[Privacy Act Issuances (1999)]
[From the U.S. Government Publishing Office, www.gpo.gov]
EXPORT-IMPORT BANK OF THE UNITED STATES
TABLE OF CONTENTS
EIB-1 EIB Biographical Sketches on Eximbank Employees.
EIB-2 EIB Confidential Statement of Employment and Financial
Interest.
EIB-3 EIB Driver's License File.
EIB-4 EIB Earnings and Tax Statement.
EIB-5 EIB Employee Records (Relocation Site).
EIB-6 EIB Equal Employment Opportunity, Discrimination
Complaint.
EIB-7 EIB Financial Assistance Request for (Under Federal
Employee Training Act).
EIB-8 EIB Financial Organization, Credit to Account (Checking).
EIB-9 EIB Financial Organization, Credit to Account (Saving).
EIB-10 EIB Garage Space Application.
EIB-12 EIB Passport Request File.
EIB-13 EIB Payroll Certification.
EIB-15 EIB Payroll Coding Sheet, Magnetic Tape.
EIB-16 EIB Payroll Information Employee.
EIB-17 EIB Payroll Listing.
EIB-18 EIB Payroll Master Record.
EIB-19 EIB Payroll Control Manual.
EIB-20 EIB Periodic Step Increase File.
EIB-22 EIB Personnel Security Records.
EIB-23 EIB Personnel Roster.
EIB-24 EIB Personnel Security Correspondence.
EIB-25 EIB Computerized Payroll/Personnel Systems.
EIB-26 EIB Retirement Record Cards.
EIB-27 EIB Savings Bond Authorization
EIB-28 EIB Savings Bond File.
EIB-29 EIB Tax Exemption Certificate.
EIB-30 EIB Time and Attendance Card.
EIB-31 EIB Travel Advance Application.
EIB-32 EIB Travel Ledger.
EIB-33 EIB Visa Request File.
EIB-34 EIB Service Cards (SF-71).
EIB--1
System name: EIB Biographical Sketches on Eximbank Employees.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Officers and professionals of the Eximbank.
Categories of records in the system:
Name, date of birth, place of birth, educational and work
experience.
Authority for maintenance of the system:
Eximbank personnel management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By officials and personnel of the Eximbank for public appearance.
By news media in connection with speeches, public appearance,
newspapers, etc. By departments and agencies in the performance of
their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Maintained in binder books and file folders.
Retrievability:
Alphabetically.
Safeguards:
Bookcases and desks and in a building that has a GSA contractor
guard.
Retention and disposal:
Retained while employed by the Eximbank or until appointment
expires.
System manager(s) and address:
Office of Personnel, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual and miscellaneous personnel forms.
EIB--2
System name: EIB Confidential Statement of Employment and
Financial Interest.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All Eximbank past and present employees above a certain grade
level unless exempted by the Ethics Committee.
Categories of records in the system:
Name, title of position, date of appointment in present position,
office or division, employment and financial interest, creditors,
interests in real property and information requested of other
persons, signature and date.
Authority for maintenance of the system:
Required by section 402 of Executive Order 11222 dated May 8,
1965.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Reviewed by members of the Ethics Committee regarding conflicts
of interest. By officials and employees of the Eximbank in the
performance of their official duties and by other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Statements are disposed of 6 years after the date they are filed
by the individual. Disposal is burning or shredding.
System manager(s) and address:
General Counsel, 811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contain a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--3
System name: EIB Driver's License File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
SF-46, U.S. Government Motor Vehicle Operator's Identification
Card for issuance to those present and past employees authorized to
drive an official Government car in the performance of their assigned
duties.
Categories of records in the system:
Name, card number, date issued, expiration date, signature of
operator, sex, date of birth, color of hair, color of eyes, height,
weight, birthplace, social security number, signature of issuing
official, title, name and location of issuing unit.
Authority for maintenance of the system:
In accordance with FPM 930.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of
their official duties. By the Department of Motor Vehicles, D.C.
Police Department, Justice Department and insurance companies in the
performance of their official duties. By other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Chronological.
Safeguards:
Locked office and in a building that has a GSA contractor guard.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Vice President--Administration, 811 Vermont Avenue, NW, Room
1031, Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual and the completion of EIB Form 74-2 and SF-46.
EIB--4
System name: EIB Earnings and Tax Statement.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank past and present employees yearly earnings.
Categories of records in the system:
Name, social security number, home address, gross earnings for
the year, federal and state tax deductions for the year and marital
status.
Authority for maintenance of the system:
Internal Revenue Service.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used at the end of the calendar year by the Payroll Unit. By
officials and employees of the Eximbank in the performance of their
official duties. By representatives of the OPM, Comptroller General,
Attorney General, Treasury and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be
made from this system to``consumeer 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:
File cabinet.
Retrievability:
Alphabetical.
Safeguards:
Locked file cabinet and in a building that has a GSA contractor
guard.
Retention and disposal:
3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual and payroll records.
EIB--5
System name: EIB Employee Records (Relocation Site).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Current Eximbank employees.
Categories of records in the system:
Service records cards, retirement deductions, bond balances,
annual and sick leave balances.
Authority for maintenance of the system:
Vital Records Act.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records maintained for reference and backup for main records. By
officials and employees of the Eximbank in the performance of their
official duties. By employees and officials of other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Expandable envelope.
Retrievability:
Alphabetically within the envelope.
Safeguards:
Locked safe file at relocations site.
Retention and disposal:
Records are updated quarterly, and out-of-date records destroyed.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Office of Personnel and Payroll Unit.
EIB--6
System name: EIB Equal Employment Opportunity, Discrimination
Complaint.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank employee filing a discrimination complaint.
Categories of records in the system:
Name and type of complaint.
