment. The computer 
   printouts are maintained by each Regional office, addresses are 
   listed in Appendix A and the Emergency Management Institute.
     Categories of individuals covered by the system: 
       Any citizen who desires to further his/her knowledge of emergency 
   management is eligible for these home study courses.
     Categories of records in the system: 
       Files include FEMA Form 95-23, student application form; group 
   enrollment forms; group completion forms; computer printouts 
   indicating home study entry, progress, and completion, and 
   correspondence.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 44 U.S.C. 3101; 50 U.S.C. App. 2253, 2281; E.O. 
   9397.
   Purpose(s): 
       For the purpose of improving emergency management practices 
   throughout the United States. The Home Study Program is one of five 
   channels FEMA uses to deploy training to the general public and to 
   emergency management audiences.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Applications, answer sheets and/or computer printouts are 
   disclosed to the FEMA Home Study Office to enter application data 
   into home study program, to release home study program materials to 
   applicants, and to forward certificates to applicants who 
   successfully complete a course; to FEMA Regional offices and State 
   Emergency Management offices to assess home study progress and 
   completion and to schedule more advanced training for students within 
   their jurisdiction who have completed basic emergency management 
   instruction through home study courses. Additional routine uses may 
   include Nos. 2, 3, 5 and 8 of Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper files and automated files on hard disks.
     Retrievability: 
       By name, address and social security number.
     Safeguards: 
       Personnel screening, hardware and software computer security 
   measures. Paper records are retained in a locked container and/or 
   room. All records are maintained in areas that are secured by 
   building security personnel during non-business hours. Records are 
   retained in areas accessible only to authorized personnel who are 
   properly screened, cleared and trained.
     Retention and disposal: 
       Home study records at National Emergency Training Center are 
   covered by General Records Schedule 1 and destroyed 5 years after 
   completion of the courses. The computer printouts are destroyed when 
   obsolete, superseded or no longer necessary.
     System manager(s) and address: 
       Director, Office of Training, Federal Emergency Management 
   Agency, National Emergency Training Center, 16825 South Seton Avenue, 
   Emmitsburg, Maryland 21727.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Application forms completed and submitted by applicants for FEMA 
   Home Studies courses.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/NETC-3

   System name: Records of Alleged Misconduct of Students Attending 
      Training Courses at the National Emergency Training Center.

     Security classification: 
       Unclassified.
     System location: 
       National Emergency Training Center, Federal Emergency Management 
   Agency, Emmitsburg, Maryland 21727.
     Categories of individuals covered by the system: 
       Students attending training courses at the National Emergency 
   Training Center who have been charged with alleged misconduct or 
   found guilty of misconduct.
     Categories of records in the system: 
       File may include statements from the student charged with alleged 
   misconduct and witnesses; Security reports from Security personnel 
   assigned to the National Emergency Training Center; police reports 
   describing the alleged incident; a copy of student application 
   records, FEMA Form 75-5, which contains the name, address, 
   educational level, social security number, pre-requisite courses 
   taken and where, organization and program affiliation, position title 
   and length of service, business and residence telephone numbers, 
   date, course title and location; student stipend reimbursement files; 
   State recommendations; and attendance and progress reports.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 44 U.S.C. 3101 50 U.S.C. App. 2253, 2281; E.O. 
   12127; E.O. 12148; and Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of evaluating the alleged misconduct to make an 
   administrative decision as to whether the action warrants dismissal 
   from participation in the training course at the National Emergency 
   Training Center. Upon admission to the National Emergency Training 
   Center, students are apprised that if they are sent home as a result 
   of misconduct, they may not attend future sessions for one (1) fiscal 
   year following the current fiscal year in which the incident 
   occurred.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       A letter notifying the student's employer of the student's 
   dismissal for reasons of misconduct is sent by the National Emergency 
   Training Center. Upon written request by the student's employer, 
   information from and/or copies of the statements from the student 
   sent home as a result of misconduct and witnesses, police reports, 
   and security reports from security personnel assigned to the National 
   Emergency Training Center may be made available to the student's 
   employer for the purpose of determining if disciplinary action is 
   appropriate by the student's employing organization.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records in file folders.
     Retrievability: 
       By name or social security number.
     Safeguards: 
       Paper records are retained in a locked container and/or room. All 
   records are maintained in areas that are secured by building security 
   personnel during non-business hours. Records are retained in areas 
   accessible only to authorized personnel who are properly screened, 
   cleared and trained.
     Retention and disposal: 
       Records are covered by General Records Schedule 18 and are 
   destroyed when 2 years old.
     System manager(s) and address: 
       Director, Office of Training, Federal Emergency Management 
   Agency, National Emergency Training Center, 16825 South Seton Avenue, 
   Emmitsburg, Maryland 21727.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Directly from the students, witnesses, State and local police 
   departments, and derived from student application and academic 
   records.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/NETC-4

   System name: Associate Faculty Tracking System.

     Security classification: 
       Unclassified.
     System location: 
       Records are stored at the Federal Emergency Management Agency, 
   Office of Training, National Emergency Training Center, Emmitsburg, 
   MD 21727.
     Categories of individuals covered by the system: 
       Individuals who provide instruction in the delivery of Office of 
   Training resident and field courses.
     Categories of records in the system:
       Individuals name; home and/or business addresses and telephone 
   numbers; taxpayer identification number; title of courses taught; 
   dates and location of courses; professional degrees; area(s) of 
   expertise; cost data; and evaluations of courses and instructors.
     Authority for maintenance of the system: 
       Federal Civil Defense Act of 1950, as amended, 50 U.S.C. App. 
   2251 et seq; Robert T. Stafford Disaster Relief and Emergency 
   Assistance Act, 42 U.S.C. App. 5121 et seq; National Security Act of 
   1947, 50 U.S.C. App. 404; Defense Production Act of 1950, 50 U.S.C. 
   App. 2061 et seq; National Flood Insurance Act of 1968, as amended; 
   Flood Disaster Protection Act, as amended, 42 U.S.C. App. 4001 et 
   seq; and Earthquake Hazards Reduction Act of 1977, as amended, 42 
   U.S.C. 7701, et seq; Federal Fire Prevention and Control Act of 1974, 
   15 U.S.C. App. 2201 et. seq; 5 U.S.C. 301 and 3108; E.O. 1212 and 
   Reorganization Plan No. 3 of 1978; Comprehensive Environmental 
   Response, Compensation, and Liability Act of 1980, 42 U.S.C. 9615 et 
   seq (CERCLA), as further amended by the Superfund Amendments and 
   Reauthorization Act (SARA) of 1986, Pub.L. 99-499; and Emergency 
   Planning and Community Right to Know Act of 1986, as amended, 42 
   U.S.C. 11001 et seq (SARA Title III).
   Purpose(s): 
       To provide a capability to track associate faculty data to 
   facilitate the selection of instructors and maintenance of records. 
   The Office of Training staff may access the system to add records for 
   new instructors and/or course offerings, update records for existing 
   instructors, generate on-screen queries and hard copy reports to 
   facilitate the selection of instructors based on factors such as area 
   of expertise or previous evaluations, and obtain cost information in 
   support of budget requirements.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include Nos. 1, 2, 3, 5 and 8 of Appendix A.
   Disclosure to consumer reporting agencies: 
       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: 
       Stand-alone personal computers which consist of hard drive with 
   floppy backup and network use consists of hard drive and magnetic 
   storage media as backup as well as hard copy procurement 
   documentation.
     Retrievability: 
       Menu-driven system capable of retrieving data based on a variety 
   of sorting features. Generally the records will be retrieved by one 
   of the following: Name, taxpayer identification number, area(s) of 
   expertise, course and/or course code.
     Safeguards: 
       The system is accessible by password into an established network 
   capability or on a designated stand-alone computer with limited 
   access and data transmission via modem. Hard copy records are 
   maintained in areas that are secured by building guards during 
   nonbusiness hours.
     Retention and disposal: 
       Records are updated and are destroyed when no longer needed in 
   accordance with General Records Schedule 3c.
     System manager(s) and address:
       Director, Office of Training, Federal Emergency Management 
   Agency, Washington, DC 20472.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written request should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as notification procedures above.
     Record source categories: 
       Information submitted directly by the subject individuals.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/NP-1

   System name: Emergency Assignment System.

     Security classification: 
       Unclassified.
     System location: 
       National Preparedness Directorate, Federal Emergency Management 
   Agency, Washington, DC 20472.
     Categories of individuals covered by the system: 
       Emergency assignees to the FEMA Special Facility.
     Categories of records in the system: 
       Personnel data, social security number, personal data, skills 
   inventory, and other related information for the purpose of in-house 
   official use, based upon a need-to-know requirement, to assist 
   officials charged with emergency responsibilities in the assignment 
   and coordination of activities in the Office of Facilities 
   Management.
     Authority for maintenance of the system: 
       E.O. 12148, July 20, 1979.
   Purpose(s): 
       To assist officials charged with emergency responsibilities in 
   the assignment and coordination of activities in the Office of 
   Facilities Management.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include Nos. 1, 2, 3, 5 and 8 of Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Mag-tape, drum, disc and paper.
     Retrievability: 
       By name, personal characteristics or skills, badge number, and 
   agency.
     Safeguards: 
       Personnel screening hardware and software computer security 
   measures; paper records in a locked container and/or room. All 
   records are maintained in areas that are secured by building guards 
   during non-business hours. Records are retained in areas accessible 
   only to authorized personnel who are properly screened, cleared and 
   trained.
     Retention and disposal: 
       Retention of records shall be for duration of assignment. 
   Disposition of records shall be in accordance with the FEMA Records 
   Schedule N1-311-86-1, 5F3.
     System manager(s) and address: 
       Associate Director, National Preparedness Directorate, Federal 
   Emergency Management Agency, Washington, DC 20472.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       The individuals to whom the record pertains.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/NP-2

   System name: Key Personnel Central Locator List.

     Security classification: 
       Unclassified.
     System location: 
       National Preparedness Directorate, Federal Emergency Management 
   Agency, Washington, DC 20472.
     Categories of individuals covered by the system: 
       FEMA key Personnel, Associate Directorate staffs, Emergency Team 
   members and individuals who may be required to respond to natural or 
   technological emergencies (i.e., Federal and military agencies, 
   etc.).
     Categories of records in the system: 
       System consists of ``Cardex'' software and contains office and 
   home telephone numbers, paper numbers and secure phone numbers as 
   applicable. Access to the file is limited to protect the home 
   telephone numbers of personnel in the files.
     Authority for maintenance of the system: 
       E.O. 12148, July 20, 1979.
   Purpose(s): 
       For the purpose of locating selected key FEMA personnel in the 
   event of a national disaster or civil emergency. In the event of a 
   national disaster or civil emergency which requires action by FEMA, 
   the list will be referred to in order to locate selected key 
   officials.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To enable the Emergency Action Staff to forward calls from key 
   staff to members of their staffs, other key staff members or the 
   Director's staff. To provide telephone alerting during notification 
   stages in response to emergencies or exercises. To make notifications 
   to program officers in response to Presidential declarations as 
   required.
       Additional routine uses may include Nos. 5 and 8 of Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records.
     Retrievability: 
       By name.
     Safeguards: 
       Paper records in a locked container and/or room. All records are 
   maintained in areas that are secured by building guards during non-
   business hours. Records are retained in areas accessible only to 
   authorized personnel who are properly screened, cleared and trained.
     Retention and disposal: 
       Records are destroyed in accordance with FEMA Records and 
   Schedule N1-311-86-1, 5F3.
     System manager(s) and address: 
       Associate Director, National Preparedness Directorate, Federal 
   Emergency Management Agency, Washington, DC 20472.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       The individuals to whom the record pertains.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/OC-1

   System name: Travel and Transportation Accounting.

     Security classification: 
       Unclassified.
     System location: 
       Office of the Comptroller, Federal Emergency Management Agency, 
   Washington, DC 20472, and all FEMA Regional offices, addresses are 
   listed in Appendix AA. Bi-weekly payroll records are also maintained 
   at classified location and relocation facilities under the FEMA Vital 
   Operating Records Program.
     Categories of individuals covered by the system: 
       All FEMA employees, headquarters and field, including full-time 
   permanent, part-time, temporary, consultants, and former employees 
   who perform (temporary duty or permanent change of duty station) 
   travel.
     Categories of records in the system: 
       File contains FEMA Form 60-2, requests and authorizations for 
   travel; SF-1169, U.S. Government transportation requests; SF-1038, 
   request for advances of funds; payment records of outstanding travel 
   advances; SF-1012F (PAID) travel vouchers; SF-1170, Redemption of 
   Unused tickets and related records of unused tickets; travel history 
   records; collection vouchers for refunds of advances; and 
   correspondence relating to travel claims. This system includes the 
   taxpayer identification number (social security number).
     Authority for maintenance of the system: 
       5 U.S.C. 5701; 30 U.S.C. 52; 31 U.S.C. 65; 31 U.S.C. 71; 41 
   U.S.C. 3101; 50 U.S.C. App. 2253.
   Purpose(s): 
       For the purpose of administering travel requirements.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To finance and administration personnel for the purpose of 
   recording and controlling obligations involving travel, and the 
   storage and shipment of household goods, advances, refunds and 
   expenditures of travel funds; to prevent errors leading to improper 
   payments; to detect and recover overpayments; and to support billings 
   to carriers for travel and transportation furnished.
       Additional routine uses may include any of the uses listed in 
   Appendix A.
   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: 
       Paper records and computerized records.
     Retrievability: 
       Travel authorizations are filed alphabetically by transportation 
   requests; records of unused tickets are filed by TR number; records 
   of outstanding advances and travel history records are filed 
   alphabetically by individual; and all advance, refund and payment 
   records are filed by payment date in schedule number sequence.
     Safeguards: 
       Personnel screening, hardware and software computer security 
   measures; paper records are maintained in locked containers and/or 
   room. All records are maintained in areas that are secured by 
   building guards during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared and trained.
     Retention and disposal: 
       Records in this system are covered by General Records Schedule 9. 
   Passenger transportation records are destroyed when 3 years old. 
   Passenger reimbursement records are destroyed when 3 years old. 
   Unused ticket forms are destroyed when no longer needed. General 
   travel and transportation records, as well as accountability records, 
   are destroyed 1 year after all entries are cleared.
     System manager(s) and address: 
       Comptroller, Federal Emergency Management Agency, Washington, DC 
   20472; all Regional Directors of FEMA, addresses as listed in 
   Appendix AA.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some types of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       FEMA Form 60-2, Official Travel Authorization; SF-1169, U.S. 
   Government Transportation Request are submitted by authorized 
   officials; SF-1038, Application and Account for Advances of Funds are 
   submitted by employee requiring advances; SF-1012F, (PAID) Travel 
   Vouchers are received from the finance and administration office; SF-
   1170, Redemption of Unused Tickets are prepared from unused tickets 
   turned in by travelers and the file copy of the related 
   Transportation Request and Travel History Record by individuals are 
   prepared from paid vouchers.
     Systems exempted from certain provisions of the act: 
       None.

   FEMA/OC-2

   System name: Debt Collection Files.

