[Privacy Act Issuances (1999)]
[From the U.S. Government Publishing Office, www.gpo.gov]
PEACE CORPS
Notice of Systems of Records Preliminary Statement
The term ``Agency'' when used in this notice refers to the Peace
Corps.
Operating Units--The names of the operating units within the
Agency to which a particular system of records pertains are listed
under the system manager and address section of each system notice.
Official Personnel Files--Official personnel files of Federal
employees in the General Schedule in the custody of the Agency are
considered the property of the Office of Personnel Management (OPM).
Access to such files shall be in accordance with such notices as are
published by OPM. Access to such files in the custody of the Agency
will be granted to individuals to whom such files pertain upon
request to the Director, Office of Personnel Management, Peace Corps,
806 Connecticut Avenue, NW, Washington, DC 20526.
Files of employees serving under Peace Corps appointing
authorities, i.e., Foreign Service and Expert/consultant, which are
not specifically covered by the OPM publication, are inter-filed with
all other personnel files and treated in the same manner. The OPM
publication of notice for official personnel files is therefore
adopted by reference for Peace Corps personnel files in the custody
of the Agency provided however that access, contests and appeals as
to any such record shall be processed as provided in Peace Corps
regulations under the Privacy Act.
Various offices in the Agency maintain files which contain
miscellaneous copies of personnel material affecting Peace Corps
employees. This would include copies of standard personnel forms,
evaluation forms, etc. These files are kept only for immediate office
reference use and are considered by the Agency to be part of the
personnel file system. The Agency's internal regulations provide that
such information is a part of the general personnel files and can
only be disclosed through the Director, Peace Corps Office of
Personnel Management in order that he or she may insure that any
material to be disclosed is relevant, materials, current, and fair to
the individual employee. It is also the policy of the Agency to limit
the use of such files and to encourage the destruction of as many as
possible.
Statement of General Routine Uses--The following general routine
uses are incorporated by this reference into each system of records
set forth herein, unless such incorporation is specifically limited
in the system description.
1. In the event that a record in a system of records maintained
by the Agency indicates any violation or potential violation of the
law whether civil, criminal, or regulatory in nature, and whether
arising by statute, or by regulation, rule or order issued pursuant
thereto, the relevant record in this system of records may be
referred as a routine use, to the appropriate agency, whether
Federal, state, local, or foreign charged with the responsibility of
investigating or prosecuting such violation, or charged with
enforcing or implementing the statute, rule, regulation, or order
issued pursuant thereto; such referral shall also include and be
deemed to authorize any and all appropriate and necessary uses of
such records in a court of law or before an administrative board or
hearing.
2. A record may be disclosed as a routine use to designated
officers and employees of other agencies and departments of the
Federal government having an interest in the individual for
employment purposes including the hiring or retention of any
employee, the issuance of a security clearance, the letting of a
contract or the issuance of license, grant or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter involved,
provided however, that other than information furnished for the
issuance of authorized security clearances, information divulged
hereunder as to full-time volunteers under the Peace Corps Act (22
U.S.C. 2501) shall be limited to the provision of dates of service
and a standard description of service as heretofore provided by the
Agency.
3. A record may be disclosed as a routine use in the course of
presenting evidence to a court, magistrate or administrative tribunal
of appropriate jurisdiction and such disclosed shall include
disclosures to opposing counsel in the course of settlement
negotiations.
4. Information from certain systems of records especially those
relating to applicants for Federal employment or volunteer service
may be disclosed as a routine use to designated officers and
employees of other agencies of the Federal government for the purpose
of obtaining information as to suitability, qualifications and
loyalty to the United States Government.
5. Information from records systems may be disclosed to any
source from which information is requested in the course of an
investigation to the extent necessary to identify the individual,
inform the source of the nature and purpose of the investigation, and
to identify the type of information requested.
6. Information in any system may be used as a data source, for
management information, for the production of summary descriptive
statistics and analytical studies in support of the function for
which the records are collected and maintained, or for related
personnel management functions or manpower studies. Information may
also be disclosed to respond to general requests for statistical
information (without personel identification of individuals) under
the Freedom of Information Act or the Privacy Act.
7. Information in any system of records may be disclosed to a
Congressional office, in response to an inquiry from any such office,
made at the request of the individual to whom the record pertains.
8. A record from any systems of records may be disclosed as a
routine use to the National Archives and Records Administration in
records management inspections conducted under authority of 44 U.S.C.
2904 and 2906.