Authority for maintenance of the system:
Executive Order 10590, Government Employment Policy.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By persons of the Eximbank in the performance of their official
duties. By Justice, EEOC, duly authorized representatives of the
complainant in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folders.
Retrievability:
Numerically.
Safeguards:
Locked file cabinet and a building that has a GSA contractor
guard.
Retention and disposal:
Indefinite.
System manager(s) and address:
Administrative Officer/EEO Officer, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Investigator, individual and employees of the division of office
where the complainant was/is employed.
EIB--7
System name: EIB Financial Assistance Request for (Under Federal
Employee Training Act).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
EIB employees requesting financial assistance for training and
text books.
Categories of records in the system:
Application for training.
Authority for maintenance of the system:
Federal Employees Training Act.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used as official authorization to justify payment for training
expenses. By officials and employees of the Eximbank in the
performance of their official duties and by GAO and other departments
and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
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:
Folders.
Retrievability:
Alphabetical by period.
Safeguards:
Locked file cabinet and in a building that has a GSA contractor
guard.
Retention and disposal:
3 years.
System manager(s) and address:
Treasurer Controller and Office Services, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request''--and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--8
System name: EIB Financial Organization, Credit to Account
(Checking).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
EIB employees complete when they want their salary check to be
sent directly to a financial organization of their choice.
Categories of records in the system:
Employees application for deposit of salary check to the
financial organization (checking) of their choice.
Authority for maintenance of the system:
Treasury Department Fiscal Service.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by the Treasurer Controller and his staff and officials and
employees of the Eximbank in the performance of the official duties.
By representatives of the OPM, Controller General, Treasury,
financial institutions and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of the individual.
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:
Filed in folders.
Retrievability:
Alphabetical.
Safeguards:
Locked file cabinet and in a building that has a GSA contractor
guard.
Retention and disposal:
Until employee cancels.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the Payroll
Section, Treasurer Controller's office.
Record source categories:
Individual.
EIB--9
System name: EIB Financial Organization, Credit to Account
(Savings).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
EIB employees complete when they want their salary check or a
portion to be sent to a savings financial organization of their
choice.
Categories of records in the system:
Employees application for the deposit of salary check or a
portion to be sent to a savings financial organization of their
choice.
Authority for maintenance of the system:
Department of the Treasury, Bureau of Accounts.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by the Treasurer Controller and his staff and officials and
employees of the Eximbank in the performance of their official
duties. By representatives of the OPM, Comptroller General, Treasury,
financial institutions and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
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:
File folder.
Retrievability:
Alphabetical.
Safeguards:
Locked combination safe and in a building that has a GSA
contractor guard.
Retention and disposal:
Until employee cancels.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the Payroll
Section, Treasurer Controller's office.
Record source categories:
Individual.
EIB--10
System name: EIB Garage Space Application.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
EIB employees and other employees in federal agencies within the
area holding parking spaces in the building.
Categories of records in the system:
Name, address, license number, telephone number, make and license
tag number of car, building location and room number and signature
and date.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Maintained as the current list of current and potential garage
space holders and alternates. By officials and employees of the
Eximbank in the performance of their official duties. By
representatives of the GSA and insurance companies in the performance
of their official duties and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folders.
Retrievability:
Alphabetical.
Safeguards:
File cabinet in locked office and in a building that has a GSA
contractor guard.
Retention and disposal:
As changes occur.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable indentification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--12
System name: EIB Passport Request File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank past and present employees required to travel overseas
in an official capacity who request an Official Passport.
Categories of records in the system:
Name, title, grade, approximate dates of travel, destination and
purpose of travel and grade.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of
their official duties. By State Department and embassies in the
performance of their official duties and by officials and employees
of other departments and agencies in the performance of their
official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Chronologically.
Safeguards:
2 drawer unlocked file cabinet and in a building that has a GSA
contractor guard.
Retention and disposal:
Indefinitely.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--13
System name: EIB Payroll Certification.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All present Eximbank employees.
Categories of records in the system:
Payroll summary.
Authority for maintenance of the system:
Treasury Department, Bureau of Accounts.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By the Treasurer Controller and his staff and officials and
employees of the Eximbank in the performance of their official
duties. By representatives of the OPM, GAO, Justice in the
performance of their official duties and by other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Numerical.
Safeguards:
Combination safe and in a building that has a GSA contractor
guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Time and attendance cards and personnel notification.
EIB--15
System name: EIB Payroll File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571 and off-site.
Categories of individuals covered by the system:
All Eximbank past and present employees.
Categories of records in the system:
Master payroll employee record.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of
their official duties. By GSA, Justice, Treasury, GAO, Comptroller
General and by officials and employees of other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
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:
Magnetic tape.
Retrievability:
Pay period, employee number and social security number.
Safeguards:
Locked fire-proof safe and in a building that has a GSA
contractor guard. Copy retained off-site.
Retention and disposal:
15 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Payroll Unit and related personnel files.
EIB--16
System name: EIB Payroll Information Employee.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All present and past Eximbank employees.
Categories of records in the system:
Employee payroll summary, i.e., name, social security number,
marital status, grade and step, annual hourly and overtime rate, etc.
Authority for maintenance of the system:
GAO Policy and Procedures Manual for Guidance of Federal Agencies
for controls over automated payroll system.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of
their official duties. By OPM, GAO, IRS, HUD, Department of Labor and
by officials and employees of other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
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:
Filed in binders.
Retrievability:
Numerically.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
systems of record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Office of Personnel and individual.
EIB--17
System name: EIB Payroll Listing.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank past and present employees.
Categories of records in the system:
Name, net pay and check.
Authority for maintenance of the system:
Treasury Department.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used as a check list to distribute pay check to employees. By
officials and employees of the Eximbank in the performance of their
official duties. By Treasury, GAO, Comptroller General, OPM and by
officials and employees of other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
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:
File folder.