     Security classification: 
       Unclassified.
     System location: 
       Primary system is located in the Office of Financial Management, 
   Federal Emergency Management Agency, 500 C Street SW, Washington, DC 
   20472. Secondary systems may be maintained by the Debt Collection 
   Officers designated for the following offices: Federal Insurance 
   Administration, National Preparedness Directorate, State and Local 
   Programs and Support Directorate, United States Fire Administration, 
   U.S. Fire Academy/National Emergency Training Center and each FEMA 
   Regional Office.
     Categories of individuals covered by the system: 
       Individuals who are indebted to FEMA.
     Categories of records in the system: 
       The Debt Collection Files will contain copies of debt collection 
   letters and Optional Form 1114, Bills for Collection, and 
   correspondence to and from the debtor relating to the debt. The files 
   will include such information as the name and address of the debtor; 
   taxpayer's identification number (which may be the social security 
   number); amount of debt or delinquent amount; basis of the debt; date 
   debt arose; office referring debt to the Agency Collections Officer; 
   record of each collection made; credit report or FEMA Form 22-13; 
   financial statement reflecting the net worth of the debtor; date by 
   which debt must be referred to the Agency Collections Officer for 
   further collection action; citation or basis on which debt was 
   terminated or compromised; and the appropriation number under which 
   the Accounts/Notes Receivable was established.
     Authority for maintenance of the system: 
       Debt Collection Act of 1982, 31 U.S.C. 3701 et seq.
   Purpose(s): 
       Information in the record system is used to collect monies owed 
   FEMA arising out of any administrative or program activities or 
   service administered by FEMA. The Debt Collection files represent the 
   basis for the debt, the amount of the debt, and actions taken by FEMA 
   to collect the debt. The credit report or financial statement 
   provides an understanding of the individual's financial condition 
   with respect to requests for deferment of payment.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       When debts are uncollectible, copies of the FEMA Debt Collection 
   file regarding the debt and actions taken to collect the monies are 
   forwarded to the U.S. General Accounting Office, Department of 
   Justice, United States Attorney, or other federal agencies for 
   further collection action. FEMA may also provide copies of debt 
   collection letters, Optional Form 1114, Bill for Collection, and FEMA 
   correspondence to the debtor or to a debt collection agency under 
   contract with FEMA for further collection action. FEMA may also send 
   debtors' names and social security numbers to other federal agencies 
   for computer matches to determine whether such debtors are receiving 
   salary or retired pay from the Federal Government and would be 
   subject to salary or administrative offset. FEMA may also send the 
   debtors' names, social security numbers and amounts owed to federal 
   agencies in order to effect offsets against salaries, retirement 
   payments, or both, if applicable. FEMA may also refer delinquent 
   debtors by name, social security number, social security or other 
   taxpayer identification number, amount owed and date of delinquency 
   to the IRS for collection by offset against tax refunds.
   Disclosure to consumer reporting agencies:
       Disclosure 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 Debt 
   Collection Act of 1982, 31 U.S.C. 3701(a)(3).
       Disclosures to Federal agencies for computer or other type of 
   match: Disclosure pursuant to 5 U.S.C. 552a(b)(3): Disclosures of 
   delinquent debtors' names and social security numbers may be made to 
   the Defense Manpower Data Center and to other federal agencies for a 
   computer or other type of match to determine whether such debtors are 
   employed as employees of the federal government, are active duty 
   members of the uniformed services, are drawing retired pay from the 
   federal government and are subject to salary or administrative offset 
   to collect debts owed to FEMA.
       Disclosures to Federal agencies for salary or retired pay offset: 
   Disclosures pursuant to 5 U.S.C. 552a(b)(3): FEMA may disclose names, 
   social security numbers, amounts of debts past due to federal 
   agencies employing debtors to effect salary or administrative offset 
   against salaries, active duty pay or retirement pay to collect debts 
   owed FEMA under provisions of 5 U.S.C. 5514, 5705(1) and 5724(f).
       Disclosure to the Internal Revenue Service: Disclosure pursuant 
   to 5 U.S.C. 552a(b)(3) and 31 U.S.C. 3720A: Disclosure of delinquent 
   debtor's names and social security numbers may be made to the 
   Internal Revenue Service under provisions of 26 U.S.C. 6103(m)(2) and 
   26 CFR 301.6402-6T(a) for the IRS to provide FEMA with latest 
   addresses known to IRS so that FEMA may notify such delinquent 
   debtors that FEMA intends to take offset against tax refunds that 
   would otherwise be paid to these debtors. If these debtors do not 
   successfully present evidence and arguments which convince FEMA not 
   to have IRS exercise offset, then FEMA will report delinquent debtors 
   by name, social security number, amount of indebtedness and date that 
   the debt became delinquent under the provisions of 31 U.S.C. 3720A.
     Policies and practices for storing, retrieving, accessing, 
   retaining and disposing of records in the system: 
     Storage: 
       Records are maintained in file folders, on lists and forms, and 
   in computer processable storage media.
     Retrievability: 
       The primary system files are filed by bill for collection number; 
   the secondary systems may be filed by bill for collection number, 
   name, or taxpayer's identification number (which may be the social 
   security number).
     Safeguards: 
       Personnel screening; hardware and software computer measures; 
   paper records are maintained in locked containers, a locked room, or 
   both. All records are maintained in areas that are secured by 
   building guards during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared and trained. Addresses of delinquent debtors 
   provided by IRS will be maintained in separate bar-locked combination 
   locked file cabinets to which only FEMA Headquarters debt collection 
   personnel have the lock's combination.
     Retention and disposal: 
       Records are covered by General Records Schedule 6. The file on 
   each debt on which administrative collection action has been 
   completed shall be retained by Debt Collection Officers' respective 
   program offices not less than one year after the applicable statute 
   of limitations has expired. The file is then transferred to the 
   National Archives and Records Administration for a period of six 
   years and three months after the end of the fiscal year in which the 
   debt was closed out by means of the debt being paid, terminated, 
   compromised, or the statute of limitations had run out. However, 
   addresses provided by the IRS under the Federal Tax Refund Offset 
   Program will be shredded either after the debt is collected in full, 
   terminated, suspended, or the offset statute of limitations has 
   expired.
     System manager(s) and address: 
       Chief Financial Officer, Federal Emergency Management Agency, 500 
   C Street SW, Washington, DC 20472, who is designated the Agency 
   Collections Officer (ACO) by 44 CFR 11.34(a)(1). The ACO is assisted 
   by Debt Collections Officers (DCOs) who are those employees in the 
   regions and in the program offices responsible for initiating bills 
   for collection. If the DCOs are unable to collect the debts, they 
   will refer the bills to the ACO for further action.
     Notification procedures:
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager, identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and on the letter. Requests 
   should include full name of the individual, some type of appropriate 
   identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, driver's license, employing 
   organization's identification card or other identification card.
     Record access procedures: 
       Same as Notification Procedures above.
     Contesting record procedures: 
       Same as Notification Procedures above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought. FEMA Privacy Act Regulations are promulgated in 
   44 CFR part 6.
     Record source categories: 
       Directly from the individual, the initial loan application, 
   credit report from the commercial credit bureau, administrative 
   program offices within FEMA, or other federal, state or local 
   agencies which are involved in programs or services administered by 
   FEMA. In the case of addresses being used in the IRS Tax Refund 
   Offset Program for delinquent debtor notification described above, 
   addresses will be provided by the IRS.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/PER-1

   System name: Grievance Records.

     Security classification: 
       Limited access.
     System location: 
       Office of Personnel and Equal Opportunity, Federal Emergency 
   Management Agency, Washington, DC 20472.
     Categories of individuals covered by the system: 
       Current or former employees who have submitted grievances with 
   FEMA in accordance with part 771 of the Office of Personnel 
   Management regulations (5 CFR part 771), or a negotiated procedure.
     Categories of records in the system: 
       The system contains records relating to grievances filed by 
   agency employees under part 771 of the Office of Personnel Management 
   regulations. These case files contain all documents related to the 
   grievance, including statements of witnesses, reports of interviews 
   and hearings, examiner's findings and recommendations, a copy of the 
   original and final decision, and related correspondence and exhibits. 
   This system includes files and records of administrative grievances 
   and negotiated grievance/arbitration systems that FEMA may establish 
   through negotiations with recognized labor organizations.
     Authority for maintenance of the system: 
       5 U.S.C. 1302, 3301, 3302, E.O. 10577, 3 CFR 1954-58 Comp., p. 
   218, E.O. 10967, 3 CFR 1959-1963 Comp., p. 519.
   Purpose(s): 
       For the purpose of processing grievance complaints from agency 
   employees for personal relief in a matter of concern or 
   dissatisfaction which is subject to the control of FEMA management.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To disclose information to any source from which additional 
   information is requested in the course of processing a grievance, to 
   the extent necessary to identify the individual, inform the source of 
   the purpose(s) of the request and identify the type of information 
   requested; to disclose information to another Federal agency or to a 
   court when the Government is party to a judicial proceeding before 
   the court, in the production of summary descriptive statistics and 
   analytical studies in support of the function for which the records 
   are collected and maintained, or for related work force studies. 
   While published statistics and analytical studies do not contain 
   individual identifiers, in some instances the selection of elements 
   of data included in the study may be structed in such a way as to 
   make the data included individually identifiable by inference; to 
   disclose information to officials of the Merit Systems Protection 
   Board, including the Office of the Special Counsel, the Federal Labor 
   Relations Authority and its General Counsel, or the Equal Employment 
   Opportunity Commission when requested in performance of their 
   authorized duties; to disclose in response to a request for discovery 
   or for appearance of a witness, information that is relevant to the 
   subject matter involved in a pending judicial or administrative 
   proceeding; and to provide information to officials of labor 
   organizations reorganized under the Civil Service Reform Act when 
   relevant and necessary to their duties of exclusive representation 
   concerning personnel policies, practices, and matters affecting work 
   conditions.
       Additional routine uses may include Nos. 1, 2, 5 and 8 of 
   Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       These records are maintained in file folders.
     Retrievability: 
       By name of the individual.
     Safeguards: 
       Paper records in a locked container and/or room. All records are 
   maintained in areas that are secured by building guards during non-
   business hours. Records are retained in areas accessible only to 
   authorized personnel who are properly screened, cleared and trained.
     Retention and disposal: 
       These records are covered by General Records Schedule 1 and are 
   destroyed 3 years after closing of the case.
     System manager(s) and address: 
       Director of Personnel and Equal Opportunity, Federal Emergency 
   Management Agency, Washington, DC 20472.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Information in this system of records is provided by (1) the 
   individual on whom the record is maintained; (2) testimony of 
   witnesses; and (3) from related correspondence from organizations or 
   persons.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/PER-2

   System name: Equal Employment Opportunity Complaints of 
      Discrimination Files.

     Security classification: 
       Limited access.
     System location: 
       Office of Personnel and Equal Opportunity, Federal Emergency 
   Management Agency, Washington, DC 20472.
     Categories of individuals covered by the system: 
       Any FEMA employee or applicant for employment, headquarters, 
   regional and field offices, including full-time, permanent, part-time 
   and temporary employees, who file a complaint of discrimination 
   against FEMA. Also, any persons who file or could file a complaint of 
   discrimination with FEMA alleging discrimination by a State or local 
   government in violation of title VI of the Civil Rights Act of 1964 
   and any other similar legislation involving discrimination by a State 
   or local government.
     Categories of records in the system: 
       Files include complaints of discrimination brought against FEMA 
   by employees or applicants because of race, color, religion, sex, 
   age, handicapped, or national origin; records of counselor's reports, 
   records of investigation, records of hearings and disposition of 
   cases involving Equal Employment Opportunity. Files also include 
   reports, documents, and information in support of or contrary to the 
   complaint or potential complaint, records of hearings and disposition 
   of the cases by the States or the Director, Federal Emergency 
   Management Agency or higher authority.
     Authority for maintenance of the system: 
       Pub. L. 92-261 and 93-211 as amended by Pub. L. 93-516, Equal 
   Employment Opportunity Act of 1972, Executive Orders 11478 and 12067, 
   title VI, Civil Rights Act of 1964 (78 Stat.) (42 U.S.C. 2000d et 
   seq.).
   Purpose(s): 
       For the purpose of ascertaining whether discrimination has taken 
   place.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) To Title VI Officers and other investigators and reporting 
   officers to ascertain whether discrimination under the Title VI rules 
   and regulations have taken place; (b) to investigators to secure 
   testimony and affidavits of witnesses and other pertinent data 
   involving Equal Employment Opportunity cases; (c) to State officials 
   and investigators to secure testimony of witnesses and other 
   pertinent data involving Title VI, Civil Rights Act cases; (d) to 
   EEOC and other Federal agencies with jurisdiction for hearings and 
   appeals; (e) to higher authorities outside of FEMA for making a 
   decision; and (f) to the U.S. Justice Department or other agencies as 
   appropriate for enforcement action and where necessary in reporting.
       Additional routine uses may include Nos. 4, 5, 7 and 8 of 
   Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       These records are maintained in file folders and some information 
   may be automated.
     Retrievability: 
       By name of the individual.
     Safeguards: 
       Personnel screening hardware and software computer security 
   measures; paper records in a locked container and/or room. All 
   records are maintained in areas that are secured by building guards 
   during non-business hours. Records are retained in areas accessible 
   only to authorized personnel who are properly screened, cleared and 
   trained.
     Retention and disposal: 
       Official discrimination complaint case files are covered by 
   General Records Schedule 1 and are destroyed 4 years after resolution 
   of case. EEO General Files which records pertaining to the Civil 
   Rights Act of 1964 are covered by General Records Schedule 1 and are 
   destroyed when 3 years old, or when superseded or obsolete, whichever 
   is applicable.
     System manager(s) and address: 
       Director of Personnel and Equal Opportunity, Federal Emergency 
   Management Agency, Washington, DC 20472.
     Notification procedure: 
       The major part of this system is exempted from this requirement 
   and the access and contesting requirement under 5 U.S.C. 552a(k)(2). 
   To the extent that this system of records is not subject to 
   exemption, it is subject to notification, access and contesting 
   procedures. A determination as to the applicability of an exemption 
   as to a specific record shall be made at the time a request for 
   notification, access, or contesting is received. Inquiries should be 
   addressed to the system manager. Written requests should be clearly 
   marked, ``Privacy Act Request'' on the envelope and letter. Include 
   full name of the individual, some type of appropriate personal 
   identification, and current address.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       (a) For the Equal Employment Opportunity files--Information is 
   secured from previous employers, friends and acquaintances of the 
   complainant and the alleged discriminating official, official 
   personal records, educational institutions, etc.; (b) For Civil 
   Rights Act (Title VI) files--Information is secured from complainants 
   and from FEMA officials who conduct Title VI compliance reviews at 
   the State and local level, from citizens who have been denied 
   services or use of facilities, from State and local government 
   records and institutional and organizational records; from State 
   officials who have observed violations or local officials who have 
   reported violations to the State.
     Systems exempted from certain provisions of the act: 
       The Director, Federal Emergency Management Agency, has determined 
   that this system should be exempted from subsections (c)(3), (d), 
   (e)(1), (e)(4) (G), (H), (I) and (f), of the Privacy Act, 5 U.S.C. 
   552a, pursuant to 5 U.S.C. 552a(k)(2). Rules have been promulgated in 
   accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
   have been published in 44 CFR 6.87.

    FEMA/PER-3

   System name: Payroll and leave accounting.

     Security classification: 
       Unclassified.
     System location: 
       Office of Personnel and Equal Opportunity, Federal Emergency 
   Management Agency, Washington, DC 20472, and all FEMA Regional 
   offices, addresses are listed in Appendix AA. Office timekeepers at 
   both Headquarters and all Regional offices maintain some duplicative 
   payroll and leave accounting records for input into U.S. Department 
   of Agriculture electronic system to issue paychecks. Bi-weekly 
   payroll records are also maintained at classified location and 
   relocation facilities under the FEMA Vital Operating Records Program.
     Categories of individuals covered by the system: 
       All FEMA employees, headquarters and field, including full-time 
   permanent, part-time, temporary, consultants, and former employees.
     Categories of records in the system: 
       Form W-4, Federal and State withholding statement; SF-1192, bond 
   applications; bond listing; SF-50, Notification of Personnel Actions; 
   SF-1199A, Direct Deposit Sign-up form; TSP-1, Thrift Savings Plan 
   Election Form; Form TSP-22, Thrift Savings Plan Loan Payment 
   Allotment Form; TFS Form 7311, Employee Withholding Certificate for 
   City Taxes; SF 2809, Health Benefit Election Form; SF 2810, Notice of 
   Change in Health Benefit Enrollment; SF 1150, Record of Leave Data; 
   and SF 1187 Request for Payroll Deductions for Labor Organization 
   Dues. Official payroll records are maintained in the U.S. Department 
   of Agriculture's National Finance Center, New Orleans PAY/DERS 
   system. This system includes the taxpayer identification number 
   (social security number).
     Authority for maintenance of the system: 
       Sec. 112(a) of the Budget and Accounting Procedures Act of 1950; 
   31 U.S.C. 66(a); 5 U.S.C. 5501, et seq., 5525 et seq., and 6301 et 
   seq.
   Purpose(s): 
       For the purpose of administering the pay and leave requirements.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       These records and information in these records may be used: (a) 
   By the U.S. Department of Agriculture to issue checks and U.S. 
   Savings bonds; (b) by the Department of Labor in connection with a 
   claim filed by an employee for compensation due to a job-connected 
   injury or illness; (c) by state offices of unemployment compensation 
   in connection with claims by former Agency employees for unemployment 
   compensation; (d) by Federal Employees' Group Life Insurance or 
   Health Benefits carriers in connection with survivor annuity or 
   health benefits claims or records reconciliations; (e) to provide 
   officials of labor organizations recognized under the Civil Service 
   Reform Act with information as to the identity of Agency employees 
   contributing union dues each pay period and the amount of dues 
   withheld from each contributor; (f) to disclose information to 
   officials of labor organizations recognized under the Civil Service 
   Reform Act when relevant and necessary to their duties of exclusive 
   representation concerning personnel policies, practices, and matters 
   affecting working conditions; (g) to disclose information to another 
   Federal agency or to a court when the Government is party to a 
   judicial proceeding before the court; (h) to disclose, in response to 
   a request for discovery or for appearance of a witness, information 
   that is relevant to the subject matter involved in a pending judicial 
   or administrative proceeding; (i) to disclose information to 
   officials of the Merit Systems Protection Board, including the Office 
   of the Special Counsel, the Federal Labor Relations Authority and its 
   General Counsel, Social Security Administration, or the Equal 
   Employment Opportunity Commission when requested in performance of 
   their authorized duties.
       Additional routine uses may include any of the uses listed in 
   Appendix A.
   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: 
       The above mentioned forms consist of paper records in file 
   folders; information from these forms are keyed into a computer 
   system and transmitted to the U.S. Department of Agriculture for 
   preparing checks and bonds.
     Retrievability: 
       Federal and state withholding statements, bond applications, 
   requests by employees for allotments of pay for credit to savings 
   accounts with financial institutions, and notifications of personnel 
   actions are filed alphabetically by name of individual.
     Safeguards: 
       Personnel screening, hardware and software computer security 
   measures; paper records are maintained in locked containers and/or 
   room. All records are maintained in areas that are secured by 
   building guards during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared and trained.
     Retention and disposal: 
       Individual authorized allotment records are covered by General 
   Records Schedule 2 and are destroyed 3 years after superseded or 
   after transfer or separation of the employee. Bond registration 
   records are covered by General Records Schedule 2 and are destroyed 
   when 2 years old. Notification of personnel actions are covered by 
   General Records Schedule 1 and are destroyed when 2 years old.
     System manager(s) and address: 
       Director, Office of Personnel and Equal Opportunity, Federal 
   Emergency Management Agency, Washington, DC 20472; all Regional 
   Directors of FEMA, addresses as listed in Appendix AA.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Treasury Form TDF 10-11.G-6, Earnings and Leave Statements; Net 
   Check listings; Form W-4, Federal and State Withholding Statements; 
   SF-1192, Bond Application; SF-1199, Direct Deposit Sign-up form SF-
   1199A, Direct Deposit Sign-up form; TSP-1, Thrift Savings Plan 
   Election Form; Form TSP-22, Thrift Savings Plan Loan Payment 
   Allotment Form; TFS Form 7311, Employee Withholding Certificate for 
   City Taxes; SF 2809, Health Benefit Election Form; SF 2810, Notice of 
   Change in Health Benefit Enrollment; SF 1150, Record of Leave Data; 
   and SF 1187 Request for Payroll Deductions for Labor Organization 
   Dues are submitted by the individual to the U.S. Department of 
   Agriculture through FEMA payroll offices; and SF-50, Notification of 
   Personnel Action.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/REG-1

   System name: State and local Civil Preparedness Instructional 
      Program (SLCPIP).