9. Information from records system may be disclosed to the U.S.
Ambassador or his or her designee in host countries where the Peace
Corps serves. Such release will be made only upon the written
certification by the Ambassador or designee that the information is
needed to perform an official responsibility. The purpose of this
routine use is to apprise the Ambassador of information that host
officials have, but which cannot be released to the Ambassador,
regarding Peace Corps employees, contractors, trainees and
Volunteers. On a case to case basis, such release is made to allow
Ambassador to knowledgeably respond to official inquiries and deal
with in-country situations which are within the scope of the
Ambassador's responsibility.
Location of Domestic and Overseas Offices--The Agency maintains
three Service Centers and Area Recruiting Offices in which certain
systems or parts of systems are maintained. The Service Centers,
their addresses, and the States within their jurisdictions are listed
below. In the event of any doubt as to whether a record is maintained
in a Service Center or Area Recuiting Office, a query may be directed
to the Director, Office of Administrative Services, Peace Corps,
Washington, DC 20526, who shall furnish all assistance necessary to
locate a specific record.
New York Service Center, Peace Corps, 26 Federal Plaza, Room
1605, New York, New York 10278 (States serviced: Massacusetts,
Vermont, New Hampshire, Rhode Island, Delaware, New Jersey, Georgia,
Tennessee, Mississippi, Alabama, South Carolina, Florida, District of
Columbia, Maryland, North Carolina, Kentucky, West Virginia and
Virginia).
Chicago Service Center, Peace Corps, 3rd Floor, 10 W. Jackson,
Chicago, Illinois 60604 (States serviced: New Mexico, Oklahoma,
Louisiana, Texas, Arkansas, Illiniois, Indiana, Minnesota, Wisconsin,
Kansas, Missouri, Iowa, Nebraska, Michigan and Ohio).
San Fransciso Service Center, Peace Corps, Room 533, 211 Main
Street, San Francisco, California 94105 (States serviced: California,
Nevada, Hawaii, Colorado, Montana, South Dakota, North Dakota, Utah,
Wyoming, Washington, Oregon, Idaho, Alaska and Arizona).
The Peace Corps has offices overseas and the number fluctuates
from time to time as programs are added or withdrawn. A complete list
with specific addresses will be provided upon request to the
Director, Office of Administrative Services, Peace Corp, 806
Connecticut Avenue, NW, Washington, DC 20526. Any particular country
in which Peace Corps maintains a program may be addressed by writing
to the Country Director, c/o the American Embassy in such country.
Notification--Individuals may inquire as to whether any system
contains information pertaining to them by addressing the System
Manager in writing. Such request should include the name and address
of the individual, his or her social security number, and any
relevant data concerning the information sought and, where possible,
the place of assignment or employment, etc. In case of any doubt as
to which system contains a record, interested individuals may contact
the Director, Office of Administrative Services, Peace Corps,
Washington, DC 20526, who has overall supervision of records systems
and who will provide assistance in locating and/or identifying
appropriate systems.
Access and Contest--In response to a written request by an
individual, the appropriate System Manager shall arrange for access
to the requested record or advise the requester if no such record
exists. If an individual wishes to contest the content of any record,
he/she may do so by addressing a written request to Director,
Administrative Services, Peace Corps, 806 Connecticut Avenue, NW,
Washington, DC 20526. The Director shall provide all necessary
information regarding such contest and appeal.
Alphabetical Listing of Systems of Records:
Accounts Receivable (Collection of Debts Claims Records)--PC-1
Congressional Files--PC-2
Contractors and Consultants Files--PC-3
Discrimination Complaint Files--PC-4
Employee Occupational Injury and Illness Reports--PC-5
Employee Pay and Leave Records--PC-6
Former Volunteer/Staff Resource Record--PC-18.
Information Gathering System--PC-7
Legal Files--Staff, Volunteers, and Applicants--PC-8
Office of Inspector General Investigative Files and Records--
PC-19
Payment Records; Travel Authorization Files; and Household
Storage Files--PC-9
Peace Corps Partnership Donor Records--PC-10
Personal Service Contracts Records--PC-11
Property Records--PC-12
Security Records--Peace Corps Staff/Volunteers and ACTION
Staff--PC-13
Staff Applicant and Personnel Records--PC-14
Talent Bank--PC-15
Travel Files--PC-16
Volunteer Applicant and Service Records System--PC-17
PC-1
System name: Accounts Receivable (Collection of Debts Claims
Records).
Security classification:
None.
System location:
Fiscal Services Branch, Office of Financial Management, 806
Connecticut Avenue, NW, Washington, DC 20526.