Retrievability:
By pay period.
Safeguards:
File cabinet in a building that has a GSA contractor guard.
Retention and disposal:
Retained 2 years and then destroyed.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Time and attendance cards and related personnel forms.
EIB--18
System name: EIB Payroll Master Record.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All new Eximbank employees and changes to old employees.
Categories of records in the system:
Employee payroll summary, i.e., name, social security number,
hourly rate, overtime rate, etc.
Authority for maintenance of the system:
GAO Policy and Procedures Manual for Guidance of Federal Agencies
Title 6 for controls over automated payroll system.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used to enter new employees and making any changes effecting old
employees. By officials and employees of the Eximbank in the
performance of their official duties. By Social Security, GAO,
Comptroller General, IRS and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
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:
Binders.
Retrievability:
Office or division.
Safeguards:
Locked cabinets in a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
systems of record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Office of Personnel and individual.
EIB--19
System name: EIB Payroll Control Manual.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All new employees and present and past employees making
deductions and pay changes.
Categories of records in the system:
Control covering the biweekly payroll including such information
as name, base pay and any deductions such as FICA, retirement, bond,
insurance, health, charity, optional insurance and savings.
Authority for maintenance of the system:
GAO Policy and Procedures Manual for Guidance of Federal Agencies
for controls over automated payroll system.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of
their official duties. By OPM, Justice, IRS, Comptroller General and
by officials and employees of other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
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:
File folder.
Retrievability:
According to pay period.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Contesting record procedures:
Same as above.
Record source categories:
Office of Personnel and individual.
EIB--20
System name: EIB Periodic Step Increase File.
Security classification:
None.
System location:
811Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All current GS Eximbank employees who are not in the top step of
their grade.
Categories of records in the system:
Contains name, social security number, current GS grade, current
step of grade and date of next equivalent increase.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by Office of Personnel to insure all step increases are
given at the correct time. By officials and employees of the Eximbank
in the performance of their official duties. By OPM and by officials
and employees of other departments and agencies in the performance of
their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Cabinet.
Retrievability:
Alphabetical by due dates.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
As long as employee is employed by the Eximbank and is eligible
for a Periodic Step Increase.
System manager(s) and address:
Administrative Officer, Office of Personnel, 811 Vermont Avenue,
NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Based on information in the official personnel file of each
Eximbank employee.
EIB--22
System name: EIB Personnel Security Records.
Security classification:
Secret.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank employees, applicants, and consultants.
Categories of records in the system:
Personnel investigations of current employees including actual
investigations, summary investigations from other Federal agencies,
security forms and correspondence relating to security.
Authority for maintenance of the system:
Executive Order 10450.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Personnel security records are maintained in order to determine
the level of clearance Eximbank employees permitted regarding access
to classified materials and meetings in accordance with Executive
Order 10450. By officials and employees of the Eximbank in the
performance of their official duties. By OPM, FBI and by officials
and employees of other departments and agencies in the performance of
their official duties.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical.
Safeguards:
Combination security locked file cabinet and in a building that
has a GSA contractor guard.
Retention and disposal:
Investigative files destroyed:
1. If applicant declines employment; 2. 2 years after employee's
departure, except SF-312 which is retained for 50 years; 3. upon
consultant's completion of services.
System manager(s) and address:
Vice President--Administrative and Management Services, 811
Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Vice President--Administrative and Management Services, 811
Vermont Avenue, NW, Room 1031, Washington, DC 20571.
Record access procedures:
In accordance with the U.S. Office of Personnel Management's
(OPM) Federal Personnel Manual chapter 732, subchapter 7-5,
``Safeguarding and Handling Investigative Files'', persons wanting a
copy of their own OPM investigative file maintained by Eximbank, must
comply with the following Privacy Act procedure:
Send a signed letter specifying name, date/place of birth, Social
Security number, home address, location of present or former Federal
employment, and any other pertinent data to: FOI/P, OPM-FIPC, PO Box
618, Boyers, PA 16018-0618.
For other types of access requests: Same as Notification.
Record source categories:
Investigations received from Federal investigative agencies and
correspondence generated by other departments and agencies containing
information from employers, references, schools, neighbors, police,
credit agencies and other Federal investigative agencies.
EIB--23
System name: EIB Personnel Roster.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All present and past Eximbank employees.
Categories of records in the system:
Alphabetical listing of employees by name, home address and
telephone number.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by officials and employees of the Eximbank in the
performance of their official duties. By officials and employees of
other departments and agencies in the performance of their official
duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Each calendar year.
System manager(s) and address:
Administrative Officer, Office of Personnel, 811 Vermont Avenue,
NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Employee official personnel file and individual.
EIB--24
System name: EIB Personnel Security Correspondence.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Present Eximbank employees, applicants and terminated or
transferred employees.
Categories of records in the system:
Letters of transmittal to OPM requesting investigation and
memorandum to office and/or division heads regarding clearances.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of
their official duties and by officials and employees of other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Kept chronologically in employee's security folder.
Safeguards:
Combination locked security cabinet and in a building that has a
GSA contractor guard.
Retention and disposal:
2 years after employee separates from the Bank, destroyed by
burning.
System manager(s) and address:
Vice President--Administrative and Management Services, 811
Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Vice President--Administrative and Management Services, 811
Vermont Avenue, NW, Room 1031, Washington, DC 20571.
Record access procedures:
In accordance with the U.S. Office of Personnel Management's
(OPM) Federal Personnel Manual chapter 732, subchapter 7-5,
``Safeguarding and Handling Investigative Files'', persons wanting a
copy of their own OPM investigative file maintained by Eximbank, must
comply with the following Privacy Act procedure:
Send a signed letter specifying name, date/place of birth, Social
Security number, home address, location of present or former Federal
employment, and any other pertinent data to: FOI/P, OPM-FIPC, PO Box
618, Boyers, PA 16018-0618.