     Security classification: 
       Unclassified.
     System location: 
       Primary system located at FEMA Regional offices, addresses are 
   listed in Appendix AA. Decentralized system located with State and 
   local agencies contractors in various States who provide input to 
   Regional offices. Duplicate data is forwarded to State Emergency 
   Management offices by contractor in the States for information 
   purposes only. Addresses of contractors and State Emergency 
   Management offices are available at FEMA Regions.
     Categories of individuals covered by the system: 
       Individuals include local Emergency Management coordinators, 
   teachers, school administrators and local officials who are in need 
   of emergency management training.
     Categories of records in the system: 
       This system is comprised of 4 reporting forms only one of which 
   has names. These are forwarded from the contractors at the State 
   level to the Regional offices. The form with names is the SLCPIP 
   Contractor's Roster. This form is used to give name, address, and 
   title of participants for each course or workshop conducted. This is 
   a monthly report to the Regions. The Contracting Officer (Region) 
   forwards to FEMA Director, Office of Training, National Emergency 
   Training Center, gross number of activities and participants. The 
   Regions maintain the roster. The Director, Office of Training, 
   National Emergency Training Center, consolidates all ten Regions 
   reports and prepares a consolidated report to the FEMA Director, when 
   required.
     Authority for maintenance of the system: 
       44 U.S.C. 3101; 50 U.S.C. App. 2253, 2281; E. O. 12148; and 
   Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of determining which officials are in need or 
   have taken emergency management training.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include Nos. 2, 3, 5 and 8 of Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records.
     Retrievability: 
       By name, address, name of course, date and location.
     Safeguards: 
       Paper records in a locked container and/or room. All records are 
   maintained in areas that are secured by building guards during non-
   business hours. Records are retained in areas accessible only to 
   authorized personnel who are properly screened, cleared and trained.
     Retention and disposal: 
       Records are covered by FEMA Records Schedule N1-311-86-1, 3A-4a 
   and are destroyed 6 years and 3 months after completion of contract.
     System manager(s) and address: 
       Regional Directors of FEMA, addresses are listed in Appendix AA.
     Notification procedure: 
       Inquiries should be addressed to the appropriate system manager. 
   Written requests should be clearly marked, ``Privacy Act Request'' on 
   the envelope and letter. Include full name of the individual, some 
   type of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       The source for information on participants in a course is 
   forwarded by the contractors in the various States as he/she conducts 
   training activities in his/her State.
     Systems exempted from certain provisions of the act: 
       None.

   FEMA/REG-2

   System name: 

       Disaster Recovery Assistance Files.
     Security classification: 
       Unclassified.
     System location: 
       FEMA National Processing Service Centers.
     Categories of individuals covered by the system: 
       Individuals who apply for disaster recovery assistance following 
   presidentially declared major disasters or emergencies.
     Categories of records in the system: 
       (a) Records of registration for assistance (FEMA Form 90-69, 
   Disaster Assistance Registration/Application includes names, 
   addresses, telephone numbers, social security numbers, insurance 
   coverage information, household size and composition, degree of 
   damage incurred, income information, programs to which we refer 
   applicants for assistance, flood zones, location and height of high 
   water level, preliminary determinations of eligibility for disaster 
   assistance).
       (b) Inspection reports (FEMA Form 90-56, Inspection Report) 
   contain identification information, and results of surveys of damaged 
   real and personal property and goods.
       (c) Temporary housing assistance eligibility determinations (FEMA 
   Forms 90-11 through 90-13, 90-16, 90-22, 90-24 through 90-28, 90-31, 
   90-33, 90-41, 90-48, 90-57, 90-68 through 90-70, 90-71, 90-75 through 
   90-78, 90-82, 90-86, 90-87, 90-94 through 90-97, 90-99, and 90-101). 
   These apply to approval and disapproval of temporary housing 
   assistance: general correspondence, complaints, appeals, and 
   resolutions, requests for disbursement of payments, inquiries from 
   tenants and landlords, general administrative and fiscal information, 
   payment schedules and forms, termination notices, and information 
   shared with the temporary housing program staff from other agencies 
   to prevent duplication of benefits, leases, contracts, specifications 
   for repair of disaster damaged residences, reasons for eviction or 
   denial of aid, sales information after tenant purchase of housing 
   units, and status of disposition of applications of housing.
       (d) Eligibility decisions from other agencies (for example, the 
   disaster loan program administered by the Small Business 
   Administration, and decisions of the State-administered Individual 
   and Family Grant program) as they relate to determinations of 
   eligibility for disaster assistance programs.
       (e) State files containing related, but independently kept, 
   records of persons who request Individual and Family Grants, and 
   administrative files and reports FEMA requires. As to individuals, we 
   keep the same type of information as described above under 
   registration, inspection, and temporary housing assistance records. 
   As to administrative and reporting requirements, we use FEMA Forms 
   76-27, 76-28, 76-30, 76-32, 76-34, 76-35, and 76-38. We also use 
   State administrative planning formats.
     Authority for maintenance of the system: 
       The Robert T. Stafford Disaster Relief and Emergency Assistance 
   Act, 42 U.S.C. 5121--5206; Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       To register applicants needing disaster assistance, to inspect 
   damaged homes, to verify information provided by the applicant, to 
   make eligibility determinations for that assistance, and to identify 
   and implement measures to reduce future disaster damage.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) We may disclose applicant information to certain agencies as 
   necessary and as described below to prevent a duplication of efforts 
   or a duplication of benefits in determining eligibility for disaster 
   assistance. We may disclose only information from this system of 
   records relevant to that agency's particular assistance program(s). 
   The receiving agency is not permitted to change disclosed FEMA 
   records. We may make such disclosures under the following 
   circumstances:
       (i) To another Federal agency or State government agency charged 
   with administering disaster relief programs, and
       (ii) When an applicant seeks assistance from a local government 
   agency or voluntary agency (as defined at 44 CFR 206.2) charged under 
   legislation or charter with administering disaster relief programs, 
   and FEMA receives a written request from that local government or 
   voluntary agency that includes the applicant's name, date of birth 
   and damaged dwelling address. FEMA shall not release lists of names 
   to local government agencies or voluntary agencies routine use 
   (a)(ii).
       (b) When eligibility, in whole or in part, for a FEMA disaster 
   assistance program depends on benefits received or available from 
   another source for the same purpose, we may disclose information to 
   relevant agencies, organizations, and institutions only as necessary 
   to obtain information in order to determine and prevent duplication 
   of benefits (as described in section 312 of the Stafford Act).
       (c) In response to a written request, we may disclose information 
   from this system of records to Federal, State, or local government 
   agencies charged with the implementation of hazard mitigation 
   measures and the enforcement of hazard-specific provisions of 
   building codes, standards, and ordinances. We may disclose only 
   information necessary for the following purposes:
       (i) For hazard mitigation planning purposes to assist States and 
   communities in identifying high-risk areas and preparing mitigation 
   plans that target those areas for hazard mitigation projects 
   implemented under Federal, State or local hazard mitigation programs; 
   and
       (ii) For enforcement purposes to enable State and communities to 
   ensure that owners repair or rebuild structures in conformance with 
   applicable hazard-specific building codes, standards, and ordinances.
       (d) Additional routine uses may include those uses identified at 
   Nos. 1, 2, 3, 5, 6, and 8 of Appendix A.
   Disclosure to consumer reporting agencies:
       Disclosure under 5 U.S.C. 552a(b)(12): We may make disclosures 
   from this system to ``consumer reporting agencies'' as defined in the 
   Fair Credit Reporting Act, 15 U.S.C. 1681a(f) or the Debt Collection 
   Act of 1982.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Interactive database; computer discs, records in file folders.
     Retrievability: 
       By name, address, social security number, case file numbers.
     Safeguards: 
       Hardware and software computer security measures; paper files in 
   locked file cabinets or rooms; buildings are secured during non-
   business hours by building guards.
     Retention and disposal: 
       Because of varying record schedules applicable to this system of 
   records, we have broken down the paragraphs under the categories of 
   records section for easy reference. Records covered by paragraphs (a) 
   through (d) are covered by FEMA Records Schedule N1-311-86-1, Item 
   8b(l) and are destroyed 6 years and 3 months after the files are 
   consolidated. Records covered by paragraph (e) are covered by FEMA 
   Records Schedule N1-311-86-1, Item 7 and are destroyed 3 years after 
   the disaster contract is terminated.
     System manager(s) and address: 
       We list the addresses of Regional Directors and Regional 
   Readiness, Response and Recovery Division Chiefs of FEMA in Appendix 
   AA; and the Division Director, Recovery Division, Readiness, Response 
   and Recovery Directorate, 500 C Street SW., Washington, DC 20472.
     Notification procedure:
       You should address Inquiries to the appropriate system manager. 
   Written requests should be clearly marked, ``Privacy Act Request'' on 
   the envelope and letter. Include full name of the individual, some 
   type of appropriate personal identification, and current address. For 
   personal visits, you should be able to provide some acceptable 
   identification, that is, driver's license, employing office's 
   identification card, or other identification data.
     Record access procedures:
       Same as notification procedure above.
     Contesting record procedure:
       Same as notification procedure above. The letter should state 
   clearly and concisely what information you are contesting, the 
   reasons for contesting it, and the proposed amendment to the 
   information that you seek. FEMA Privacy Act regulations are at 44 CFR 
   part 6.
     Record source categories: 
       Applicants for disaster recovery assistance; credit rating 
   bureaus, financial institutions, insurance companies and agencies 
   providing disaster relief.
     Systems exempted from certain provisions of the act: 
       None.
       Appendix A
       Introduction to Routine Uses: We have identified certain routine 
   uses that are applicable to many of our systems of record notices. We 
   will list the specific routine uses applicable to an individual 
   system of record notice under the ``Routine Use'' section of the 
   notice itself, which will correspond to the numbering of the routine 
   uses published below. We are publishing these uses only once in the 
   interest of simplicity and economy, rather than repeating them in 
   every individual system notice.
       1. Routine Use--Law Enforcement: We may disclose as a routine use 
   a record from any of our system of records that indicates either by 
   itself or in combination with other information that we have, a 
   violation or potential violation of law, whether civil, criminal or 
   regulatory, and whether arising by general statute, or by regulation, 
   rule or order. We may disclose these records to the appropriate 
   agency whether Federal, State, territorial, local or foreign, or 
   foreign agency or professional organization, responsible for 
   enforcing, implementing, investigating, or prosecuting such violation 
   or for implementing the statute, rule, regulation or order.
       2. Routine Use--Disclosure When Requesting Information: We may 
   disclose as a routine use a record from our system of records to a 
   Federal, State, or local agency maintaining civil, criminal, 
   regulatory, licensing or other enforcement information or other 
   pertinent information, such as current licenses, if necessary to 
   obtain information relevant to an agency decision concerning hiring 
   or retention of an employee, issuance of a security clearance, 
   letting of a contract, or issuance of a license, grant, or other 
   benefit.
       3. Routine Use--Disclosure of Requested Information: We may 
   disclose as a routine use a record from our system of records to a 
   Federal agency in response to a written request in connection with 
   hiring or retaining an employee, an investigation of an employee, 
   letting of a contract, or 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.
       4. Routine Use--Grievance, Complaint, Appeal: We may disclose as 
   a routine use a record from our system of records to an authorized 
   appeal or grievance examiner, formal complaints examiner, equal 
   employment opportunity investigator, arbitrator, or other duly 
   authorized official investigating or settling a grievance, complaint, 
   or appeal filed by an employee. We may also disclose as a routine use 
   a record from this system of records to the Office of Personnel 
   Management under that agency's responsibility to evaluate Federal 
   personnel management.
       To the extent that official personnel records in our custody are 
   covered within systems of records published by the Office of 
   Personnel Management as government-wide records, we will consider 
   those records as a part of that government-wide system. We may 
   transfer as a routine use to the Office of Personnel Management under 
   official personnel programs and activities other official personnel 
   records covered by notices that we published and that we consider are 
   separate systems of records.
       5. Routine Use--Congressional Inquiries: If the individual 
   subject of the record asks us to disclose the information, we may 
   disclose as a routine use a record from our system of records to a 
   Member of Congress or to a congressional staff member in response to 
   an inquiry from the congressional office.
       6. Routine Use--Private Relief Legislation: We may disclose as a 
   routine use the information contained in our system of records to the 
   Office of Management and Budget at any stage of the legislative 
   coordination and clearance process set out in OMB Circular No. A-19.
       7. Routine Use--Disclosure to the Office of Personnel Management: 
   We may disclose as a routine use a record from our system of records 
   to the Office of Personnel Management concerning information on pay 
   and leave benefits, retirement deductions, and any other information 
   concerning personnel actions.
       8. Routine Use--Disclosure to National Archives and Records 
   Administration: We may disclose as a routine use a record from our 
   system of records to the National Archives and Records Administration 
   in records management inspections conducted under the authority of 44 
   U.S.C. 2904 and 12906.
       9. Routine Use--Grand Jury: We may disclose as a routine use a 
   record from our system of records to a grand jury agent under a 
   Federal or State grand jury subpoena, or under a prosecution request 
   that we release such record for introduction to a grand jury.
       Appendix AA
       Addresses for FEMA Regional Offices
   Region I--Regional Director, FEMA, room 442, J.W. McCormack Post 
              Office and Courthouse Building, Boston, MA 02109-4595;
   Region II--Regional Director, FEMA, 26 Federal Plaza, room 1338, 
                                            New York, NY 10278-0002;
       Region III--Regional Director, FEMA, Liberty Square Building 
   (Second Floor), 105 South Seventh Street, Philadelphia, PA 19106-
                                                               3316;
     Region IV--Regional Director, FEMA, 3003 Chamblee-Tucker Road, 
                                                  Atlanta, GA 30341;
     Region V--Regional Director, FEMA, 175 West Jackson Blvd., 4th 
                                      Floor, Chicago, IL 60604-2698;
   Region VI--Regional Director, FEMA, Federal Regional Center, 800 
                              North Loop 288, Denton, TX 76201-3698;
    Region VII--Regional Director, FEMA, 2323 Grand Boulevard, room 
                                    900, Kansas City, MO 64108-2670;
       Region VIII--Regional Director, FEMA, Denver Federal Center, 
                     Building 710, Box 25267, Denver, CO 80225-0267.

    FEMA/SEC-1

   System name: Security Support System.

     Security classification: 
       Limited Access. Certain records in this system are provided 
   security safeguards equivalent to the protection of Top Secret and/or 
   Special Access Program (SAP) information.
     System location: 
       Office of Security, Federal Emergency Management Agency, 
   Washington, DC 20472; FEMA Regional offices and Field Activities, and 
   other facilities designated and approved by the Systems Manager. 
   Name, Social Security number, FEMA point of contact, and time and 
   length of visit, is also available to General Services Administration 
   guards who are hired under a GSA contract for FEMA to confirm proper 
   identification of individuals requiring access to FEMA Headquarters 
   facility.
     Categories of individuals covered by the system: 
       FEMA employees, other Federal agency employees, State employees, 
   and consultant/contract employees and visitors to the FEMA 
   Headquarters Building and Field Activities, and all other individuals 
   requiring access to official FEMA premises.
     Categories of records in the system: 
       This system contains security records on FEMA employees, 
   applicants for employment, nominees. Security records include: 
   Statement of personal history, personal data (e.g., name, address, 
   telephone number and social security number) contained on Standard 
   Forms 85, 85A, 86, and 87, security clearance forms; rosters; lists; 
   Standard Form 312, non-disclosure statements; FEMA Form 12-17, 
   security termination statement, and Optional Forms 62 and 63, forms 
   for record container combinations and other related records. This 
   system also includes copies of background investigations conducted by 
   the Office of Personnel Management (OPM), FEMA, or other government 
   investigative agencies. (The OPM background investigations are not 
   FEMA records but rather are OPM records covered by OPM's system of 
   records entitled, OPM/Central-9, Personnel Investigations Records, 
   and requests for these records must be submitted directly to OPM-
   FIPC, Boyers, PA 16018. Requests for investigations conducted by 
   other government investigative agencies must be submitted directly to 
   the agency which conducted the investigation. The background 
   investigations conducted by a FEMA contractor are FEMA records and 
   are covered by this system notice. This system also contains records 
   concerning Personnel Security Program for positions associated with 
   computer systems (Chapter 732 of the Federal Personnel Manual). This 
   system also includes FEMA Form 12-36, requests for access to FEMA 
   Special Access Program; FEMA Form 12-35, notification of disapproval 
   for access to FEMA Special Access Program; FEMA Form 12-37, 
   inadvertent disclosure statements; FEMA Form 12-38, non-disclosure 
   agreements; and FEMA Form 12-30, termination of access to certain 
   classified information.
       This system also includes entrant/exit records for access to FEMA 
   premises. For visitors, this system includes name; temporary badge 
   number; host's number, office symbol, and room number. For all 
   others, this system includes name, social security number, specific 
   areas and times of authorized accessibility, escort authority, status 
   and level of security clearance.
     Authority for maintenance of the system: 
       E.O. 12127; E.O. 12148; Reorganization Plan No. 3 of 1978; 
   Section 4-2a, Executive Order 10450; Executive Order 12356; and 
   Paragraph 1a, National Security Decision Directive 84, Safeguarding 
   National Security Information.
   Purpose(s): 
       For routine administrative, managerial, and security purposes by 
   officials on a need-to-know basis in order to better track, manage 
   and control access to information, buildings and restricted areas 
   under the jurisdiction of FEMA, to determine the status of 
   individuals entering FEMA premises; and to provide data requisite to 
   investigations and security reports.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       An employee's level of security clearance and type of Special 
   Access Program may be reported to another agency for the purpose of 
   interagency security administration; information may be provided to 
   other federal departments and agencies charged with responsibility in 
   the assignment and coordination of federal emergency response teams; 
   to any Federal, State or local law enforcement agency for law 
   enforcement purposes; to any Federal agency pursuant to statutory 
   intelligence responsibilities. The entrant and exit records may also 
   include employees from other agencies which share building space in 
   FEMA facilities and those records may be released to the individuals' 
   respective employing agency. The name, Social Security number, FEMA 
   point of contact, and time and length of visit, is also available to 
   General Services Administration guards who are hired under a GSA 
   contract for FEMA to confirm proper identification of individuals 
   requiring access to FEMA Headquarters facility.
       Additional routine uses may include Nos.1, 2, 3, 4, 5, and 8 of 
   Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Mag-tape, disk, paper and index cards.
     Retrievability: 
       By name, social security number, organization, security clearance 
   level, type of Special Access Program, and badge number (except for 
   visitors).
     Safeguards: 
       All employees of the Office of Security have undergone a Special 
   Background Investigation (SBI). All records containing personal 
   information are maintained in secured storage areas contained within 
   restricted areas, access to which is limited to authorized personnel. 
   All records containing personal information on a computerized data 
   base are accessible only through computer media under FEMA 
   jurisdiction and placed in restricted areas, access to which is 
   limited to authorized personnel. Access to computerized files is 
   password protected and under the direct responsibility of the system 
   manager. The system manager has the capability of printing audit 
   trails of access from the computer media, thereby permitting regular 
   ad hoc monitoring of computer usage. Certain records in this system 
   are provided security safeguards equivalent to the protection of Top 
   Secret and/or Special Access Program (SAP) information. All records 
   are maintained in areas that are secured by building guards and/or 
   alarm systems during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared, trained and have a verified need-to-know.
     Retention and disposal: 
       Records are covered by General Records Schedule 18. Requests and 
   authorizations for individuals to have access to classified files are 
   destroyed 2 years after authorization expires. Forms or lists used to 
   record safe combinations, names of individuals knowing combinations, 
   and comparable data used to control access into classified containers 
   are destroyed when superseded by a new form or list, or upon turning 
   in of containers. Lists or rosters showing the current security 
   clearance status of individuals are destroyed when superseded or 
   obsolete. Personnel security case files are destroyed upon 
   notification of death or not later than 5 years after separation or 
   transfer of employee or no later than 5 years after contract relation 
   expires, whichever is applicable. Records relating to alleged 
   security violations are destroyed 2 years after completion of final 
   action or when no longer needed, whichever is sooner; records 
   relating to alleged violations of a sufficient serious nature that 
   are referred for prosecutive determinations are destroyed 5 years 
   after the close of the case. Copies of non-disclosure agreements are 
   destroyed when 50 years old.
     System manager(s) and address: 
       Director of Security, Office of Security, Federal Emergency 
   Management Agency, Washington, DC 20472.
     Notification procedure: 
       Individuals wishing to inquire whether this system contains 
   information about them should contact the appropriate system manager 
   in writing. Individuals must furnish their full name, social security 
   number, some type of appropriate personal identification, current 
   mailing address and zip code, and any other available information 
   regarding the type of record involved.
     Record access procedures: 
       Specific materials in this system have been exempted from the 
   access and contesting requirements under 5 U.S.C. 552a(k)(1) and 5 
   U.S.C. 552a(k)(5). To the extent that this system of records is not 
   subject to exemption, it is subject to the access and contesting 
   procedures. A determination as to the applicability of an exemption 
   as to a specific record shall be made at the time a request for 
   access or contest is received. Inquiries should be addressed to the 
   appropriate system manager. Written requests should be clearly 
   marked, ``Privacy Act Request'' on the envelope and letter. 
   Individuals must furnish their full name, social security number, 
   some type of appropriate personal identification, and current 
   address, any other available information regarding the type of record 
   for which access or amendment is being requested.
     Contesting record procedures: 
       Same as access procedure above. The letter should state clearly 
   and concisely what information is being contested, the reasons for 
   contesting it, and the proposed amendment to the information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Directly from the individual to whom the record pertains. The 
   FEMA background investigation for access to classified information 
   includes information from an application submitted by or an interview 
   with the individual to whom the record pertains; employers; 
   coworkers; neighbors; friends; acquaintances; physicians; other 
   government agencies; educational institutions; credit references; and 
   police departments. The entrant and exit records come directly from 
   paper log completed by the individuals and/or from the individuals 
   using FEMA issued badges to enter through turnstiles.
     Systems exempted from certain provisions of the act: 
       The Director, Federal Emergency Management Agency, has determined 
   that specific materials in this system should be exempted from 
   subsections (c)(3), and (d) of the Privacy Act, 5 U.S.C. 552a, 
   pursuant to 5 U.S.C. 552a(k)(1) and 5 U.S.C. 552a(k)(5). Rules have 
   been promulgated in accordance with the requirements of 5 U.S.C. 553 
   (b), (c) and (e) and have been published in 44 CFR 6.87.