Categories of individuals covered by the system:
Any former or current Peace Corps employee, trainee/volunteer or
vendor allegedly erroneously overpaid by Peace Corps.
Categories of records in the system:
This system contains the following records: 1. Register of debts
claimed. This record consists of names and addresses of individuals
who are indebted to Peace Corps including the date of the debt, a
claim number, the amount of the debt, and the date the debt is paid
if that has occurred. 2. Claim Record Card. This record consists of
the same information in shorter form as that contained in the
Register. 3. File Folders. This record consists of the initial
billing, follow up letters for collection of debt and related
correspondence together with a copy of the check or checks paying the
debt if that has occurred.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et seq. The Budget and
Accounting Act of 1950. Federal statutes requiring and permitting the
administrative settlement of claims by agencies.
Purpose(s):
These records were established to contain information and a
record of final solutions resulting from alleged erroneous payments
by the Peace Corps.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed in the following
circumstances: To the General Accounting Office (GAO) or the
Department of Justice in cases of administrative error involving
overpayment and situations in which the agency has been unable to
collect such debt. Disclosure may also be made to the General
Accounting Office if the agency requests a waiver of repayment for
error caused by overpayment of salary in excess to 500 dollars. Also,
routine uses as stated in the above Preliminary Statement, and
disclosure to consumer reporting agencies authorized by 5 U.S.C.
552a(b)(12).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in folders in metal file cabinets with
manipulation proof combination lock.
Retrievability:
Records are indexed in alphabetical order.
Safeguards:
These records are available only to officials of Peace Corps
having a need for such records in the performance of their official
duties and for the routine uses listed above.
Retention and disposal:
These records are maintained until the settlement of a claim and
then retired to the Federal Records Center to be destroyed in accord
with General Records Schedule 6.1.2.
System manager(s) and address:
Chief, Fiscal Services Branch, Accounting Division, Peace Corps,
806 Connecticut Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information is obtained from Peace Corps employees having
knowledge of the facts.
PC-2
System name: Congressional Files.
Security classification:
None.
System location:
Office of Congressional Relations, Peace Corps, 806 Connecticut
Avenue, NW, Washington, DC 20526.
Categories of individuals covered by the system:
Members of Congress.
Categories of records in the system:
The records in this system consist of bio-data, voting records,
Peace Corps concerns of members of Congress affecting Peace Corps and
copies of incoming and outgoing correspondence between Peace Corps
personnel and members of Congress.
Authority for maintenance of the system:
Peace Corps Act, 22 U.S.C. 2501 et seq.
Purpose(s):
This system was established to keep Peace Corps officials
informed as to concerns of members of Congress that affect the Peace
Corps.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system are not subject to routine use outside the
Agency except for routine uses number 3, 6, and 8 in the preceding
Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records in this system are maintained in file folders in metal
filing cabinets locked at the close of the business day.
Retrievability:
Records in this system concerning members of committees concerned
with Peace Corps legislation are filed by Congressional committee and
within each committee alphabetically. Congressional correspondence is
filed alphabetically by last name of the member.
Safeguards:
Records in this system are generally available only to Peace
Corps personnel having a need for such information in the performance
of their official duties.
Retention and disposal:
Inactive records are held two years; retired to the Federal
Records Center for ten years; then offered to the National Archives.
Records are inactivated upon death, non-reelection or retirement.
System manager(s) and address:
Director, Office of Congressional Relations, Peace Corps, 806
Connecticut Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information in system of record is obtained from the following
category of sources: 1. The Congressional Directory, Congressional
Records, Congressional Quarterly, Periodicals and standard reference
materials. 2. Members of Congress and their staffs. 3. Peace Corps
employees. 4. Newspaper and magazine publications.
PC-3
System name: Contractors and Consultants Files.
Security classification:
None.
System location:
Africa, Inter-America and NANEAP Operations, and Office of
Training and Program Support, Peace Corps, 806 Connecticut Avenue,
NW, Washington, DC 20526.
Categories of individuals covered by the system:
Individuals who are serving, have served or could serve as
Contractors/Training Consultants for Peace Corps programs overseas.
Categories of records in the system:
These files contain correspondence, resumes, and other materials
pertaining to prospective and current personal services contractors,
training consultants, etc.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et seq.
Purpose(s):
This system was established to provide a source of information to
the International Operations Contract/Training Specialists and the
Administrative Liaison, OTAPS, regarding regional program needs.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Subject to general routine uses listed in the above Preliminary
Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Files are maintained in folders in metal file cabinets with
three-way combination locks.