For other types of access requests: Same as Notification.
Record source categories:
Investigations received from Federal investigative agencies and
correspondence generated by other departments and agencies containing
information from employers, references, schools, neighbors, police,
credit agencies and other Federal investigative agencies.
EIB--25
System name: EIB Computerized Payroll/Personnel Systems.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All Eximbank employees since 1970.
Categories of records in the system:
Extensive current and historical payroll and personnel data.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
By officials and employees of the Eximbank in the performance of
their official duties. By OMB, GAO, and by officials and employees of
other departments and agencies in the performance of their official
duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Access is limited to authorized recipients of computer generated
reports and computer personnel.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Magnetic media.
Retrievability:
By any element maintained on the file.
Safeguards:
The cabinets in area accessible only to authorized personnel and
in a building that has a GSA contractor guard.
Retention and disposal:
Maintained for historical data.
System manager(s) and address:
Vice President, Information Management Division, 811 Vermont
Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Various payroll records.
EIB--26
System name: EIB Retirement Record Cards.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Record maintained on every Eximbank employee paid by the computer
system.
Categories of records in the system:
Name, date of birth, social security number and pay rates during
employment by the Eximbank. Primary record is cumulative retirement
deductions.
Authority for maintenance of the system:
OPM requirement of all Federal agencies.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Updated for each salary change and yearly total of retirement
deductions: Original sent to OPM when employees leave Eximbank. By
officials and employees of the Eximbank in the performance of their
official duties and by OPM and other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Steel file cabinet.
Retrievability:
Alphabetical.
Safeguards:
Steel file cabinet with combination lock and in a building that
has a GSA contractor guard.
Retention and disposal:
Retained until the employee leaves the Eximbank either by
transfer to another agency, retirement or resignation.
System manager(s) and address:
Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
systems of record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
SF-50 and payroll computer printout.
EIB--27
System name: EIB Savings Bond Authorization.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Employees of Eximbank who have signed up to purchase bonds.
Categories of records in the system:
Application for the purchase of savings bonds.
Authority for maintenance of the system:
Treasury Dept., Bureau of Accounts.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
For ordering bonds, changing inscription, allotment and
beneficiary. Used by officials and employees of the Eximbank in the
performance of their official duties. By Treasury, IRS, OPM, GAO,
Controller General and other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File cabinet.
Retrievability:
Alphabetical.
Safeguards:
Steel file cabinet and in a building that has a GSA contractor
guard.
Retention and disposal:
Maintained 1 year after termination.
System manager(s) and address:
Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Employee complete SF-1192.
EIB--28
System name: EIB Savings Bond File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank present and past employees.
Categories of records in the system:
Employee name, amount of bond and bond serial number.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used as a check list to distribute bonds to employees. By
officials and employees of the Eximbank in the performance of their
official duties. By IRS, Treasury, GAO, Comptroller General and other
departments and agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
By pay period.
Safeguards:
File cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
3 years and destroyed.
System manager(s) and address:
Treasurer Controller, Cash Control Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
systems of record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Payroll Unit.
EIB--29
System name: EIB Tax Exemption Certificate.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Maintained on each present and past employee of the Eximbank.
Categories of records in the system:
Name, address, social security number and the number of
withholding exemptions an employee claims on his/her taxes.
Authority for maintenance of the system:
IRS regulations.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used when a new employee enters employment or when a present
employee wishes to make a change. By officials and employees of the
Eximbank in the performance of their official duties. By OPM,
Treasury, IRS, GAO, state governments and by other departments and
agencies in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File cabinet.
Retrievability:
Alphabetically.
Safeguards:
Steel file cabinet and in a building that has a GSA contractor
guard.
Retention and disposal:
1 year after employee transfers, retires or resigns.
System manager(s) and address:
Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--30
System name: EIB Time and Attendance Card.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
All Eximbank present and past employees.
Categories of records in the system:
Number of hours worked, i.e., regular, overtime, compensatory
time, holiday, night differential, leave taken, annual, sick,
compensatory time, LWOP and other.
Authority for maintenance of the system:
GAO Policy and Procedures Manual for Guidance of Federal
Agencies, Title 6.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used to determine payment to all Eximbank employees on duty. By
officials and employees of the Eximbank in the performance of their
official duties. By OPM, GAO, Treasury, Justice, agent of an employee
in connection with a grievance and by other departments and agencies
in the performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Alphabetical by division.
Safeguards:
Steel file cabinet and in a building that has a GSA contractor
guard.
Retention and disposal:
3 years.
System manager(s) and address:
Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW,
Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Time and attendance files.
EIB--31
System name: EIB Travel Advance Application.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank employee travelling on official business requesting
travel advance.
Categories of records in the system:
Name, agency, bureau/division, office, authorization number,
date, address to where check should be mailed, signature of
applicant, amount applied for, balance due on previous advance,
signature of approving officer and date, appropriation number and any
remarks.
Authority for maintenance of the system:
General Accounting Office.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Travelers making a request for an advance. By officials and
employees of the Eximbank in the performance of their official
duties. By GAO, Comptroller General, Attorney General, Treasury and
by officials and employees of other departments and agencies in the
performance of their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congessional
Office made at the request of that individual.
Disclosure to consumer reporting agencies:
Disclosure 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:
Cards.
Retrievability:
Alphabetical.
Safeguards:
File box and in a building that has a GSA contractor guard.
Retention and disposal:
4 years.
System manager(s) and address:
Treasurer Controller, Travel and Administrative Expense Unit, 811
Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--32
System name: EIB Travel Ledger.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Persons travelling on official business for the Eximbank.
Categories of records in the system:
Travelers name, travel order number, place travelling to, voucher
number, accruals of expenses, payments broken into 2 parts (P.D. and
carrier), and the balance of accruals for particular trip.
