[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]