    FEMA/SLPS-1

   System name: Application for Enrollment in Architectural 
      Engineering Professional Development Program.

     Security classification: 
       Unclassified.
     System location: 
       State and Local Programs and Support Directorate, Federal 
   Emergency Management Agency, Washington, DC 20472.
     Categories of individuals covered by the system: 
       Individuals who apply for FEMA professional development courses: 
   Fallout Shelter Analysis (FSA), Protective Construction (PC), 
   Multiprotection Design (MPD).
     Categories of records in the system: 
       FEMA Form 75-5, Application for Enrollment of Architects and 
   Engineers Professional Development Program. Includes applicant's 
   name, address, date of birth, education and status of completion in 
   the course.
     Authority for maintenance of the system: 
       5 U.S.C. 301, 44 U.S.C. 3104, 50 U.S.C. App. 2253.
   Purpose(s): 
       For the purpose of ascertaining qualifications for certification 
   as FSA for issuance of appropriate certificates and development of 
   mailing lists for disseminating new information to them as 
   appropriate.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include Nos. 5 and 8 of Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Application forms are kept on microfiche. Some of the data is 
   kept on computer magnetic tape for processing in conjunction with 
   dissemination of new information.
     Retrievability: 
       By name of the individual and FSA number.
     Safeguards: 
       Personnel screening hardware and software computer security 
   measures; paper records in a locked container and/or room. All 
   records are maintained in areas that are secured by building guards 
   during non-business hours. Records are retained in areas accessible 
   only to authorized personnel who are properly screened, cleared and 
   trained.
     Retention and disposal: 
       Records are covered by FEMA Schedule N1-311-86-1, destroy when 2 
   years old.
     System manager(s) and address: 
       Associate Director, State and Local Programs and Support 
   Directorate, Federal Emergency Management Agency, Washington, DC 
   20472.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures: 
       Same as notification procedure above.
     Contesting record procedures: 
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Applications submitted by applicants.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/SLPS-2

   System name: Military Reserve Program.

     Security classification: 
       Unclassified.
     System location: 
       State and Local Programs and Support Directorate, Federal 
   Emergency Management Agency, Washington, DC 20472; all FEMA Regional 
   Directors, addresses are listed in Appendix AA; and State and local 
   civil preparedness agencies requesting information.
     Categories of individuals covered by the system: 
       All military reservists who have mobilization designation to 
   FEMA, including FEMA Regional offices, and State and local civil 
   preparedness agencies.
     Categories of records in the system: 
       Includes copies of orders, lists of reservists assigned, and 
   those eligible to be assigned, to the FEMA regions and State and 
   local civil preparedness agencies; other related documents.
     Authority for maintenance of the system: 
       10 U.S.C. 270; 10 U.S.C. 275; 41 U.S.C. 3101; 50 U.S.C. App. 
   2253; E.O. 12148; and Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of preparing statistical reports, rosters, lists 
   of new assignees; review of assignments to provide information for 
   reallocation of vacant spaces; provide basis for general management 
   of the program, including the preparation of efficiency and other 
   reports.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Applications are processed by the uniformed service's personnel 
   headquarters and if approved, issuances of assignment orders are 
   distributed to interested offices for program recruiting, record and 
   management purposes.
       Additional routine uses may include Nos. 5, 7 and 8 of Appendix 
   A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage: 
       Computer printouts and orders and related papers are filed in 
   paper folders in metal filing cabinets.
     Retrievability: 
       At FEMA Headquarters--by region and military service; at FEMA 
   Regional offices--by military service, State, and individual's name.
     Safeguards: 
       Personnel screening hardware and software computer security 
   measures; paper records in a locked container and/or room. All 
   records are maintained in areas that are secured by building guards 
   during non-business hours. Records are retained in areas accessible 
   only to authorized personnel who are properly screened, cleared and 
   trained.
     Retention and disposal: 
       Records are covered by FEMA Records Schedule N1-311-86-1, 4B-22 
   and are destroyed 1 year after reservist leaves the program.
     System manager(s) and address:
       Associate Director, State and Local Programs and Support 
   Directorate, Federal Emergency Management Agency, Washington, DC 
   20472; and all FEMA Regional Directors, addresses are listed in 
   Appendix AA.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Records access procedures:
       Same as notification procedure above.
     Contesting records procedure:
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Reservist submits completed applications to FEMA Regional or 
   State and local civil preparedness agency when he or she desires to 
   work. Application is endorsed at each level and forwarded through 
   civil preparedness channels to the respective service personnel 
   administrative headquarters for processing, and if approved, issuance 
   of assignment orders. Copies of assignment orders are distributed to 
   interested offices.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/SLPS-3

   System name: Radioactive Materials Inventory.

     Security classification: 
       Unclassified.
     System location: 
       State and Local Programs and Support Directorate, Federal 
   Emergency Management Agency, Washington, DC 20472; National Emergency 
   Training Center, Emmitsburg, Maryland 21727 and all FEMA Regional 
   Directors, addresses are listed in Appendix AA. Copies are also 
   maintained at the appropriate State and local civil preparedness 
   agencies and at State radiological systems maintenance and 
   calibration facilities, and as applicable to another Federal agency 
   or FEMA contractor having radioactive material on loan.
     Categories of individuals covered by the system: 
       Custodians of FEMA Radioactive Material.
     Categories of records in the system: 
       Files contain a listing of all FEMA owned radioactive materials 
   on loan to a State, other Federal agencies, FEMA contractors and 
   others. Categories of information stored in the system include: 
   Custodian's name, address, city, county, telephone number, user 
   authorization number and expiration date, date of transfer, FEMA 
   Region, State, storage name, address, city, county, license number, 
   type, expiration date, radioactive material nomenclature, isotope 
   activity, civil preparedness nomenclature, serial numbers, leak test 
   data, ID number of item, voucher number and date.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 44 U.S.C. 3104; 50 U.S.C. App. 2253; E.O. 12148; 
   and Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of controlling and maintaining a record to whom 
   radioactive materials are loaned in order to avoid loss or 
   unauthorized use.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       Information relating to radioactive material items on loan may be 
   provided to the user which includes State Radiological Systems 
   Maintenance, Maintenance and Calibration Facility, State Civil 
   Preparedness offices, other Federal agencies, FEMA Contractors and 
   others processing loaned material for determining custodian of an 
   item; number of items on loan to a State, other Federal agency, 
   contractors and other users; record of license number authorizing 
   custodian possession of material; inventory of items by radioisotope; 
   using incapulation data and radioisotope decay to determine activity 
   at any given time. For lost or unauthorized sources, the entire file 
   may be searched.
       Additional routine uses may include Nos. 1, 5, and 8 of Appendix 
   A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage: 
       Computer magnetic tapes and disks, computer paper printouts.
     Retrievability: 
       Computer file is accessible by any of the categories listed in 
   Record-Category above.
     Safeguards: 
       Personnel screening hardware and software computer security 
   measures; computer printouts are stored in a locked container and/or 
   room. All records are maintained in areas that are secured by 
   building guards during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared and trained.
     Retention and disposal: 
       Records are covered by FEMA Records Schedule N1-311-86-1, 4B-11. 
   Files are updated as changes occur. As records are updated, file 
   incorporates records into a historical file so that previous 
   information remains on storage enabling a listing of all previous 
   data in file in various Record-Categories. This permits a listing of 
   leak test history data, listing of all storage locations and date of 
   transfer, listing of all custodians, date of transfer, license 
   numbers under which item was loaned. Based on expiration date of 
   license, lists can be prepared of licenses due for renewal and 
   overdue. Based on leak test data, lists can be prepared of items 
   scheduled for leak testing and overdue. Items in possession of 
   unauthorized personnel can be traced to last custodian by serial 
   number, ID number or other available nomenclature.
     System manager(s) and address: 
       Associate Director, State and Local Programs and Support 
   Directorate, Federal Emergency Management Agency, Washington, DC 
   20472; and all FEMA Regional Directors, addresses are listed in 
   Appendix AA.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures:
       Same as notification procedure above.
     Contesting records procedure:
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Data to update file is supplied by custodians of loaned material 
   (note: transferee will report name of new custodian), State Civil 
   Preparedness Agency Maintenance and Calibration Facility personnel, 
   FEMA Regional offices, RADEF and Technological Hazards Branch of 
   State and Local Programs and Support Directorate and other FEMA 
   divisions.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/SLPS-4

   System name: Maintenance and Calibration.

     Security classification: 
       Unclassified.
     System location: 
       State and Local Programs and Support Directorate, Federal 
   Emergency Management Agency, Washington, DC 20472; and all FEMA 
   Regional Directors, addresses are listed in Appendix AA. Copies are 
   also maintained at the appropriate State and local civil preparedness 
   agencies and at State radiological systems maintenance and 
   calibration facilities, and as applicable to another Federal agency.
     Categories of individuals covered by the system: 
       All State RADEF Officers and Maintenance Officers.
     Categories of records in the system: 
       Files contain the shipping and mailing addresses of the State 
   radiological systems maintenance and calibration facilities. It also 
   contains the name and telephone number of the maintenance officer of 
   the maintenance and calibration facility and the State RADEF officer.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 44 U.S.C. 3104; 50 U.S.C. App. 2253; E.O. 12148; 
   and Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of keeping an up-to-date list and addresses of 
   the maintenance officer of the maintenance and calibration facility 
   and the State RADEF officer.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       Mailing and shipping labels may be furnished to the Oak Ridge 
   National Laboratory, Oak Ridge, Tennessee, and FEMA Logistical 
   Support Facility, GSA, Ft. Worth, Texas, for use by them and the FEMA 
   Federal Supply Depot to ship and mail supplies to the States for use 
   under the Radiological Systems Maintenance contract. Information may 
   also be furnished to other Federal agencies and to State radiological 
   maintenance facilities upon request in order to furnish supplies, 
   and/or information for use in the radiological systems maintenance 
   contract. Additional routine uses may include Nos. 5, and 8 of 
   Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage: 
       Paper files and computer tapes and disks.
     Retrievability: 
       Filed by region then alphabetically by State name.
     Safeguards: 
       Personnel screening hardware and software computer security 
   measures; computer printouts are stored in a locked container and/or 
   room. All records are maintained in areas that are secured by 
   building guards during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared and trained.
     Retention and disposal: 
       Records are covered by FEMA Records Schedule N1-311-86-14B-23b 
   and are destroyed when information is superseded or obsolete.
     System manager(s) and address: 
       Associate Director, State and Local Programs and Support 
   Directorate, Federal Emergency Management Agency, Washington, DC 
   20472; and all FEMA Regional Directors, addresses are listed in 
   Appendix AA.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures:
       Same as notification procedure above.
     Contesting records procedure:
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Information submitted by State RADEF Officer, Maintenance and 
   Calibration Facility Officer, FEMA Regional Staff, and others 
   knowledgeable of change in data.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/SLPS-5

   System name: Radiation Exposure and Radioactive Materials; 
      Radiation Committee Records.

     Security classification: 
       Unclassified.
     System location: 
       State and Local Programs and Support Directorate, Federal 
   Emergency Management Agency, Washington, DC 20472; National Emergency 
   Training Center, Emmitsburg, Maryland 21727; and all FEMA Regional 
   Directors, addresses are listed in Appendix AA.
     Categories of individuals covered by the system: 
       Files contain the following types of individuals within FEMA or 
   under FEMA Byproduct Materials License: All authorized users of 
   sources of ionizing radiation; activity radiation safety officers; 
   ionizing radiation; dose records officers; custodians of FEMA sources 
   of ionizing radiation; committee members and alternates.
     Categories of records in the system: 
       Files contain records produced in the conduct of committee duties 
   and functions which include the control and administration of, the 
   procurement, use, handling, storage and disposal of all sources of 
   ionizing radiation throughout FEMA and other users under FEMA 
   licenses and authorizations, assuring compliance with licenses and 
   authorizations issued to FEMA for ionizing radiation and the 
   regulations applicable to these license holders. Records include 
   committee members, authorized users, activity radiation safety 
   officers, ionizing radiation dose records for individuals who may be 
   exposed to FEMA sources of ionizing radiation, and inspections 
   (surveys) of activities and facilities using FEMA sources of ionizing 
   radiation.
     Authority for maintenance of the system: 
       44 U.S.C. 3101; 50 U.S.C. App. 2253; 2281; 44 U.S.C. 2073, 2093, 
   2095, 2111, 2112, 2201, 2232, 2233, 2234, 2273 and E.O. 12148; and 
   Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of procuring, using, handling, controlling, and 
   administration of the procurement, use, handling, storage and 
   disposal of all sources of ionizing radiation throughout FEMA and 
   other users under FEMA licenses and authorizations, assuring 
   compliance with licenses and authorizations issued to FEMA for 
   ionizing radiation and the regulations applicable to these license 
   holders.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       To Radiation control committee in conduct of committee duties and 
   functions including the following: Serving as an advisory board 
   recommending approval and exercising control of the procurement, use, 
   handling, storage, and disposal of sources of ionizing radiation for 
   emergency management purposes; based upon the qualifications 
   submitted, designate for approval all authorized users of sources of 
   ionizing radiation with FEMA or under FEMA licenses or 
   authorizations; recommend for approval activity radiation safety 
   officers for all FEMA installations and other facilities where 
   sources of ionizing radiation are used, handled or stored under FEMA 
   licenses or authorizations; establishes general procedures and 
   guidance governing the use, handling, storage of sources of ionizing 
   radiation, including appropriate health physics or emergency 
   procedures and precautions, establishing formal rules and regulations 
   as necessary, assure that the rules and conditions of the FEMA 
   licenses, authorizations, and regulations are observed in all FEMA 
   activities; maintains records of the procurement, receipt, transfer 
   and disposal of all FEMA sources of ionizing radiation dose records 
   for each FEMA employee and other individual who may have been exposed 
   to ionizing radiation under FEMA licenses or authorizations; 
   providing liaison with other Federal agencies with regard to 
   committee duties and functions; maintain records of applications and 
   amendments to licenses and authorizations for the use of ionizing 
   radiation at FEMA facilities; maintain records of periodic 
   inspections of all FEMA activities involved with sources of ionizing 
   radiation under FEMA licenses and authorizations. Additional routine 
   uses may include Nos. 1, 5, and 8 of Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage: 
       Paper files and radioactive materials inventory on computer 
   magnetic tape and disks.
     Retrievability: 
       Filed by subject and ionizing radiation exposure records subfiled 
   alphabetically by name.
     Safeguards: 
       Personnel screening hardware and software computer security 
   measures; computer printouts are stored in a locked container and/or 
   room. All records are maintained in areas that are secured by 
   building guards during non-business hours. Records are retained in 
   areas accessible only to authorized personnel who are properly 
   screened, cleared and trained.
     Retention and disposal: 
       Records are covered under General Records Schedule 16 and FEMA 
   Records Schedule N1-311-86-1, 4B. Radioactive materials files are 
   destroyed when no longer needed for administrative use or to meet 
   legal requirements. Radiation Dose Records are destroyed after 75 
   years. Records produced in the conduct of committee duties are 
   destroyed when information is superseded or obsolete.
     System manager(s) and address: 
       Associate Director, State and Local Programs and Support 
   Directorate, Federal Emergency Management Agency, Washington, DC 
   20472; and all FEMA Regional Directors, addresses are listed in 
   Appendix AA.
     Notification procedure:
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal identification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedures:
       Same as notification procedure above.
     Contesting record procedure:
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Reports prepared and submitted by committee members, activity 
   radiation safety officers and users. Data for ionizing radiation dose 
   records from individuals wearing dosimeters and film bade processors.
     Systems exempted from certain provisions of the act: 
       None.