Authority for maintenance of the system:
Eximbank management practices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To control accounting of travel expenses. By officials and
employees of the Eximbank in the performance of their official duties
and by GAO, and other departments and agencies in the performance of
their official duties.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Microcomputer.
Retrievability:
Travel order number , Traveler's name.
Safeguards:
In a building that has a GSA contractor guard.
Retention and disposal:
Retained 3 years.
System manager(s) and address:
Treasurer Controller, Payroll and Administrative Expense Section,
811 Vermont Avenue, NW, Washington, DC 20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
mantained in the system should direct their request to the
Notification listed above.
Record source categories:
Disbursement vouchers and related travel forms.
EIB--33
System name: EIB Visa Request File.
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Eximbank employees, past and present, who travel on official
business and to countries that require a visa to be applied to their
Official Passport.
Categories of records in the system:
Name, title, passport number and approximate dates of travel.
Authority for maintenance of the system:
State Department and regulations of foreign countries.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by officials and employees of the Eximbank in the
performance of their official duties and by State Department,
embassies and by other departments and agencies in the performance of
their official duties.
Disclosure may be to a Congressional Office from the record of an
individual in response to an inquiry from the Congressional Office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folder.
Retrievability:
Chronological.
Safeguards:
2 drawer unlocked cabinet and in a building that has a GSA
contractor guard.
Retention and disposal:
Previous calendar year and present calendar year.
System manager(s) and address:
Administrative Officer, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individual should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
mantained in the system should direct their request to the
Notification listed above.
Record source categories:
Individual.
EIB--34
System name: EIB Service Cards (SF-7).
Security classification:
None.
System location:
811 Vermont Avenue, NW, Washington, DC 20571.
Categories of individuals covered by the system:
Past and present employees of Eximbank.
Categories of records in the system:
Name, date of birth, social security number, date of appointment
or transfer, organization to which assigned, position title, position
number, grade/step/salary, and date of separation.
Authority for maintenance of the system:
OPM.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by personnel clerical employees in the processing of
official personnel actions.
Disclosure may be made to a Congressional Office from the record
of an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Active in Kardex; inactive in locked filing cabinet.
Retrievability:
By organization for current employees, alphabetically for former
employees.
Safeguards:
Locked cabinet and in a building that has a GSA contractor guard.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Office of Personnel, 811 Vermont Avenue, NW, Washington, DC
20571.
Notification procedure:
Administrative Officer, 811 Vermont Avenue, NW, Room 1031,
Washington, DC 20571.
Record access procedures:
Same as Notification. A request for information as to whether a
Systems of Record contains a record pertaining to an individual and
all requests for access to a record from the system shall be in
writing with the letter and envelope clearly marked ``Privacy Act
Request'' and stating full name and address of individual. For
personal visits the individuals should be able to provide some
acceptable identification, i.e., driver's license, identification
card, etc. Individuals desiring to contest or amend information
maintained in the system should direct their request to the
Notification listed above.
Record source categories:
Official Personnel Folder.
EXPORT-IMPORT BANK OF THE U.S.
12 CFR PART 404--INFORMATION DISCLOSURE
Subpart B--Protection of Privacy and Access to Records Under the Privacy
Act of 1974
Sec.
404.12 General provisions.
404.13 Definitions.
404.14 Requirements of request for access.
404.15 Initial determination.
404.16 Schedule of fees.
404.17 Appeal of denials of access.
404.18 Requests for correction of records.
404.19 Request for accounting of record disclosures.
404.20 Notice of court-ordered and emergency disclosures.
404.21 Submission of social security and passport numbers.
404.22 Government contracts.
404.23 Other rights and services.
Authority: 5 U.S.C. 552 and 552a.
Section 404.7 also issued under E.O. 12600, 52 FR 23781, 3 CFR, 1987
Comp., p. 235.
Section 404.21 also issued under 5 U.S.C. 552a note.
Source:64 FR 14378, Mar. 25, 1999.
Subpart B--Protection of Privacy and Access to Records Under the
Privacy Act of 1974
Sec. 404.12 General provisions.
(a) Purpose. This subpart establishes policies, procedures,
requirements, and responsibilities for administration of the Privacy Act
of 1974, 5 U.S.C. 552a, at the Export-Import Bank of the United States
(Ex-Im Bank).
(b) Relationship to the Freedom of Information Act. The Privacy Act
applies to records contained in a systems of records, as defined in
Sec. 404.13. If an individual submits a request for access to records
and cites the Privacy Act, but the records sought are not contained in a
Privacy Act system of records, then the request shall be processed only
under subpart A of this part, Procedures for Disclosure of Records Under
the Freedom of Information Act. All requests properly processed under
this subpart B shall also be processed under subpart A of this part.
(c) Appellate authority. The Ex-Im Bank Assistant General Counsel for
Administration is the appellate authority for all Privacy Act requests.
(d) Delegation. Any action or determination in this subpart which is
the responsibility of a specific Ex-Im Bank employee may be delegated to
a duly designated alternate.
(e) Ex-Im Bank address. The Export-Import Bank of the United States is
located at 811 Vermont Avenue, NW, Washington, DC 20571.
Sec. 404.13 Definitions.
For purposes of this subpart, the following definitions shall apply:
Appeal--A written request to the Ex-Im Bank Assistant General Counsel
for Administration for reversal of an adverse initial determination.
Final determination--The written decision by the Assistant General
Counsel for Administration on an appeal.
Individual--A citizen of the United States or an alien lawfully
admitted for permanent residence.
Initial determination--The initial written determination in response
to a Privacy Act request.
Record--Any item, collection or grouping of information about an
individual that is maintained within a system of records and that
contains the individual's name or an identifying number, symbol or other
identifying particular assigned to the individual.
Redaction--The process of removing non-disclosable material from a
record so that the remainder may be released.