Retrievability:
Records are indexed in alphabetical order. Alternatively records
may be indexed by skills categories but alphabetically within such
skills categories.
Safeguards:
Records are available only to Peace Corps staff who have a need
for such records in the performance of their duties.
Retention and disposal:
These records are reviewed annually and those which are no longer
necessary for current operations are destroyed.
System manager(s) and address:
Contract/Training Specialist, Africa, Inter-America or NANEAP
Operations, and Administrative Liaison, Office of Training and
Program Support, Peace Corps, 806 Connecticut Avenue, NW, Washington,
DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
The individual contractor or consultant to whom the record
pertains, supervisors and other Peace Corps personnel.
Systems exempted from certain provisions of the act:
These records or portions of these records may be exempted by
authority of 5 U.S.C. 552a(k)(5).
PC-4
System name: Discrimination Complaint Files.
Security classification:
None.
System location:
Office of Compliance, Peace Corps, 806 Connecticut Avenue, NW,
Washington, DC 20526.
Categories of individuals covered by the system:
Any employee, applicant for employment, Peace Corps Volunteer,
trainee, or applicant for volunteer service who has filed a complaint
of discrimination against Peace Corps.
Categories of records in the system:
The complaint, correspondence related to the complaint, copies of
personnel records, investigatory materials and affidavits, and
information as to how the complaint was resolved.
Authority for maintenance of the system:
Executive Order 11478, 29 CFR part 1613, 22 U.S.C. 2504(a), and
42 U.S.C. 5057(c).
Purpose(s):
This system was established to record actions taken on complaints
of discrimination against Peace Corps.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Contents of these records may be disclosed and used as follows:
a. To the Equal Employment Opportunity Commission or the Merit
Systems Protection Board and its Special Counsel for hearings and/or
administrative appeals on a complaint of discrimination. b. To the
Department of Justice in connection with any suits brought against
the agency for alleged discrimination. c. To the Equal Employment
Opportunity Commission for advice and counsel within its
jurisdiction. d. Other routine uses as stated in the above
Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in folders in metal file cabinets with
manipulation proof combination locks when not in immediate use.
Retrievability:
Records are indexed alphabetically.
Safeguards:
Records in the system are available only to appropriate personnel
in the Office of Compliance and other designated officials of Peace
Corps with a need of such records in the performance of their duties.
Retention and disposal:
Records are destroyed four years after the close of the case.
System manager(s) and address:
Director, Office of Compliance, Peace Corps, 806 Connecticut
Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Data in this system is obtained from the following categories of
sources: 1. Employees, Volunteers or applicants of Peace Corps
involved as complainants, witnesses, etc. in discrimination
complaints. 2. Reports of investigations and other materials prepared
by Equal Employment Opportunity Officers, counsellors and
investigators. 3. Copies of Agency documents relevant to any EO
investigation. 4. Records of hearings on complaints. 5. Records of
decision on complaints or settlements thereof.
Systems exempted from certain provisions of the act:
These records or portions of these records may be exempted by
authority of 5 U.S.C. 552a (k)(2) and (k)(5).
PC-5
System name: Employee Occupational Injury and Illness Reports.
Security classification:
None.
System location:
Maintained at Peace Corps Headquarters, the Service Centers and
Peace Corps countries.
Categories of individuals covered by the system:
Peace Corps employees who have had job-related injuries or
illness.
Categories of records in the system:
Reports of occupational injuries and illness and medical reports
with respect thereto.
Authority for maintenance of the system:
The Occupational Safety and Health Act of 1970, Executive Order
12196.
Purpose(s):
These records were established to record information and
resulting actions pertaining to employee occupational injuries and
illness.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Occupational injury and illness reports are maintained in order
to provide data, including statistical data required by the
Occupational Safety and Health Administration, Department of Labor.
Other routine uses as stated in the above preliminary statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in folders in metal file cabinets with
manipulation proof combination lock.
Retrievability:
Records are indexed in alphabetical order.
Safeguards:
Records are available only to Peace Corps employees having a need
for such records in the performance of their official duties.
Retention and disposal:
Records in this system are retained indefinitely pending issuance
of final retention schedule by the National Archives and Records
Administration.
System manager(s) and address:
Chief, Health and Benefits and Analysis Branch, Office of Medical
Services, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC
20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement in
this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information contained in the system is obtained from the
following categories of sources: Employees who have suffered a work-
related illness or injury and Peace Corps supervisory personnel.
Systems exempted from certain provisions of the act:
These records or portions of these records may be exempted by
authority of 5 U.S.C. 552a(k)(2).