    FEMA/SLPS-6

   System name: Temporary and Permanent Relocation and Personal and 
      Real Property Acquisitions and Relocation Files.

     Security classification: 
       Unclassified.
     System location: 
       The information will be gathered by a contractor for submission 
   to the FEMA Regional Office which services the affected properties 
   being acquired or relocated. The contractor will be subject to the 
   Privacy Act requirements during the contractor's custody of the 
   records. A secondary system relating to Superfund acquisitions will 
   be maintained by the State and Local Programs and Support 
   Directorate, Office of Disaster Assistance, Federal Emergency 
   Management Agency, Washington, DC 20472; and a secondary system 
   relating to section 1362 acquisitions under the National Flood 
   Insurance Act will be maintained by the Federal Insurance 
   Administration, Washington, DC 20472. Information on temporary 
   relocation assistance will be collected by FEMA employees and 
   maintained at a site office, at a Regional office, or at 
   Headquarters, Washington, DC, depending upon who administered the 
   program.
     Categories of individuals covered by the system:
        Individuals whose real property has been or is being acquired by 
   FEMA and/or have been relocated or are being relocated by FEMA.
     Categories of records in the system: 
       The file may contain the following: (1) For section 1362 
   acquisitions, the files before Fiscal Year 1985 contain copies of the 
   appraisals, appraisal contracts and reviews and approval documents. 
   After FY 1985, the files do not contain copies of any appraisals or 
   related-appraisal documents; for Superfund acquisition, the files 
   include only the appraisal contracts, and approval documents; (2) 
   Amounts paid for purchase of property including records of 
   negotiations and offers; (3) Title search documentation, including 
   property titles, title company correspondence, closing papers, tax 
   records, and contracts; (4) Loan interest payment information 
   including mortgage payment papers, loan documentation claims, and 
   FEMA approvals; (5) Information for determining benefit amounts for 
   real property acquisition including tax records, mortgage information 
   and divorce decrees; (6) Information concerning replacement housing 
   determinations including tax information, affidavits, and 
   determinations; (7) Relocation claims payment information including 
   documents which verify that funds have been spent, deeds, contracts, 
   building estimates, construction bills, loan papers, leases, 
   cancelled checks, claim forms, and Decent, Safe and Sanitary 
   Inspection Forms; (8) Deeds, contractual sale documents, notations of 
   follow-up actions, appraiser qualifications, rent supplement 
   information, insurance verifications, moving cost information, 
   permanent relocation questionnaires including background information 
   on displaced persons, and information supplied by displaced persons 
   to support claims for real property acquisition and relocation 
   assistance. The temporary relocation assistance file may contain the 
   following: (1) Applicant contact sheets; (2) Application for 
   assistance; (3) Leases and/or reimbursement agreements and 
   corresponding housing inspection reports; (4) Requests for payment 
   with supporting bills, receipts, etc., for relocation expenses and 
   payments records to individuals and businesses; and (5) Move-out 
   records. This system may also include the taxpayer identification 
   number (social security number).
     Authority for maintenance of the system: 
       Comprehensive Environmental Response Compensation Liability Act 
   (CERCLA) of 1980, as amended by the Superfund Amendments and 
   Reauthorization Act (SARA), Executive Order 12580, Superfund 
   Implementation, Uniform Relocation Assistance and Real Property 
   Acquisition Policies Act (42 U.S.C. 4601 et seq.), section 1362 of 
   the National Flood Insurance Act of 1968 (Title XIII of Housing and 
   Urban Development Act of 1968), as amended, 42 U.S.C. 4001-4128, 
   Reorganization Plan No. 3 of 1978 and Executive Order 12127.
   Purpose(s): 
       Information is used for the purpose of tracking individual 
   properties which qualify for acquisition and/or relocation under the 
   Comprehensive Environmental Response Compensation Liability Act of 
   1980, as amended, and/or section 1362 of the National Flood Insurance 
   Act of 1968, as amended.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       Information may be provided to the affected State or a political 
   subdivision thereof for the purpose of determining the State's or 
   subdivision's eligibility for taking title to the acquired property 
   for recreational and open space resources; to the Environmental 
   Protection Agency for the purpose of verifying the proper eligibility 
   and use of Superfund monies to acquire properties found to be 
   uninhabitable for the population and in connection with legal cases 
   brought under the Superfund; to the Small Business Administration for 
   the purpose of determining the individual/business eligibility for 
   loans and nonduplication of funds; and to the U.S. General Accounting 
   Office, Department of Justice, or a United States Attorney for legal 
   representation in duplication of benefits provided to the individual 
   or legal cases brought by or against FEMA, or in the case of 
   Superfund monies, those brought by or against the Environmental 
   Protection Agency. Under section 1362 acquisitions, ownership 
   information and legal description will be provided to the Department 
   of Justice for the purpose of obtaining official title opinions prior 
   to acquisition. Additional routine uses may include Nos. 1, 5, and 8 
   of Appendix A.
   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: 
       Records are maintained in file folders, on lists and forms, and 
   in computer processible-storage media.
     Retrievability: 
       By name.
     Safeguards: 
       Personnel screening hardware and software computer security 
   measures; paper records are stored in a locked container and/or room. 
   Records which are maintained at a site office might not be secured by 
   building guards during non-business hours but are retained in a 
   locked container and/or locked room. All other records are maintained 
   in areas that are secured by building guards during non-business 
   hours. Records are retained in areas accessible only to authorized 
   personnel who are properly screened, cleared and trained.
     Retention and disposal: 
       Permanent Personal and Real Property Acquisitions and Relocation 
   records are covered by General Record Schedules 3 and 4. The file 
   regarding individuals about whom real property has been acquired by 
   FEMA and who have been relocated shall be retained for a period of 10 
   years after unconditional sale or release by the Government of 
   conditions, restrictions, mortgages, or other liens. Abstract or 
   certificate of title and other records deemed necessary or convenient 
   for donated property shall be transferred to recipient of the 
   property after release by the Government. Purchase related papers 
   shall be destroyed 6 years and 3 months after final payment. 
   Temporary relocation assistance records are covered by FEMA Records 
   Schedule N1-311-86-1, 4C-8b and are consolidated at the respective 
   regional office at end of Phase II and destroyed 6 years 3 months 
   after consolidation.
     System manager(s) and address: 
       For Superfund acquisitions--Associate Director, State and Local 
   Programs and Support Directorate, Federal Emergency Management 
   Agency, Washington, DC 20472; and all FEMA Regional Directors, 
   addresses are listed in Appendix AA. For section 1362 acquisitions 
   under the National Flood Insurance Act--Federal Insurance 
   Administrator--Federal Insurance Administrator, Federal Emergency 
   Management Agency, Washington, DC 20472; and all FEMA Regional 
   Directors.
     Notification procedure: 
       Inquiries should be addressed to the system manager. Written 
   requests should be clearly marked, ``Privacy Act Request'' on the 
   envelope and letter. Include full name of the individual, some type 
   of appropriate personal indentification, and current address.
       For personal visits, the individual should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   office's identification card, or other identification data.
     Record access procedure:
       Same as notification procedure above.
     Contesting records procedure:
       Same as notification procedure above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       Directly from the individual, the appraisal records, title 
   report, or homeowner report.
     Systems exempted from certain provisions of the act: 
       None.

                                Appendix A

       Introduction to Routine Uses: Certain routine uses have been 
   identified as being applicable to many of the FEMA systems of record 
   notices. The specific routine uses applicable to an individual system 
   of record notice will be listed under the ``Routine Use'' section of 
   the notice itself and will correspond to the numbering of the routine 
   uses published below. These uses are published only once in the 
   interest of simplicity, economy and to avoid redundancy, rather than 
   repeating them in every individual system notice.
       l. Routine Use--Law Enforcement: A record from any FEMA system of 
   records, which indicates either by itself or in combination with 
   other information within FEMA's possession, a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute, or by regulation, rule or 
   order issued pursuant thereto, may be disclosed, as a routine use, to 
   the appropriate agency whether Federal, State, territorial, local or 
   foreign, or foreign agency or professional organization charged with 
   the responsibility of enforcing, or implementing, or investigating, 
   or prosecuting such violation or charged with implementing the 
   statute, rule, regulation or order issued pursuant thereto.
       2. Routine Use--Disclosure When Requesting Information: A record 
   from a FEMA system of records may be disclosed as a routine use to a 
   Federal, State, or local agency maintaining civil, criminal, 
   regulatory, licensing or other enforcement information or other 
   pertinent information, such as current licenses, if necessary, to 
   obtain information relevant to an agency decision concerning hiring 
   or retention of an employee, issuance of a security clearance, 
   letting of a contract, or issuance of a license, grant, or other 
   benefit.
       3. Routine Use--Disclosure of Requested Information: A record 
   from a FEMA system of records may be disclosed to a Federal agency, 
   in response to a written request in connection with hiring or 
   retention of an employee, issuance of an investigation of an 
   employee, letting of a contract, or 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 on the matter.
       4. Routine Use--Grievance, Complaint, Appeal: A record from a 
   FEMA system of records may be disclosed to an authorized appeal or 
   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 Office of Personnel Management in 
   accordance with that agency's responsibility for evaluation of 
   Federal personnel management.
       To the extent that official personnel records in the custody of 
   FEMA are covered within systems of records published by the Office of 
   Personnel Management as governmentwide records, those records will be 
   considered as a part of that governmentwide system. Other official 
   personnel records covered by notices published by FEMA and considered 
   to be separate systems of records may be transferred to the Office of 
   Personnel Management in accordance with official personnel programs 
   and activities as a routine use.
       5. Routine Use--Congressional Inquiries: A record from a FEMA 
   system of records may be disclosed as a routine use to a Member of 
   Congress or to a Congressional staff member in response to an inquiry 
   of the Congressional office made at the direct, written request of 
   the individual about whom the record is maintained.
       6. Routine Use--Private Relief Legislation: The information 
   contained in a FEMA system of records may be disclosed as a routine 
   use to the Office of Management and Budget in connection with the 
   review of private relief legislation as set forth in OMB Circular No. 
   A-19 at any stage of the legislative coordination and clearance 
   process as set forth in that circular.
       7. Routine Use--Disclosure to the Office of Personnel Management: 
   A record from a FEMA system of records may be disclosed to the Office 
   of Personnel Management concerning information on pay and leave 
   benefits, retirement deductions, and any other information concerning 
   personnel actions.
       8. Routine Use--Disclosure to National Archives and Records 
   Administration: A record from a FEMA system of records may be 
   disclosed as a routine use to the National Archives and Records 
   Administration in records management inspections conducted under 
   authority of 44 U.S.C. 2904 and 2906.
       9. Routine Use--Grand Jury: A record from any system of records 
   may be disclosed, as a routine use, to a grand jury agent pursuant to 
   a Federal or State grand jury subpoena or to a prosecution request 
   that such record be released for the purpose of its introduction to a 
   grand jury.

                               Appendix AA

                      Addresses for FEMA Regional Offices:
           Region I--Regional Director, Federal Emergency 
   Management Agency, room 442, J.W. McCormack Post Office 
           and Courthouse Building, Boston, MA 02109-4595;
          Region II--Regional Director, Federal Emergency 
      Management Agency, 26 Federal Plaza, room 1338, New 
                                      York, NY 10278-0002;
         Region III--Regional Director, Federal Emergency 
       Management Agency, Liberty Square Building (Second 
       Floor), 105 South Seventh Street, Philadelphia, PA 
                                               19106-3316;
          Region IV--Regional Director, Federal Emergency 
     Management Agency, 1371 Peachtree Street, NE., suite 
                              700, Atlanta, GA 30309-3108;
           Region V--Regional Director, Federal Emergency 
    Management Agency, 175 West Jackson Blvd., 4th Floor, 
                                   Chicago, IL 60604-2698;
          Region VI--Regional Director, Federal Emergency 
    Management Agency, Federal Regional Center, 800 North 
                          Loop 288, Denton, TX 76201-3698;
         Region VII--Regional Director, Federal Emergency 
       Management Agency, 2323 Grand Boulevard, room 900, 
                               Kansas City, MO 64108-2670;
        Region VIII--Regional Director, Federal Emergency 
   Management Agency, Denver Federal Center, Building 710, 
                         Box 25267, Denver, CO 80225-0267;
          Region IX--Regional Director, Federal Emergency 
         Management Agency, Building 105, Presidio of San 
                                 Francisco, CA 94129-1250;
           Region X--Regional Director, Federal Emergency 
    Management Agency, Federal Regional Center, 130 228th 
                       Street SW., Bothell, WA 98021-9796.

   FEDERAL EMERGENCY MANAGEMENT AGENCY

Title 44-Federal Emergency Management and Assistance

Chapter I-Federal Emergency Management Agency

PART 6--IMPLEMENTATION OF THE PRIVACY ACT OF 1974

Subpart A--General

Sec.

6.1  Purpose and scope of part.
6.2  Definitions.
6.3  Collection and use of information (Privacy Act Statements).
6.4  Standards of agency.
6.5  Rules of conduct.
6.6  Safeguarding systems of records.
6.7  Records of other agencies.
6.8  Supoena and other legal demands.
6.9  Inconsistent issuances of FEMA and/or its predecessor agencies 
    superseded.
6.10  Assistance and referrals.

Subpart B--Disclosure of Records

6.20  Conditions of disclosure.
6.21  Procedures for disclosure.
6.22  Accounting of disclosures.

Subpart C--Individual Access to Records

6.30  Form of requests.
6.31  Special requirements for medical records.
6.32  Granting access
6.33  Denials of access.
6.34  Appeal of denial of access within FEMA.

Subpart D--Requests to Amend Records

6.50  Submission of requests to amend records.
6.51  Review of requests to amend records.
6.52  Approval of requests to amend records.
6.53  Denial of requests to amend records.
6.54  Agreement to alternative amendments.
6.55  Appeal of denial of request to amend a record.
6.56  Statement of disagreement.
6.57  Judicial review.

Subpart E--Report on New Systems and Alterations of Existing Systems

6.70  Reporting requirement.
6.71  Federal Register notice of establishment of new system or 
    alteration of existing system.
6.72  Effective date of new system of records or alteration of an 
    existing system of records.

Subpart F--Fees

6.80  Records available at fee.
6.81  Additional copies.
6.82  Waiver of fee.
6.83  Prepayment of fees over $25.
6.84  Form of payment.
6.85  Reproduction fees.

Subpart G--Exempt Systems of Records

6.86  General exemptions.
6.87  Specific exemptions.
  Authority: Pub. L. 93-579; 5 U.S.C. 552a; Reorganization Plan No. 3 of 
1978, and E. O. 12127.
  Source: 44 FR 50293, Aug. 27, 1979.

Subpart A--General

   Sec. 6.1  Purpose and scope of part.

  This part sets forth policies and procedures concerning the 
collection, use and dissemination of records maintained by the Federal 
Emergency Management Agency (FEMA) which are subject to the provision of 
5 U.S.C. 552a, popularly known as the ``Privacy Act of 1974'' 
(hereinafter referred to as the Act). These policies and procedures 
govern only those records as defined in  6.2. Policies and procedures 
governing the disclosure and availability of records in general are in 
part 5 of this chapter. This part also covers:
  (a) Procedures for notification to individuals of a FEMA system of 
records pertaining to them;
  (b) Guidance to individuals in obtaining information, including 
inspections of, and disagreement with, the content of records;
  (c) Accounting of disclosure;
  (d) Special requirements for medical records; and
  (e) Fees.

   Sec. 6.2  Definitions.

  For the purpose of this part:
  (a) ``Agency'' includes any executive department, military department, 
Government corporation, Government controlled corporation, or other 
establishment in the executive branch of the Government (including the 
Executive Office of the President), or any independent regulatory agency 
(see 5 U.S.C. 552(e)).
  (b) ``Individual'' means a citizen of the United States or an alien 
lawfully admitted for permanent residence.
  (c) ``Maintain'' includes maintain, collect, use, and disseminate.
  (d) ``Record'' means any item, collection, or grouping of information 
about an individual that is maintained by an agency, including, but not 
limited to those concerning education, financial transactions, medical 
history, and criminal or employment history, and that contains the name 
or other identifying particular assigned to the individual, such as a 
fingerprint, voiceprint, or photograph.
  (e) ``System of records'' means a group of any records under the 
control of an agency from which information is retrieved by the name of 
the individual or by some identifying number, symbol, or other 
identification assigned to that individual.
  (f) ``Statistical record'' means a record in a system of records 
maintained for statistical research or reporting purposes only and not 
used in whole or in part in making any determination about an 
identifiable individual, except as provided by 13 U.S.C. 8.
  (g) ``Routine use'' means, with respect to the disclosure of a record, 
the use of that record for a purpose which is compatible with the 
purpose for which it was collected.
  (h) ``System manager'' means the employee of FEMA who is responsible 
for the maintenance of a system of records and for the collection, use, 
and dissemination of information therein.
  (i) ``Subject individual'' means the individual named or discussed in 
a record of the individual to whom a record otherwise pertains.
  (j) ``Disclosure'' means a transfer of a record, a copy of a record, 
or any or all of the information contained in a record to a recipient 
other than the subject individual, or the review of a record by someone 
other than the subject individual.
  (k) ``Access'' means a transfer of a record, a copy of a record, or 
the information in a record to the subject individual, or the review of 
a record by the subject individual.
  (1) ``Solicitation'' means a request by an officer or employee of FEMA 
that an individual provide information about himself or herself.
  (m) ``Director'' means the Director, FEMA.
  (n) ``Deputy Director'' means the Deputy Director, FEMA, or, in the 
case of the absence ot the Deputy Director, or a vacancy in that office, 
a person designated by the Director to perform the functions under this 
regulation of the Deputy Director.
  (o) ``Privacy Appeals Officer'' means the Director of Office of Public 
Affairs or his/her designee.