Request for access--A request to view a record.
Request for accounting--A request for a list of all disclosures of a
record.
Request for correction--A request to modify a record.
Requester--An individual who makes a request under the Privacy Act.
Review--The process of examining a record to determine whether any
portion is required to be withheld.
Search--The process of identifying and collecting records pursuant to
a request.
System of records--A group of any records under the control of an
agency from which information is retrieved by the name of the individual
or some identifying number, symbol or other identifying particular
assigned to the individual.
Working days--All calendar days excluding Saturdays, Sundays, and
Federal Government holidays.
Sec. 404.14 Requirements of request for access.
(a) Form. Requests for access must be made in writing and must be
signed by the requester. Requests should be addressed to the Freedom of
Information and Privacy Office at the address in Sec. 404.12(e) and
should contain both the return address and telephone number of the
requester.
(b) Description of records sought. A request for access must describe
the records sought in sufficient detail so as to enable Ex-Im Bank
personnel to locate the system of records containing the records with a
reasonable amount of effort. To the extent practicable, such description
should include the nature of the record sought, the date of the record
or the period in which the record was compiled, and the name or
identifying number of the system of records in which the requester
believes the record is kept. A requester may include his or her social
security number in the request in order to facilitate the identification
and location of the requested records.
(c) Fee statement. The request must contain a statement expressing
willingness to pay fees for processing the request or a request for a
fee waiver (see Sec. 404.16(d)).
(1) Whenever a requester submits a request for access that does not
contain a fee statement or a request for a fee waiver, Ex-Im Bank shall
advise the requester of the requirements of this section. If the
requester fails to respond within ten working days of such notification,
then the Freedom of Information and Privacy Office shall notify the
requester, in writing, that Ex-Im Bank will not process the request.
(2) A general statement by the requester expressing willingness to pay
all applicable fees shall be deemed an agreement to pay up to $25.00. If
Ex-Im Bank estimates that the fees for a request will exceed $25.00,
then Ex-Im Bank shall notify the requester. Ex-Im Bank shall offer the
requester the opportunity to agree, in writing, either to pay a greater
fee or to modify the request as a means of limiting the cost.
(3) Whenever the estimated fee chargeable under this section exceeds
$25.00, Ex-Im Bank reserves the right to require a requester to make an
advance payment prior to processing the request.
(4) Ex-Im Bank shall not process a request by a requester who has
failed to pay a fee for a previous request unless and until such
requester had paid the full amount owed and also has paid, in advance,
the total estimated charges for the new request.
(d) Verification of identity. An individual who submits a request for
access must verify his or her identity. The request must include the
requesters full name, current address, and date and place of birth. In
addition, such requester must provide a notarized statement attesting to
his or her identity.
(e) Verification of guardianship. When a parent or guardian of a minor
or the guardian of a person judicially determined to be incompetent
submits a request for access to records that relate to the minor or
incompetent, such parent or guardian must establish:
(1) His or her own identity and the identity of the subject of the
record in accordance with paragraph (d) of this section; and
(2) Parentage or guardianship of the subject of the record, either by
providing a copy of the subject's birth certificate showing parentage or
by providing a court order establishing guardianship.
(f) Written notice of amendment. The requester must provide any
amendment to the original request in writing to Ex-Im Bank.
(g) Requester assistance. Ex-Im Bank shall make reasonable efforts to
assist a requester in complying with the requirements of this section.
(h) Date of receipt. Requests for access shall be deemed to have been
received on the date that the request is received by the Freedom of
Information and Privacy Office, provided that all the requirements of
this section have been met. Ex-Im Bank shall notify the requester of the
date on which it officially received a request.
Sec. 404.15 Initial determination.
(a) Time for processing. The Freedom of Information and Privacy Office
shall respond to valid requests for access within twenty working days of
the date of receipt of the request letter. The time for response may be
extended an additional ten working days for good cause, provided that
the Freedom of Information and Privacy Office notifies the requester in
writing.
(b) Notice regarding request for access. The Freedom of Information
and Privacy Office shall notify the requester in writing of its decision
to grant or deny a request for access.
(1) If the request is granted, then the notice shall either include
the requested records, in releasable form, or shall describe the manner
in which access to the record will be granted. The notice also shall
inform the requester of any processing fee.
(2) A denial is a determination to withhold any requested record in
whole or in part or a determination that the requested record does not
exist or cannot be located. If the request is denied, then the denial
notice shall state:
(i) The name, signature, and title or position of the person
responsible for the denial;
(ii) The reasons for the denial; and
(iii) The procedure for appeal of the denial under Sec. 404.17 and a
brief description of the requirements of that section.
(c) Form of record disclosure. Ex-Im Bank shall grant access to the
requested records either by providing the requester with a copy of the
record or, at the requester's option, by making the record available for
inspection at a reasonable time and place. If Ex-Im Bank makes the
record available for inspection, such inspection shall not unreasonably
disrupt Ex-Im Bank operations. In addition, the requester must provide a
form of official photographic identification--such as a passport,
driver's license or identification badge--and any other form of
identification bearing his or her name and address prior to inspection
of the requested records. Records may be inspected by the requester in
the presence of another individual, provided that the requester signs a
form stating that Ex-Im Bank is authorized to disclose the record in the
presence of both individuals.
Sec. 404.16 Schedule of fees.
(a) Search and review. Ex-Im Bank shall not charge for search and
review.
(b) Duplication. Ex-Im Bank shall charge $.10 per page for paper copy
duplication. Ex-Im Bank shall charge the actual or estimated cost of
copies prepared by computer, such as tape or printouts, or for other
methods of reproduction or duplication.
(c) Minimum fee. Ex-Im Bank shall waive final fees of $5.00 or less.