   Sec. 6.3  Collection and use of information (Privacy Act statements).

  (a) General. Any information used in whole or in part in making a 
determination about an individual's rights, benefits, or privileges 
under FEMA programs will be collected directly from the subject 
individual to the extent practicable. The system manager also shall 
ensure that information collected is used only in conformance with the 
provisions of the Act and these regulations.
  (b) Solicitation of information. System managers shall ensure that at 
the time information is solicited the solicited individual is informed 
of the authority for collecting that information, whether providing the 
information is mandatory or voluntary, the purpose for which the 
information will be used, the routine uses to be made of the 
information, and the effects on the individual, if any, of not providing 
the information. The Director, Finance and Administration and Regional 
Directors shall ensure that forms used to solicit information are in 
compliance with the act and these regulations.
  (c) Solicitation of Social Security Numbers. Before an employee of 
FEMA can deny to any individual a right, benefit, or privilege provided 
by law because such individual refuses to disclose his/her social 
security account number, the employee of FEMA shall ensure that either:
  (1)The disclosure is required by Federal statute; or
  (2)The disclosure of a social security number was required under a 
statute or regulation adopted before January 1, 1975, to verify the 
identity of an individual, and the social security number will become a 
part of a system of records in existence and operating before January 1, 
1975. If solicitation of the social security number is authorized under 
paragraph (c)(1) or (2) of this section, the FEMA employee who requests 
an individual to disclose the social security account number shall first 
inform that individual whether that disclosure is mandatory or 
voluntary, by what statutory or other authority the number is solicited, 
and the use that will be made of it.
  (d) Soliciting information from third parties. An employee of FEMA 
shall inform third parties who are requested to provide information 
about another individual of the purposes for which the information will 
be used.

   Sec. 6.4  Standards of accuracy.

  The system manager shall ensure that all records which are used by 
FEMA to make determinations about any individual are maintained with 
such accuracy, relevance, timeliness, and completeness as is reasonably 
necessary to ensure fairness to the individual.

[44 FR 50293, Aug. 27, 1979, as amended at 48 FR 12091, Mar. 23, 1983]

   Sec. 6.5  Rules of conduct.

  Employees of FEMA involved in the design, development, operation, or 
maintenance of any system of records or in maintaining any record, shall 
conduct themselves in accordance with the rules of conduct concerning 
the protection of personal information in  3.25 of this chapter.

   Sec. 6.6  Safeguarding systems of records.

  (a) Systems managers shall ensure that appropriate administrative, 
technical, and physical safeguards are established to ensure the 
security and confidentiality of records and to protect against any 
anticipated threats or hazards to their security or integrity which 
could result in substantial harm, embarrassment, inconvenience, or 
unfairness to any individual on whom information is maintained.
  (b) Personnel information contained in both manual and automated 
systems of records shall be protected by implementing the following 
safeguards:
  (1) Official personnel folders, authorized personnel operating or work 
folders and other records of personnel actions effected during an 
employee's Federal service or affecting the employee's status and 
service, including information on experience, education, training, 
special qualification, and skills, performance appraisals, and conduct, 
shall be stored in a lockable metal filing cabinet when not in use by an 
authorized person. A system manager may employ an alternative storage 
system providing that it furnished an equivalent degree of physical 
security as storage in a lockable metal filing cabinet.
  (2) System managers, at their discretion may designate additional 
records of unusual sensitivity which require safeguards similar to those 
described in paragraph (a) of this section.
  (3) A system manager shall permit access to and use of automated or 
manual personnel records only to persons whose official duties require 
such access, or to a subject individual or his or her representative as 
provided by this part.

   Sec. 6.7  Records of other agencies.

  If FEMA receives a request for access to records which are the primary 
responsibility of another agency, but which are maintained by or in the 
temporary possession of FEMA on behalf of that agency, FEMA will advise 
the requestor that the request has been forwarded to the responsible 
agency. Records in the custody of FEMA which are the primary 
responsibility of the Office of Personnel Management are governed by the 
rules promulgated by it pursuant to the Privacy Act.

   Sec. 6.8  Subpoena and other legal demands.

  Access to records in systems of records by subpoena or other legal 
process shall be in accordance with the provisions of part 5 of this 
chapter.

   Sec. 6.9  Inconsistent issuances of FEMA and/or its predecessor 
   agencies superseded.

  Any policies and procedures in any issuances of FEMA or any of its 
predecessor agencies which are inconsistent with the policies and 
procedures in this part are superseded to the extent of that 
inconsistency.

   Sec. 6.10  Assistance and referrals.

  Requests for assistance and referral to the responsible system manager 
or other FEMA employee charged with implementing these regulations 
should be made to the Privacy Appeals Officer, Federal Emergency 
Management Agency, Washington, DC 20472.

Subpart B--Disclosure of Records

   Sec. 6.20  Conditions of disclosure.

  No employee of FEMA shall disclose any record to any person or to 
another agency without the express written consent of the subject 
individual unless the disclosure is:
  (a) To officers or employees of FEMA who have a need for the 
information in the official performance of their duties;
  (b) Required by the provisions of the Freedom of Information Act, 5 
U.S.C. 552.
  (c) For a routine use as published in the annual notices in the 
Federal Register;
  (d) To the Bureau of the Census for use pursuant to Title 13, United 
States Code;
  (e) To a recipient who has provided FEMA with advance adequate written 
assurance that the record will be used solely as a statistical research 
or reporting record subject to the following: The record shall be 
transferred in a form that is not individually identifiable. The written 
statement should include as a minimum (1) a statement of the purpose for 
requesting the records; and (2) certification that the records will be 
used only for statistical purposes. These written statements should be 
maintained as accounting records. In addition to deleting personal 
identifying information from records released for statistical purposes, 
the system manager shall ensure that the identity of the individual 
cannot reasonably be deduced by combining various statistical records;
  (f) To the National Archives of the United States as a record which 
has sufficient historical or other value to warrant its continued 
preservation by the United States Government, or for evaluation by the 
Administrator of General Services or his designee to determine whether 
the record has such value;
  (g) To another agency or instrumentality of any governmental 
jurisdiction within or under the control of the United States for civil 
or criminal law enforcement activity, if the activity is authorized by 
law, and if the head of the agency or instrumentality or his designated 
representative has made a written request to the Director specifying the 
particular portion desired and the law enforcement activity for which 
the record is sought;
  (h) To a person showing compelling circumstances affecting the health 
and safety of an individual to whom the record pertains. (Upon such 
disclosure, a notification must be sent to the last known address of the 
subject individual.)
  (i) To either House of Congress or to a subcommittee or committee 
(joint or of either House, to the extent that the subject matter falls 
within their jurisdiction;
  (j) To the Comptroller General or any duly authorized representatives 
of the Comptroller General in the course of the performance of the 
duties of the General Accounting Office; or
  (k) Pursuant to the order of a court of competent jurisdiction.

   Sec. 6.21  Procedures for disclosure.

  (a) Upon receipt of a request for disclosure, the system manager shall 
verify the right of the requestor to obtain disclosure pursuant to  
6.20. Upon that verification and subject to other requirements of this 
part, the system manager shall make the requested records available.
  (b) If the system manager determines that the disclosure is not 
permitted under the provisions of  6.20 or other provisions of this 
part, the system manager shall deny the request in writing and shall 
inform the requestor of the right to submit a request for review and 
final determination to the Director or designee.

   Sec. 6.22  Accounting of disclosures.

  (a) Except for disclosures made pursuant to  6.20 (a) and (b), an 
accurate accounting of each disclosure shall be made and retained for 5 
years after the disclosure or for the life of the record, whichever is 
longer. The accounting shall include the date, nature, and purpose of 
each disclosure, and the name and address of the person or agency to 
whom the disclosure is made;
  (b) The system manager also shall maintain in conjunction with the 
accounting of disclosures;
  (1) A full statement of the justification for the disclosure.
  (2) All documentation surrounding disclosure of a record for 
statistical or law enforcement purposes; and
  (3) Evidence of written consent to a disclosure given by the subject 
individual.
  (c) Except for the accounting of disclosures made to agencies or 
instrumentalities in law enforcement activities in accordance with  
6.20 (g) or of disclosures made from exempt systems the accounting of 
disclosures shall be made available to the individual upon request. 
Procedures for requesting access to the accounting are in subpart C of 
this part.

Subpart C--Individual Access to Records

   Sec. 6.30  Form of requests.

  (a) An individual who seeks access to his or her record or to any 
information pertaining to the individual which is contained in a system 
of records should notify the system manager at the address indicated in 
the Federal Register notice describing the pertinent system. The notice 
should bear the legend ``Privacy Act Request'' both on the request 
letter and on the envelope. It will help in the processing of a request 
if the request letter contains the complete name and identifying number 
of the system as published in the Federal Register; the full name and 
address of the subject individual; a brief description of the nature, 
time, place, and circumstances of the individual's association with 
FEMA; and any other information which the individual believes would help 
the system manager to determine whether the information about the 
individual is included in the system of records. The system manager 
shall answer or acknowledge the request within 10 workdays of its 
receipt by FEMA.
  (b) The system manager, at his discretion, may accept oral requests 
for access subject to verification of identity.

   Sec. 6.31  Special requirements for medical records.

  (a) A system manager who receives a request from an individual for 
access to those official medical records which belong to the U.S. Office 
of Personnel Management and are described in Chapter 339, Federal 
Personnel Manual (medical records about entrance qualifications or 
fitness for duty, or medical records which are otherwise filed in the 
Official Personnel Folder), shall refer the pertinent system of records 
to a Federal Medical Officer for review and determination in accordance 
with this section. If no Federal Medical Officer is available to make 
the determination required by this section, the system manager shall 
refer the request and the medical reports concerned to the Office of 
Personnel Management for determination.
  (b) If, in the opinion of a Federal Medical Officer, medical records 
requested by the subject individual indicate a condition about which a 
prudent physician would hesitate to inform a person suffering from such 
a condition of its exact nature and probable outcome, the system manager 
shall not release the medical information to the subject individual nor 
to any person other than a physician designated in writing by the 
subject individual, or the guardian or conservator of the individual.
  (c) If, in the opinion of a Federal Medical Officer, the medical 
information does not indicate the presence of any condition which would 
cause a prudent physician to hesitate to inform a person suffering from 
such a condition of its exact nature and probable outcome, the system 
manager shall release it to the subject individual or to any person, 
firm, or organization which the individual authorizes in writing to 
receive it.

   Sec. 6.32  Granting access.

  (a) Upon receipt of a request for access to non-exempt records, the 
system manager shall make these records available to the subject 
individual or shall acknowledge the request within 10 workdays of its 
receipt by FEMA. The acknowledgment shall indicate when the system 
manager will make the records available.
  (b) If the system manager anticipates more than a 10 day delay in 
making a record available, he or she also shall include in the 
acknowledgment specific reasons for the delay.
  (c) If a subject individual's request for access does not contain 
sufficient information to permit the system manager to locate the 
records, the system manager shall request additional information from 
the individual and shall have 10 workdays following receipt of the 
additional information in which to make the records available or to 
acknowledge receipt of the request and indicate when the records will be 
available.
  (d) Records will be available for authorized access during normal 
business hours at the offices where the records are located. A requestor 
should be prepared to identify himself or herself by signature; i.e., to 
note by signature the date of access and/or produce other identification 
verifying the signature.
  (e) Upon request, a system manager shall permit an individual to 
examine the original of a non-exempt record, shall provide the 
individual with a copy of the record, or both. Fees shall be charged in 
accordance with Subpart F.
  (f) An individual may request to pick up a record in person or to 
receive it by mail, directed to the name and address provided by the 
individual in the request. A system manager shall not make a record 
available to a third party for delivery to the subject individual except 
for medical records as outlined in  6.31.
  (g) An individual who selects another person to review, or to 
accompany the individual in reviewing or obtaining a copy of the record 
must, prior to the disclosure, sign a statement authorizing the 
disclosure of the record. The system manager shall maintain this 
statement with the record.
  (h) The procedure for access to an accounting of disclosure is 
identical to the procedure for access to a record as set forth in this 
section.

   Sec. 6.33  Denials of access.

  (a) A system manager may deny an individual access to that 
individual's record only upon the grounds that FEMA has published the 
rules in the Federal Register exempting the pertinent system of records 
from the access requirement. These exempt systems of records are 
described in subpart G of this part.
  (b) Upon receipt of a request for access to a record which the system 
manager believes is contained within an exempt system of records, he or 
she shall forward the request to the appropriate official listed below 
through normal supervisory channels.
  (1) At Headquarters:

(i) The Deputy Director.
(ii) Associate Directors or Office Directors.
(iii) Assistant Director for Training and Education.
(iv) U.S. Fire Administrator.
(v) Federal Insurance Administrator.
(vi) Director, Operations Support.
(vii) Director, Personnel.
(viii) Director, Finance and Administration.
(ix) Director, Program Evaluation and Research.
(x) General Counsel.
(xi) Inspector General.

  (2) At Regions: Regional Directors. The system manager shall append to 
the request an explanation of the determination that the requested 
record is contained within an exempt system of records and a 
recommendation that the request be denied or granted.
  (c) In the event that the system manager serves in one of the 
positions listed in paragraph (b) of this section, he or she shall 
retain the responsibility for denying or granting the request.
  (d) The appropriate official listed in paragraph (b) of this section 
shall, in consultation with the Office of General Counsel and such other 
officials as deemed appropriate, determine if the request record is 
contained with an exempt system of records and:
  (1) If the record is not contained within an exempt system of records, 
the above official shall notify the system manager to grant the request 
in accordance with  6.32, or
  (2) If the record is contained within an exempt system said official 
shall;
  (i) Notify the requester that the request is denied, including a 
statement justifying the denial and advising the requestor of a right to 
judicial review of that decision as provided in  6.57, or
  (ii) Notify the system manager to make record available to the 
requestor in accordance with  6.31, notwithstanding the record's 
inclusion within an exempt system.
  (e) The appropriate official listed in paragraph (b) of this section 
shall provide the Privacy Appeals Office with a copy of any denial of a 
requested access.

   Sec. 6.34  Appeal of denial of access within FEMA.

  A requestor denied access in whole or in part, to records pertaining 
to that individual, exclusive of those records for which the system 
manager is the Director, may file an administrative appeal of that 
denial. Appeals of denied access will be processed in the same manner as 
processing for appeals from a denial of a request to amend a record set 
out in  6.55, regardless whether the denial being appealed is made at 
headquarters or by a regional official.

Subpart D--Requests to Amend Records

   Sec. 6.50  Submission of requests to amend records.

  An individual who desires to amend any record containing personal 
information about the individual should direct a written request to the 
system manager specified in the pertinent Federal Register notice 
concerning FEMA's systems of records. A current FEMA employee who 
desires to amend personnel records should submit a written request to 
the FEMA Director of Personnel, Washington, DC 20472. Each request 
should include evidence of and justification for the need to amend the 
pertinent record. Each request should bear the legend ``Privacy Act--
Request to Amend Record'' prominently marked on both the face of the 
request letter and the envelope.

   Sec. 6.51  Review of requests to amend records.

  (a) The system manager shall acknowledge the receipt of a request to 
amend a record within 10 workdays. If possible, the acknowledgment shall 
include the system manager's determination either to amend the record or 
to deny the request to amend as provided in  6.53.
  (b) When reviewing a record in response to a request to amend, the 
system manager shall assess the accuracy, relevance, timeliness, and 
completeness of the existing record in light of the proposed amendment 
and shall determine whether the request for the amendment is justified. 
With respect to a request to delete information, the system manager also 
shall review the request and the existing record to determine whether 
the information is relevant and necessary to accomplish an agency 
purpose required to be accomplished by statute or Executive Order.

   Sec. 6.52  Approval of requests to amend records.

  If the system manager determines that amendment of a record is proper 
in accordance with the request to amend, he or she promptly shall make 
the necessary corrections to the record and shall send a copy of the 
corrected record to the individual. Where an accounting of disclosure 
has been maintained, the system manager shall advise all previous 
recipients of the record of the fact that a correction has been made and 
the substance of the correction. Where practicable, the system manager 
shall advise the Privacy Appeals Officer that a request to amend has 
been approved.

   Sec. 6.53  Denial of requests to amend records.

  (a) If the system manager determines that an amendment of a record is 
improper or that the record should be amended in a manner other than 
that requested by an individual, he shall refer the request to amend and 
his determinations and recommendations to the appropriate official 
listed in  6.33(b) through normal supervisory channels.
  (b) If the official listed in  6.33, after reviewing the request to 
amend a record, determines to amend the record in accordance with the 
request, said official promptly shall return the request to the system 
manager with instructions to make the requested amendments in accordance 
with  6.52.
  (c) If the appropriate official listed in  6.33, after reviewing the 
request to amend a record, determines not to amend the record in 
accordance with the request, the requestor shall be promptly advised in 
writing of the determination. The refusal letter:
  (1) Shall state the reasons for the denial of the request to amend;
  (2) Shall include proposed alternative amendments, if appropriate;
  (3) Shall state the requestor's right to appeal the denial of the 
request to amend; and
  (4) Shall state the procedures for appealing and the name and title of 
the official to whom the appeal is to be addressed.
  (d) The appropriate official listed in  6.33 shall furnish the 
Privacy Appeals Officer a copy of each initial denial of a request to 
amend a record.

   Sec. 6.54  Agreement to alternative amendments.

  If the denial of a request to amend a record includes proposed 
alternative amendments, and if the requester agrees to accept them, he 
or she must notify the official who signed the denial. That official 
immediately shall instruct the system manager to make the necessary 
amendments in accordance with  6.52.

   Sec. 6.55  Appeal of denial of request to amend a record.

  (a) A requestor who disagrees with a denial of a request to amend a 
record may file an administrative appeal of that denial. The requestor 
should address the appeal to the FEMA Privacy Appeals Officer, 
Washington, DC 20472. If the requestor is an employee of FEMA and the 
denial to amend involves a record maintained in the employee's Official 
Personnel Folder covered by an Office of Personnel Management Government 
wide system notice, the appeal should be addressed to the Assistant 
Director, Information systems, Agency Compliance and Evaluation Group, 
Office of Personnel Management, Washington, DC 20415.
  (b) Each appeal to the Privacy Act Appeals Officer shall be in writing 
and must be received by FEMA no later than 30 calendar days from the 
requestor's receipt of a denial of a request to amend a record. The 
appeal should bear the legend ``Privacy Act--Appeal,'' both on the face 
of the letter and the envelope.
  (c) Upon receipt of an appeal, the Privacy Act Appeals Officer shall 
consult with the system manager, the official who made the denial, the 
General Counsel or a member of that office, and such other officials as 
may be appropriate. If the Privacy Act Appeals Officer in consultation 
with these officials, determines that the record should be amended, as 
requested, the system manager shall be instructed immediately to amend 
the record in accordance with  6.52 and shall notify the requestor of 
that action.
  (d) If the Privacy Act Appeals Officer, in consultation with the 
officials specified in paragraph (c) of this section, determines that 
the appeal should be rejected, the Privacy Act Appeals Officer shall 
submit the file on the request and appeal, including findings and 
recommendations, to the Deputy Director for a final administrative 
determination.
  (e) If the Deputy Director determines that the record should be 
amended as requested, he or she immediately shall instruct the system 
manager in writing to amend the record in accordance with  6.52. The 
Deputy Director shall send a copy of those instructions to the Privacy 
Act Appeals Officer, who shall notify the requester of that action.
  (f) If the Deputy Director determines to reject the appeal, the 
requestor shall immediately be notified in writing of that 
determination. This action shall constitute the final administrative 
determination on the request to amend the record and shall include:
  (1) The reasons for the rejection of the appeal.
  (2) Proposed alternative amendments, if appropriate, which the 
requestor subsequently may accept in accordance with  6.54.
  (3) Notice of the requestor's right to file a Statement of 
Disagreement for distribution in accordance with  6.56.
  (4) Notice of the requestor's right to seek judicial review of the 
final administrative determination, as provided in  6.57.
  (g) The final agency determination must be made no later than 30 
workdays from the date on which the appeal is received by the Privacy 
Act Appeals Officer.
  (h) In extraordinary circumstances, the Director may extend this time 
limit by notifying the requestor in writing before the expiration of the 
30 workdays. The Director's notification will include a justification 
for the extension.

   Sec. 6.56  Statement of disagreement.

  Upon receipt of a final administrative determination denying a request 
to amend a record, the requestor may file a Statement of Disagreement 
with the appropriate system manager. The Statement of Disagreement 
should include an explanation of why the requestor believes the record 
to be inaccurate, irrelevant, untimely, or incomplete. The system 
manager shall maintain the Statement of Disagreement in conjunction with 
the pertinent record, and shall include a copy of the Statement of 
Disagreement in any disclosure of the pertinent record. The system 
manager shall provide a copy of the Statement of Disagreement to any 
person or agency to whom the record has been disclosed only if the 
disclosure was subject to the accounting requirements of  6.22.

   Sec. 6.57  Judicial review.

  Within 2 years of receipt of a final administrative determination as 
provided in  6.34 or  6.55, a requestor may seek judicial review of 
that determination. A civil action must be filed in the Federal District 
Court in which the requestor resides or has his or her principal place 
of business or in which the agency records are situated, or in the 
District of Columbia.

Subpart E--Report on New Systems and Alternations of Existing 
Systems

   Sec. 6.70  Reporting requirement.

  (a) No later than 90 calendar days prior to the establishment of a new 
system of records, the prospective system manager shall notify the 
Privacy Appeals Officer of the proposed new system. The prospective 
system manager shall include with the notification a completed FEMA Form 
11-2, System of Records Covered by the Privacy Act of 1974, and a 
justification for each system of records proposed to be established. If 
the Privacy Appeals Officer determines that the establishment of the 
proposed system is in the best interest of the Government, then no later 
than 60 calendar days prior to the establishment of that system of 
records, a report of the proposal shall be submitted by the Director or 
a designee thereof, to the President of the Senate, the Speaker of the 
House of Representatives, and the Director of the Office of Management 
and Budget for their evaluation of the probable or potential effect of 
that proposal on the privacy and other personal or property rights of 
individuals.
  (b) No later than 90 calendar days prior to the alteration of a system 
of records, the system manager responsible for the maintenance of that 
system of records shall notify the Privacy Appeals Officer of the 
proposed alteration. The system manager shall include with the 
notification a completed FEMA Form 11-2. System of Records Covered by 
the Privacy Act of 1974, and a justification for each system of records 
he proposes to alter. If it is determined that the proposed alteration 
is in the best interest of the Government, then, the Director, or a 
designee thereof, shall submit, no later than 60 calendar days prior to 
the establishment of that alteration, a report of the proposal to the 
President of the Senate, the Speaker of the House of Representatives, 
and the Director of the Office of Management and Budget for their 
evaluation of the probable or potential effect of that proposal on the 
privacy and other personal or property rights of individuals.
  (c) The reports required by this regulation are exempt from reports 
control.
  (d) The Director may waive the time requirements set out in this 
section upon a finding that a delay in the establishing or amending the 
system would not be in the public interest and showing how the public 
interest would be adversely affected if the waiver were not granted and 
otherwise complying with OMB Circular A-108, and Transmittal Memorandums 
1 and 3.

   Sec. 6.71  Federal Register notice of establishment of new system or 
   alteration of existing system.

  Notice of the proposed establishment or alteration of a system of 
records shall be published in the Federal Register, in accordance with 
FEMA procedures when:
  (a) Notice is received that the Senate, the House of Representatives, 
and the Office of Managment and Budget do not object to the 
establishment of a new system or records or to the alteration of an 
existing system of records, or
  (b) No fewer than 30 calendar days elapse from the date of submission 
of the proposal to the Senate, the House of Representatives, and the 
Office of Management and Budget without receipt of an objection to the 
proposal. The notice shall include all of the information required to be 
provided in FEMA Form 11-2, System of Records Covered by the Privacy Act 
of 1974, and such other information as the Director deems necessary.

   Sec. 6.72  Effective date of new system of records or alteration of 
   an existing system or records.

  Systems of records proposed to be established or altered in accordance 
with the provisions of this subpart shall be effective no sooner than 30 
calendar days from the publication of the notice required by  6.71.

Subpart F--Fees

   Sec. 6.80  Records available at fee.

  The system manager shall provide a copy of a record to a requestor at 
a fee prescribed in  6.85 unless the fee is waived under  6.82.

   Sec. 6.81  Additional copies.

  A reasonable number of additional copies shall be provided for the 
applicable fee to a requestor who indicates that he has no access to 
commercial reproduction services.

   Sec. 6.82  Waiver of fee.

  The system manager shall make one copy of a record, up to 300 pages, 
available without charge to a requestor who is an employee of FEMA. The 
system manager may waive the fee requirement for any other requestor if 
the cost of collecting the fee is an unduly large part of, or greater 
than, the fee, or when furnishing the record without charge conforms to 
generally established business custom or is in the public interest.

[44 FR 50293, Aug. 27, 1979, as amended at 52 FR 13679, Apr. 24, 1987]

   Sec. 6.83  Prepayment of fees.

  (a) When FEMA estimates or determines that allowable charges that a 
requester may be required to pay are likely to exceed $250.00, FEMA may 
require a requester to make an advance payment of the entire fee before 
continuing to process the request.
  (b) When a requester has previously failed to pay a fee charged in a 
timely fashion (i.e., within 30 days of the date of the billing), FEMA 
may require the requester to pay the full amount owed plus any 
applicable interest as provided in  6.85(d), and to make an advance 
payment of the full amount of the estimated fee before the agency begins 
to process a new request or a pending request from that requester.
  (c) When FEMA acts under  5.44 (a) or (b), the administrative time 
limits prescribed in subsection (a)(6) of the FOIA (i.e., 10 working 
days from the receipt of initial requests and 20 working days from 
receipt of appeals from initial denial, plus permissible extensions of 
these time limits) will begin only after FEMA has received fee payments 
described under  5.44 (a) or (b).

[52 FR 13679, Apr. 24, 1987]

   Sec. 6.84  Form of payment.

  Payment shall be by check or money order payable to The Federal 
Emergency Management Agency and shall be addressed to the system 
manager.

   Sec. 6.85  Reproduction fees.

  (a) Duplication costs. (1) For copies of documents reproduced on a 
standard office copying machine in sizes up to 8\1/2\ x 14 inches, the 
charge will be $.15 per page.
  (2) The fee for reproducing copies of records over 8\1/2\ x 14 inches 
or whose physical characteristics do not permit reproduction by routine 
electrostatic copying shall be the direct cost of reproducing the 
records through Government or commercial sources. If FEMA estimates that 
the allowable duplication charges are likely to exceed $25, it shall 
notify the requester of the estimated amount of fees, unless the 
requester has indicated in advance his/her willingness to pay fees as 
high as those anticipated. Such a notice shall offer a requester the 
opportunity to confer with agency personnel with the objective of 
reformulating the request to meet his/her needs at a lower cost.
  (3) For other methods of reproduction or duplication, FEMA shall 
charge the actual direct costs of producing the document(s). If FEMA 
estimates that the allowable duplication charges are likely to exceed 
$25, it shall notify the requester of the estimated amount of fees, 
unless the requester has indicated in advance his/her willingness to pay 
fees as high as those anticipated. Such a notice shall offer a requester 
the opportunity to confer with agency personnel with the objective of 
reformulating the request to meet his/her needs at a lower cost.
  (b) Interest may be charge to those requesters who fail to pay fees 
charged. FEMA may begin assessing interest charges on the amount billed 
starting on the 31st day following the day on which the billing was 
sent. Interest will be at the rate prescribed in section 3717 of Title 
31 U.S.C.

[52 FR 13679, Apr. 245, 1987]

Subpart G--Exempt Systems of Records

   Sec. 6.86  General exemptions.

  (a) Whenever the Director, Federal Emergency Management Agency, 
determines it to be necessary and proper, with respect to any system of 
records maintained by the Federal Emergency Management Agency, to 
exercise the right to promulgate rules to exempt such systems in 
accordance with the provisions of 5 U.S.C. 552a(j) and (k), each 
specific exemption, including the parts of each system to be exempted, 
the provisions of the Act from which they are exempted, and the 
justification for each exemption shall be published in the Federal 
Register as part of FEMA's Notice of Systems of Records.
  (b) Exempt under 5 U.S.C. 552a(j)(2) from the requirements of 5 U.S.C. 
552a(c) (3) and (4), (d), (e) (1), (2), (3), (e)(4) (G), (H), and (I), 
(e) (5) and (8) (f) and (g) of the Privacy Act.
  (1) Exempt systems. The following systems of records, which contain 
information of the type described in 5 U.S.C. 552(j)(2), shall be exempt 
from the provisions of 5 U.S.C. 552a listed in paragraph (b) of this 
section.
  General Investigative Files (FEMA/IG-2)--Limited Access
  (2) Reasons for exemptions. (i) 5 U.S.C. 552a(e)(4)(G) and (f)(1) 
enable individuals to be notified whether a system of records contains 
records pertaining to them. The Federal Emergency Management Agency 
believes that application of these provisions to the above-listed system 
of records would give individuals an opportunity to learn whether they 
are of record either as suspects or as subjects of a criminal 
investigation; this would compromise the ability of the Federal 
Emergency Management Agency to complete investigations and identify or 
detect violators of laws administered by the Federal Emergency 
Management Agency or other Federal agencies. Individuals would be able:
   (A) To take steps to avoid detection,
  (B) To inform co-conspirators of the fact that an investigation is 
being conducted,
  (C) To learn the nature of the investigation to which they are being 
subjected, (D) To learn the type of surveillance being utilized,
  (E) To learn whether they are only suspects or identified law 
violators,
  (F) To continue to resume their illegal conduct without fear of 
detection upon learning that they are not in a particular system of 
records, and
  (G) To destroy evidence needed to prove the violation.
  (ii) 5 U.S.C. 552a(d)(1), (e)(4)(H) and (f)(2), (3) and (5) enable 
individuals to gain access to records pertaining to them. The Federal 
Emergency Management Agency believes that application of these 
provisions to the above-listed system of records would compromise its 
ability to complete or continue criminal investigations and to detect or 
identify violators of laws administered by the Federal Emergency 
Management Agency or other Federal agencies. Permitting access to 
records contained in the above-listed system of records would provide 
individuals with significant information concerning the nature of the 
investigation, and this could enable them to avoid detection or 
apprehension in the following ways: (A) By discovering the collection of 
facts which would form the basis for their arrest, (B) by enabling them 
to destroy evidence of criminal conduct which would form the basis for 
their arrest, and (C) by learning that the criminal investigators had 
reason to believe that a crime was about to be committed, they could 
delay the commission of the crime or change the scene of the crime to a 
location which might not be under surveillance. Granting access to 
ongoing or closed investigative files would also reveal investigative 
techniques and procedures, the knowledge of which could enable 
individuals planning criminal activity to structure their future 
operations in such a way as to avoid detection or apprehension, thereby 
neutralizing law enforcement officers' established investigative tools 
and procedures. Further, granting access to investigative files and 
records could disclose the identity of confidential sources and other 
informers and the nature of the information which they supplied, thereby 
endangering the life or physical safety of those sources of information 
by exposing them to possible reprisals for having provided information 
relating to the criminal activities of those individuals who are the 
subjects of the investigative files and records; confidential sources 
and other informers might refuse to provide criminal investigators with 
valuable information if they could not be secure in the knowledge that 
their identities would not be revealed through disclosure of either 
their names or the nature of the information they supplied, and this 
would seriously impair the ability of the Federal Emergency Management 
Agency to carry out its mandate to enforce criminal and related laws. 
Additionally, providing access to records contained in the above-listed 
system of records could reveal the identities of undercover law 
enforcement personnel who compiled information regarding individual's 
criminal activities, thereby endangering the life or physical safety of 
those undercover personnel or their families by exposing them to 
possible reprisals.
  (iii) 5 U.S.C. 552a(d) (2), (3) and (4), (e)(4)(H) and (f)(4), which 
are dependent upon access having been granted to records pursuant to the 
provisions cited in paragraph (b)(2)(ii) of this section, enable 
individuals to contest (seek amendment to) the content of records 
contained in a system of records and require an agency to note an 
amended record and to provide a copy of an individual's statement (of 
disagreement with the agency's refusal to amend a record) to persons or 
other agencies to whom the record has been disclosed. The Federal 
Emergency Management Agency believes that the reasons set forth in 
paragraph (b)(2)(ii) of this section are equally applicable to this 
paragraph and, accordingly, those reasons are hereby incorporated herein 
by reference.
  (iv) 5 U.S.C. 552a(c)(3) requires that an agency make accountings of 
disclosures of records available to individuals named in the records at 
their request; such accountings must state the date, nature and purpose 
of each disclosure of a record and the name and address of the 
recipient. The Federal Emergency Management Agency believes that 
application of this provision to the above-listed system of records 
would impair the ability of other law enforcement agencies to make 
effective use of information provided by the Federal Emergency 
Management Agency in connection with the investigation, detection and 
apprehension of violators of the criminal laws enforced by those other 
law enforcement agencies. Making accountings of disclosure available to 
violators or possible violators would alert those individuals to the 
fact that another agency is conducting an investigation into their 
criminal activities, and this could reveal the geographic location of 
the other agency's investigation, the nature and purpose of that 
investigation, and the dates on which that investigation was active. 
Violators possessing such knowledge would thereby be able to take 
appropriate measures to avoid detection or apprehension by altering 
their operations, by transferring their criminal activities to other 
geographic areas or by destroying or concealing evidence which would 
form the basis for their arrest. In addition, providing violators with 
accountings of disclosure would alert those individuals to the fact that 
the Federal Emergency Management Agency has information regarding their 
criminal activities and could inform those individuals of the general 
nature of that information; this, in turn, would afford those 
individuals a better opportunity to take appropriate steps to avoid 
detection or apprehension for violations of criminal and related laws.
  (v) 5 U.S.C. 552a(c)(4) requires that an agency inform any person or 
other agency about any correction or notation of dispute made by the 
agency in accordance with 5 U.S.C. 552a(d) of any record that has been 
disclosed to the person or agency if an accounting of the disclosure was 
made. Since this provision is dependent on an individual's having been 
provided an opportunity to contest (seek amendment to) records 
pertaining to him/her, and since the above-listed system of records is 
proposed to be exempt from those provisions of 5 U.S.C. 552a relating to 
amendments of records as indicated in paragraph (b)(2)(iii) of this 
section, the Federal Emergency Management Agency believes that this 
provision should not be applicable to the above system of records.
  (vi) 5 U.S.C. 552a(e)(4)(I) requires that an agency publish a public 
notice listing the categories of sources for information contained in a 
system of records. The categories of sources of this system of records 
have been published in the Federal Register in broad generic terms in 
the belief that this is all that subsection (e)(4)(I) of the Act 
requires. In the event, however, that this subsection should be 
interpreted to require more detail as to the identity of sources of the 
records in this system, exemption from this provision is necessary in 
order to protect the confidentiality of the sources of criminal and 
other law enforcement information. Such exemption is further necessary 
to protect the privacy and physical safety of witnesses and informants.
  (vii) 5 U.S.C. 552a(e)(1) requires that an agency maintain in its 
records only such information about an individual as is relevant and 
necessary to accomplish a purpose of the agency required to be 
accomplished by statute or executive order. The term ``maintain'' as 
defined in 5 U.S.C. 552a(a)(3) includes ``collect'' and ``disseminate.'' 
At the time that information is collected by the Federal Emergency 
Management Agency, there is often insufficient time to determine whether 
the information is relevant and necessary to accomplish a purpose of the 
Federal Emergency Management Agency; in many cases information collected 
may not be immediately susceptible to a determination of whether the 
information is relevant and necessary, particularly in the early stages 
of an investigation, and in many cases, information which initially 
appears to be irrelevant or unnecessary may, upon further evaluation or 
upon continuation of the investigation, prove to have particular 
relevance to an enforcement program of the Federal Emergency Management 
Agency. Further, not all violations of law discovered during a criminal 
investigation fall within the investigative jurisdiction of the Federal 
Emergency Management Agency; in order to promote effective law 
enforcement, it often becomes necessary and desirable to disseminate 
information pertaining to such violations to other law enforcement 
agencies which have jurisdiction over the offense to which the 
information relates. The Federal Emergency Management Agency should not 
be placed in a position of having to ignore information relating to 
violations of law not within its jurisdiction when that information 
comes to the attention of the Federal Emergency Management Agency 
through the conduct of a lawful FEMA investigation. The Federal 
Emergency Management Agency, therefore, believes that it is appropriate 
to exempt the above-listed system of records from the provisions of 5 
U.S.C. 552a(e)(1).
  (viii) 5 U.S.C. 552a(e)(2) requires that an agency collect information 
to the greatest extent practicable directly from the subject individual 
when the information may result in adverse determinations about an 
individual's rights, benefits, and privileges under Federal programs. 
The Federal Emergency Management Agency believes that application of 
this provision to the above-listed system of records would impair the 
ability of the Federal Emergency Management Agency to conduct 
investigations and to identify or detect violators of criminal or 
related laws for the following reasons:
  (A) Most information collected about an individual under criminal 
investigations is obtained from third parties such as witnesses and 
informers, and it is usually not feasible to rely upon the subject of 
the investigation as a source for information regarding his/her criminal 
activities,
  (B) An attempt to obtain information from the subject of a criminal 
investigation will often alert that individual to the existence of an 
investigation, thereby affording the individual an opportunity to 
attempt to conceal his/her criminal activities so as to avoid 
apprehension,
  (C) In certain instances, the subject of a criminal investigation is 
not required to supply information to criminal investigators as a matter 
of legal duty, and
  (D) During criminal investigations it is often a matter of sound 
investigative procedures to obtain information from a variety of sources 
in order to verify information already obtained.
  (ix) 5 U.S.C. 552a(e)(3) requires that an agency inform each 
individual whom it asks to supply information, either on the form which 
the agency uses to collect the information or on a separate form which 
can be retained by the individual, with the following information: The 
authority which authorizes the solicitation of the information and 
whether disclosure of such information is mandatory or voluntary; the 
principal purposes for which the information is intended to be used; the 
routine uses which may be made of the information; and the effects on 
the individual of not providing all or part of the requested 
information. The Federal Emergency Management Agency believes that the 
above-listed system of records should be exempted from this provision in 
order to avoid adverse effects on its ability to identify or detect 
violators of criminal or related laws. In many cases, information is 
obtained by confidential sources, other informers or undercover law 
enforcement officers under circumstances where it is necessary that the 
true purpose of their actions be kept secret so as to avoid alerting the 
subject of the investigation or his/her associates that a criminal 
investigation is in process. Further, if it became known that the 
undercover officer was assisting in a criminal investigation, that 
officer's life or physical safety could be endangered through reprisal, 
and, under such circumstances it may not be possible to continue to 
utilize that officer in the investigation. In many cases, individuals, 
for personal reasons, would feel inhibited in talking to a person 
representing a criminal law enforcement agency but would be willing to 
talk to a confidential source or undercover officer who they believe is 
not involved in law enforcement activities. In addition, providing a 
source of information with written evidence that he was a source, as 
required by this provision, could increase the likelihood that the 
source of information would be the subject of retaliatory action by the 
subject of the investigation. Further, application of this provision 
could result in an unwarranted invasion of the personal privacy of the 
subject of the criminal investigation, particularly where further 
investigation would result in a finding that the subject was not 
involved in any criminal activity.
  (x) 5 U.S.C. 552a(e)(5) requires that an agency maintain all records 
used by the agency in making any determination about any individual with 
such accuracy, relevance, timeliness and completeness as is reasonably 
necessary to assure fairness to the individual in the determination. 
Since 5 U.S.C. 552a(a)(3) defines ``maintain'' to include ``collect'' 
and ``disseminate,'' application of this provision to the above-listed 
system of records would hinder the initial collection of any information 
which could not, at the moment of collection, be determined to be 
accurate, relevant, timely and complete. Similarly, application of this 
provision would seriously restrict the necessary flow of information 
from the Federal Emergency Management Agency to other law enforcement 
agencies when a FEMA investigation revealed information pertaining to a 
violation of law which was under investigative jurisdiction of another 
agency. In collecting information during the course of a criminal 
investigation, it is not possible or feasible to determine accuracy, 
relevance, timeliness or completeness prior to collection of the 
information; in disseminating information to other law enforcement 
agencies it is often not possible to determine accuracy, relevance, 
timeliness or completeness prior to dissemination because the 
disseminating agency may not have the expertise with which to make such 
determinations. Further, information which may initially appear to be 
inaccurate, irrelevant, untimely or incomplete may, when gathered, 
grouped, and evaluated with other available information, become more 
pertinent as an investigation progresses. In addition, application of 
this provision could seriously impede criminal investigators and 
intelligence analysts in the exercise of their judgment in reporting on 
results obtained during criminal investigations. The Federal Emergency 
Management Agency believes that it is appropriate to exempt the above-
listed system of records from the provisions of 5 U.S.C. 552a(e)(5).
  (xi) 5 U.S.C. 552a(e)(8) requires that an agency make reasonable 
effort to serve notice on an individual when any record on the 
individual is made available to any person under compulsory legal 
process when such process becomes a matter of public record. The Federal 
Emergency Management Agency believes that the above-listed system of 
records should be exempt from this provision in order to avoid revealing 
investigative techniques and procedures outlined in those records and in 
order to prevent revelation of the existence on an on-going 
investigation where there is a need to keep the existence of the 
investigation secret.
  (xii) 5 U.S.C. 552a(g) provides civil remedies to an individual for an 
agency's refusal to amend a record or to make a review of a request for 
amendment; for an agency's refusal to grant access to a record; for an 
agency's failure to maintain accurate, relevant, timely and complete 
records which are used to make a determination which is adverse to the 
individual; and for an agency's failure to comply with any other 
provision of 5 U.S.C. 552a in such a way as to have an adverse effect on 
an individual. The Federal Emergency Management Agency believes that the 
above-listed system of records should be exempted from this provision to 
the extent that the civil remedies provided therein may relate to 
provisions of 5 U.S.C. 552a from which the above-listed system of 
records is proposed to be exempt. Since the provisions of 5 U.S.C. 552a 
enumerated in paragraphs (b)(2)(i) through (xi) of this section are 
proposed to be inapplicable to the above-listed systems of records for 
the reasons stated therein, there should be no corresponding civil 
remedies for failure to comply with the requirements of those provisions 
to which the exemption is proposed to apply. Further, the Federal 
Emergency Management Agency believes that application of this provision 
to the above-listed system of records would adversely affect its ability 
to conduct criminal investigations by exposing to civil court action 
every stage of the criminal investigative process in which information 
is compiled or used in order to identify, detect, or otherwise 
investigate persons suspected or known to be engaged in criminal 
conduct.
  (xiii) Individuals may not have access to another agency's records, 
which are contained in files maintained by the Federal Emergency 
Management Agency, when that other agency's regulations provide that 
such records are subject to general exemption under 5 U.S.C. 552a(j). If 
such exempt records are within a request for access, FEMA will advise 
the individual of their existence and of the name and address of the 
source agency. For any further information concerning the record and the 
exemption, the individual must contact that source agency.