(d) Fee waivers. Ex-Im Bank may waive fees whenever it is determined
to be in the public interest. Fees of less than $50.00 shall be waived
in connection with any request by an employee, former employee or
applicant for employment, related to a grievance or complaint of
discrimination against Ex-Im Bank.
(e) Special services charges. Complying with requests for special
services such as those listed in this paragraph is entirely at the
discretion of Ex-Im Bank. Ex-Im Bank shall recover the full costs of
providing such services to the extent that it elects to provide them.
(1) Certifications. Ex-Im Bank shall charge $25.00 to certify the
authenticity of any Ex-Im Bank record or any copy of such record.
(2) Special shipping. Ex-Im Bank may ship by special means (e.g.,
express mail) if the requester so desires, provided that the requester
has paid or has expressly undertaken to pay all costs of such special
services. Ex-Im Bank shall not charge for ordinary packaging and
mailing.
Sec. 404.17 Appeal of denials of access.
(a) Appeals to the Assistant General Counsel for Administration.
Whenever Ex-Im Bank denies a request for access or for waiver or
reduction of fees, the requester may appeal the denial to the Assistant
General Counsel for Administration within 30 working days of the date of
Ex-Im Bank's issuance of notice of such action. Appeals must be made in
writing and must be signed by the appellant. Appeals should be addressed
to the Assistant General Counsel for Administration at the address in
Sec. 404.12(e). Both the envelope and the appeal letter should be
clearly marked in capital letters: ``PRIVACY ACT APPEAL.'' Failure to
properly mark or address the appeal may slow its processing. An appeal
shall not be deemed to have been received by Ex-Im Bank until the
Assistant General Counsel for Administration receives the appeal letter.
The letter should include:
(1) A copy of the denied request or a description of the records
requested;
(2) The name and title of the Ex-Im Bank employee who denied the
request;
(3) The date on which the request was denied; and
(4) The Ex-Im Bank identification number assigned to the request.
(b) Final determination. The disposition of an access appeal shall be
made in writing within twenty working days after the date of receipt of
the appeal. The Assistant General Counsel for Administration may extend
the time for response an additional ten working days for good cause,
provided that the requester is notified in writing. A decision affirming
the denial of a request for access shall include a brief statement of
the reasons for affirming the denial and shall advise the requester of
the right to seek judicial review. If the initial determination is
reversed, then the request shall be remanded to the Freedom of
Information and Privacy Office to be processed in accordance with the
decision on appeal.
Sec. 404.18 Requests for correction of records.
(a) Form. Requests for correction must be made in writing and must be
signed by the requester. Requests should be addressed to the Freedom of
Information and Privacy Office at the address in Sec. 404.12(e) and
should contain both the return address and telephone number of the
requester. The request must identify the particular record in question,
state the correction sought, and set forth the justification for the
correction. The requester also must verify his or her identity in
accordance with the procedures set forth at Sec. 404.14(d) and (e). Both
the envelope and the request for correction itself should be clearly
marked in capital letters: ``PRIVACY ACT CORRECTION REQUEST.''
(b) Initial determination. The Freedom of Information and Privacy
Office shall respond to valid correction requests within ten working
days of receipt of the request letter. If Ex-Im Bank grants the request
for correction, then the Freedom of Information and Privacy Office shall
advise the requester of his or her right to obtain a copy, in releasable
form, of the corrected record. A denial notice shall state the reasons
for the denial and shall advise the requester of the right to appeal.
Ex-Im Bank shall not charge for processing requests for correction.
(c) Appeal of denial of request for correction. Whenever Ex-Im Bank
denies a request for correction, the requester may appeal the denial to
the Assistant General Counsel for Administration within thirty working
days of Ex-Im Bank's issuance of notice of such action. Appeals must be
made in writing and must be signed by the appellant. Appeals should be
addressed to the Assistant General Counsel for Administration at the
address set forth in Sec. 404.12(e). Both the envelope and the appeal
letter should be clearly marked in capital letters: ``PRIVACY ACT
CORRECTION APPEAL.'' Failure to properly mark or address the appeal may
slow its processing. An appeal shall not be deemed to have been received
by Ex-Im Bank until the Assistant General Counsel for Administration
receives the appeal letter. The letter must include:
(1) A copy of the denied request or a description of the correction
sought;
(2) The name and title of the Ex-Im Bank employee who denied the
request;
(3) The date on which the request was denied;
(4) The Ex-Im Bank identification number assigned to the request; and
(5) Any information said to justify the correction.
(d) Final determination on correction appeal. (1) The disposition of
an appeal shall be made in writing within twenty working days after the
date of receipt of an appeal. The Assistant General Counsel for
Administration may extend the time for response an additional ten
working days for good cause, provided that the requester is notified in
writing.
(2) A decision affirming the denial of a request for access shall
advise the appellant of the:
(i) Reasons for affirming the denial;
(ii) Right to seek judicial review; and
(iii) Right to file a statement of disagreement, as provided in
paragraph (e) of this section.
(3) If the initial determination is reversed, then the request shall
be remanded to the Freedom of Information and Privacy Office to be
processed in accordance with the decision on appeal.
(e) Statement of disagreement. Upon denial of a correction appeal, the
appellant shall have the right to file a statement of disagreement with
Ex-Im Bank, setting forth his or her reasons for disagreeing with the
Agency's action. The statement should be addressed to the Freedom of
Information and Privacy Office at the address in Sec. 404.12(e) and must
be received within thirty working days of Ex-Im Bank's issuance of the
denial notice. A statement of disagreement must not exceed one typed
page per fact disputed. Statements exceeding this limit shall be
returned to the requester for editing. Upon receipt of a statement of
disagreement under this section, the Freedom of Information and Privacy
Office shall have the statement included in the system of records in
which the disputed record is maintained and shall have the disputed
record marked so as to indicate that a Statement of Disagreement has
been filed. Ex-Im Bank may also append to the disputed record a written
statement regarding Ex-Im Bank's reasons for denying the request to
correct the record.
(f) Notices of correction or disagreement. In any disclosure of a
record for which Ex-Im Bank has received a statement of disagreement,
Ex-Im Bank shall clearly note any portion of the record which is
disputed and shall provide a copy of the statement of disagreement. Ex-
Im Bank also may provide its own statement regarding the disputed
record. In addition, whenever Ex-Im Bank corrects a record or receives a
statement of disagreement, Ex-Im Bank shall, as is reasonable under the
circumstances, advise any person or agency to which it previously
disclosed such record of the correction or statement, provided that an
accounting of such disclosure exists.
Sec. 404.19 Request for accounting of record disclosures.
(a) Required information. With respect to each system of records under
Ex-Im Bank control, Ex-Im Bank shall maintain an accurate accounting of
the date, nature, and purpose of each external disclosure of a record
and the name and address of all persons, organizations, and agencies to
which disclosure has been made. Ex-Im Bank shall retain this accounting
for at least five years or the life of the record, whichever is longer.
(b) Form. An individual may obtain an accounting of all disclosures of
a record, provided that such individual establishes his or her identity
as the subject of such record in accordance with the procedures set
forth at Sec. 404.14(d) and (e). A request for an accounting must be
made in writing and must be signed by the requester. The request should
be addressed to the Freedom of Information and Privacy Office at the
address in Sec. 404.12(e) and should contain both the return address and
telephone number of the requester. Both the envelope and the request
itself should be clearly be marked in capital letters: ``PRIVACY ACT
ACCOUNTING REQUEST.'' Failure to properly mark or address the request
may slow its processing. The request shall not be deemed to have been
received by Ex-Im Bank until the Freedom of Information and Privacy
Office receives the request. The letter must clearly identify the
particular record for which the accounting is requested.
(c) Initial determination. The Freedom of Information and Privacy
Office shall notify the requester whether the request will be granted or
denied within ten working days of receipt of a valid request for an
accounting. Ex-Im Bank shall not charge for processing such a request.
(d) Exceptions. Ex-Im Bank shall not be required to provide an
accounting to an individual when the accounting relates to a disclosure
made:
(1) To an employee within the agency;
(2) Under the FOIA; or
(3) To a law enforcement agency for an authorized law enforcement
activity in response to a written request from such agency which
specified the law enforcement activity for which the disclosure was
sought.
Sec. 404.20 Notice of court-ordered and emergency disclosures.
(a) Court-ordered disclosures. When a record pertaining to an
individual is required to be disclosed by a court order, the Assistant
General Counsel for Administration shall make reasonable efforts to
provide notice to the subject individual. Notice shall be given within a
reasonable time after Ex-Im Bank's receipt of the order, except that in
a case in which the order is not a matter of public record, notice shall
be given only after the order becomes public. Such notice shall be
mailed to the individual's last known address and shall contain a copy
of the order and a description of the information disclosed.
(b) Emergency disclosures. If a record has been disclosed by Ex-Im
Bank under compelling circumstances affecting the health or safety of
any person, then, within ten working days, the Assistant General Counsel
for Administration shall notify the subject individual of the disclosure
at his or her last known address. The notice of such disclosure shall be
in writing and shall state the:
(1) Nature of the information disclosed;
(2) Person, organization or agency to which it was disclosed;
(3) Date of disclosure; and
(4) Compelling circumstances justifying the disclosure.
Sec. 404.21 Submission of social security and passport numbers.
(a) Policy. Ex-Im Bank recognizes the importance of assessing, to the
extent reasonably possible, the risks associated with transactions
supported by Ex-Im Bank. It is often difficult to assess risks related
to individuals and non-publicly trade entities. Therefore, when an
individual or a non-publicly traded entity applies for participation in
an Ex-Im Bank program or is proposed as a guarantor for an Ex-Im Bank
transaction, Ex-Im Bank may request social security and/or U.S. passport
numbers from such individual or from the principals of such entity. Ex-
Im Bank shall not require submission of this information, and
unwillingness or inability to provide a social security or passport
number shall not affect Ex-Im Bank's decision on an application for Ex-
Im Bank assistance.
(b) Use. Ex-Im Bank shall use social security and passport numbers to
assess the creditworthiness of Ex-Im Bank program participants and as a
mechanism for enforcing agreements with Ex-Im Bank. Such information
shall not be disclosed, except as warranted by law and regulation.
(c) Notice. Whenever Ex-Im Bank requests a social security or passport
number, Ex-Im Bank shall place an appropriate Privacy Act notification
on the form used to collect the information.
Sec. 404.22 Government contracts.
(a) Approval by Assistant General Counsel for Administration. Ex-Im
Bank shall not contract for the operation of a system of records or for
an activity that requires access to a system of records without the
express, written approval of the Assistant General Counsel for
Administration.
(b) Contract clauses. Any contract authorized under paragraph (a) of
this section shall contain the standard contract clauses required by the
Federal Acquisition Regulation (48 CFR 24.104) to ensure compliance with
the requirements imposed by the Privacy Act. The division within Ex-Im
Bank that is responsible for technical supervision of the contract shall
be responsible for ensuring that the contractor complies with the
Privacy Act contract requirements.
(c) Contractor status. Any contractor that operates an Ex-Im Bank
system of records or engages in an activity that requires access to an
Ex-Im Bank system of records shall be considered an Ex-Im Bank employee
for purposes of this subpart. Ex-Im Bank shall supply any such
contractor with a copy of the regulations in this subpart upon entering
into a contract with Ex-Im Bank.
Sec. 404.23 Other rights and services.
Nothing in this subpart shall be construed to entitle any person to
any service or to the disclosure of any record to which such person is
not entitled under the Privacy Act.