   Sec. 6.87  Specific exemptions.

  (a) Exempt under 5 U.S.C. 552a(k)(1). The Director, Federal Emergency 
Management Agency has determined that certain systems of records may be 
exempt from the requirements of (c)(3) and (d) pursuant to 5 U.S.C. 
552a(k)(1) to the extent that the system contains any information 
properly classified under Executive Order 12356 or any subsequent 
Executive order and which are required to be kept secret in the interest 
of national defense or foreign policy. To the extent that this occurs, 
such records in the following systems would be exempt:

Claims (litigation) (FEMA/GC-1)--Limited Access
FEMA Enforcement (Compliance) (FEMA/GC-2)--Limited Access
General Investigative Files (FEMA/IG-1)--Limited Access
  (b)(1) Exempt systems. The following systems of records, which contain 
information of the type described in 5 U.S.C. 552a(k)(2), shall be 
exempt from the provisions of 5 U.S.C. 552a(k)(2) listed in paragraph 
(b) of this section.

Claims (litigation) (FEMA/GC-1)--Limited Access
FEMA Enforcement (Compliance) (FEMA/GC-2)--Limited Access
General Investigative Files (FEMA/IG-1)--Limited Access
Equal Employment Opportunity Complaints of Discrimination Files (FEMA/
    PER-2)--Limited Access
  (2) Reasons for exemptions. (i) 5 U.S.C. 552a(e)(4)(G) and (f)(1) 
enable individuals to be notified whether a system of records contains 
records pertaining to them. The Federal Emergency Management Agency 
believes that application of these provisions to the above-listed 
systems of records would impair the ability of FEMA to successfully 
complete investigations and inquiries of suspected violators of civil 
and criminal laws and regulations under its jurisdiction. In many cases 
investigations and inquiries into violations of civil and criminal laws 
and regulations involve complex and continuing patterns of behavior. 
Individuals, if informed, that they have been identified as suspected 
violators of civil or criminal laws and regulations, would have an 
opportunity to take measures to prevent detection of illegal action so 
as to avoid prosecution or the imposition of civil sanctions. They would 
also be able to learn the nature and location of the investigation or 
inquiry, the type of surveillance being utilized, and they would be able 
to transmit this knowledge to co-conspirators. Finally, violators might 
be given the opportunity to destroy evidence needed to prove the 
violation under investigation or inquiry.
  (ii) 5 U.S.C. 552a(d)(1), (e)(4)(H) and (f)(2), (3) and (5) enable 
individuals to gain access to records pertaining to them. The Federal 
Emergency Management Agency believes that application of these 
provisions to the above-listed systems of records would impair its 
ability to complete or continue civil or criminal investigations and 
inquiries and to detect violators of civil or criminal laws. Permitting 
access to records contained in the above-listed systems of records would 
provide violators with significant information concerning the nature of 
the civil or criminal investigation or inquiry. Knowledge of the facts 
developed during an investigation or inquiry would enable violators of 
criminal and civil laws and regulations to learn the extent to which the 
investigation or inquiry has progressed, and this could provide them 
with an opportunity to destroy evidence that would form the basis for 
prosecution or the imposition of civil sanctions. In addition, knowledge 
gained through access to investigatory material could alert a violator 
to the need to temporarily postpone commission of the violation or to 
change the intended point where the violation is to be committed so as 
to avoid detection or apprehension. Further, access to investigatory 
material would disclose investigative techniques and procedures which, 
if known, could enable violators to structure their future operations in 
such a way as to avoid detection or apprehension, thereby neutralizing 
investigators' established and effective investigative tools and 
procedures. In addition, investigatory material may contain the identity 
of a confidential source of information or other informer who would not 
want his/her identity to be disclosed for reasons of personal privacy or 
for fear of reprisal at the hands of the individual about whom he/she 
supplied information. In some cases mere disclosure of the information 
provided by an informer would reveal the identity of the informer either 
through the process of elimination or by virtue of the nature of the 
information supplied. If informers cannot be assured that their 
identities (as sources for information) will remain confidential, they 
would be very reluctant in the future to provide information pertaining 
to violations of criminal and civil laws and regulations, and this would 
seriously compromise the ability of the Federal Emergency Management 
Agency to carry out its mission. Further, application of 5 U.S.C. 
552a(d)(1), (e)(4)(H) and (f)(2), (3) and (5) to the above-listed 
systems of records would make available attorney's work product and 
other documents which contain evaluations, recommendations, and 
discussions of on-going civil and criminal legal proceedings; the 
availability of such documents could have a chilling effect on the free 
flow of information and ideas within the Federal Emergency Management 
Agency which is vital to the agency's predecisional deliberative 
process, could seriously prejudice the agency's or the Government's 
position in a civil or criminal litigation, and could result in the 
disclosure of investigatory material which should not be disclosed for 
the reasons stated above. It is the belief of the Federal Emergency 
Management Agency that, in both civil actions and criminal prosecutions, 
due process will assure that individuals have a reasonable opportunity 
to learn of the existence of, and to challenge, investigatory records 
and related materials which are to be used in legal proceedings.
  (iii) 5 U.S.C. 552a(d)(2), (3) and (4), (e)(4)(H) and (f)(4) which are 
dependent upon access having been granted to records pursuant to the 
provisions cited in paragraph (b)(2)(ii) of this section, enable 
individuals to contest (seek amendment to) the content of records 
contained in a system of records and require an agency to note an 
amended record and to provide a copy of an individual's statement (of 
disagreement with the agency's refusal to amend a record) to persons or 
other agencies to whom the record has been disclosed. The Federal 
Emergency Management Agency believes that the reasons set forth in 
paragraphs (b)(2)(i) of this section are equally applicable to this 
subparagraph, and, accordingly, those reasons are hereby incorporated 
herein by reference.
  (iv) 5 U.S.C. 552a(c)(3) requires that an agency make accountings of 
disclosures of records available to individuals named in the records at 
their request; such accountings must state the date, nature, and purpose 
of each disclosure of a record and the name and address of the 
recipient. The Federal Emergency Management Agency believes that 
application of this provision to the above-listed systems of records 
would impair the ability of the Federal Emergency Management Agency and 
other law enforcement agencies to conduct investigations and inquiries 
into civil and criminal violations under their respective jurisdictions. 
Making accountings available to violators would alert those individuals 
to the fact that the Federal Emergency Management Agency or another law 
enforcement authority is conducting an investigation or inquiry into 
their activities, and such accountings could reveal the geographic 
location of the investigation or inquiry, the nature and purpose of the 
investigation or inquiry and the nature of the information disclosed, 
and the date on which that investigation or inquiry was active. 
Violators possessing such knowledge would thereby be able to take 
appropriate measures to avoid detection or apprehension by altering 
their operations, transferring their activities to other locations or 
destroying or concealing evidence which would form the basis for 
prosecution or the imposition of civil sanctions.
  (v) 5 U.S.C. 552a(e)(1) requires that an agency maintain in its 
records only such information about an individual as is relevant and 
necessary to accomplish a purpose of the agency required to be 
accomplished by statute or executive order. The term ``maintain'' as 
defined in 5 U.S.C. 552a(a)(3) includes ``collect'' and ``disseminate.'' 
At the time that information is collected by the Federal Emergency 
Management Agency there is often insufficient time to determine whether 
the information is relevant and necessary to accomplish a purpose of the 
Federal Emergency Management Agency; in many cases information collected 
may not be immediately susceptible to a determination of whether the 
information is relevant and necessary, particularly in the early stages 
of investigation or inquiry, and in many cases information which 
initially appears to be irrelevant or unnecessary may, upon further 
evaluation or upon continuation of the investigation or inquiry, prove 
to have particular relevance to an enforcement program of the Federal 
Emergency Management Agency. Further, not all violations of law 
uncovered during a Federal Emergency Management Agency inquiry fall 
within the civil or criminal jurisdiction of the Federal Emergency 
Management Agency; in order to promote effective law enforcement, it 
often becomes necessary and desirable to disseminate information 
pertaining to such violations to other law enforcement agencies which 
have jurisdiction over the offense to which the information relates. The 
Federal Emergency Management Agency should not be placed in a position 
of having to ignore information relating to violations of law not within 
its jurisdiction when that information comes to the attention of the 
Federal Emergency Management Agency through the conduct of a lawful 
FEMAs civil or criminal investigation or inquiry. The Federal Emergency 
Management Agency therefore believes that it is appropriate to exempt 
the above-listed systems of records from the provisions of 5 U.S.C. 
552a(e)(1).
  (c) Exempt under 5 U.S.C. 552a(k)(5). The Director, Federal Emergency 
Management Agency has determined that certain systems of records are 
exempt from the requirements of (c)(3) and (d) of 5 U.S.C. 552a.
  (1) Exempt systems. The following systems of records, which contain 
information of the type described in 5 U.S.C. 552a(k)(5), shall be 
exempted from the provisions of 5 U.S.C. 552a listed in paragraph (c) of 
this section.

Claims (litigation) (FEMA/GC-1)--Limited Access
FEMA Enforcement (Compliance) (FEMA/GC-2)--Limited Access
General Investigative Files (FEMA/IG-2)--Limited Access
Security Management Information Systems (FEMA/SEC-1)--Limited Access

  (2) Reasons for exemptions. All information about individuals in these 
records that meet the criteria stated in 5 U.S.C. 552a(k)(5) is exempt 
from the requirements of 5 U.S.C. 552a(c)(3) and (d). These provisions 
of the Privacy Act relate to making accountings of disclosure available 
to the subject and access to and amendment of records. These exemptions 
are claimed because the system of records entitled, FEMA/SEC-1, Security 
Management Information System, contains investigatory material compiled 
solely for the purpose of determining suitability, eligibility, or 
qualifications for access to classified information or classified 
Federal contracts, but only to the extent that the disclosure would 
reveal the identity of a source who furnished information to the 
Government under an express promise or, prior to September 27, 1975, 
under an implied promise that the identity of the source would be held 
in confidence. During the litigation process and investigations, it is 
possible that certain records from the system of records entitled, FEMA/
SEC-1, Security Management System may be necessary and relevant to the 
litigation or investigation and included in these systems of records. To 
the extent that this occurs, the Director, FEMA, has determined that the 
records would also be exempted from subsections (c)(3) and (d) pursuant 
to 5 U.S.C. 552a(k)(5) to protect such records. A determination will be 
made at the time of the request for a record concerning whether specific 
information would reveal the identity of a source. This exemption is 
required in order to protect the confidentiality of the sources of 
information compiled for the purpose of determining access to classified 
information. This confidentiality helps maintain the Government's 
continued access to information from persons who would otherwise refuse 
to give it.

[44 FR 50293, Aug. 27, 1979, as amended at 47 FR 54816, Dec. 6, 1982; 52 
FR 5114, Feb. 19, 1987]