PC-6
System name: Employee Pay and Leave Records.
System location: Office of Planning, Budget, and Finance, Peace
Corps, 1990 K Street, NW., Washington, DC 20526.
Categories of individuals covered by the system: Any recipient
eligible for federal disbursement from the Peace Corps.
Categories of records in the system: Personnel actions employing,
promoting and terminating employees, savings bond applications,
advices of allotments, IRS tax levels, notice of deduction for health
insurance, Combined Federal Campaign, union dues withholdings
applications, and educational allowances for children of overseas
employees and records regarding collections for overpayments and time
and attendance records.
Authority for maintenance of the system: GAO Policy and Procedures
Manual, 31 U.S.C. 3512, and, the Budget and Accounting Procedures Act
of 1950.
Purpose(s): This system was established to record moneys paid,
allotments authorized, leave earned and used, and retirement benefits
earned.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
Information from these records are routinely provided as follows:
1. To the Treasury for payroll and savings bonds and other
deduction purposes.
2. To Internal Revenue Service with regard to tax matters.
3. To participating insurance companies holding policies with
respect to Federal employees employed by Peace Corps.
4. To Federal Agency to perform payroll services for the Peace
Corps.
5. These records and information in the records may be disclosed
to any other federal agency for the purpose of effecting
administrative offset against the debtor to recoup a delinquent debt
to the US Government by the debtor.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in folders and looseleaf binders in metal
file cabinets with manipulation proof combination locks. The
individual Time and Attendance records maintained by designated
timekeepers throughout the agency are stored in a metal file cabinet
with a key lock or manipulation proof combination lock.
Retrievability:
Records are indexed in alphabetical order.
Safeguards:
Records in this system are available only to employees of Peace
Corps with a need for such records in the performance of their
official duties.
Retention and disposal:
Records in this system are maintained for three years after the
end of the fiscal year in which an employee terminates employment
with Peace Corps and then retired to the Records Center in accordance
with GAO instructions and General Records Schedule 2. The Time and
Attendance sign in/sign out sheets are maintained for six years in
the Agency Records Center and then destroyed.
System manager(s) and address:
Designated timekeepers throughout the agency and Chief, Volunteer
and Staff Payroll Services Branch, Accounting Division, 806
Connecticut Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Peace Corps employees and the individual to whom the record
pertains.
PC-7
System name: Information Gathering System.
Security classification:
None.
System location:
Office of Administrative Services, Peace Corps, 806 Connecticut
Avenue, NW, Washington, DC 20526.
Categories of individuals covered by the system:
(1) Persons serving in, having served in, or who are served by
programs initiated by Peace Corps, (2) persons working with Peace
Corps programs on a volunteer basis and (3) the general public
(nationwide for media impact studies, postservice studies, etc).
Categories of records in the system:
The system contains information necessary to provide statistical
and analytical data in connection with agency activities including
volunteer projects. The agency anticipates studies in such areas as:
Recruitment, impact of advertising campaigns or media on a given
area; public awareness of Peace Corps programs; program effect in
particular demographic areas; impact of volunteer service on
individuals after service. Individuals will be asked to complete a
form and will be informed of the particulars of a study, i.e., the
specific purpose of the study, who is conducting the study, the use
of the information they submit; who has access to information;
provisions of the Privacy Act; the authority for collection of the
data; the effect of nondisclosure; and the particular study title.
Information requested may include names and addresses,
relationships to a particular agency activity, age, race, education,
ethnic background, employment history, family size and age groups,
marital status, volunteer program interest area, effect of
advertising on the individual. Although it is impossible to foresee
all information which will be gathered for study, the agency
anticipates that such data may be collected. Subsystems of records
may be set up for relatively short periods of time during the
information gathering stage. The overall responsibility for these
subsystems comes under the Office of Administrative Services. Records
will be retained only as long as needed for the study but statistical
data may be retained after personal identifiers have been removed.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501, et seq.
Purpose(s):
This system was established to provide the Peace Corps with
statistical and analytical data in connection with agency activities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Data maintained in this system will be used to enable the agency
to carry out its authorized functions in connection with program and
project evaluation as stated in routine use number 6 in the
preliminary statement above in this notice. Initially, the
information will be furnished by the individual to the Peace Corps
staff personnel or personnel performing the study on behalf of Peace
Corps. Such records will be retained only as long as required to
complete the work.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records may be maintained in various fashions. Material
placed on computers shall be stored in disc packs with tape backup.
All records will, in any event, be maintained and filed in rooms or
cabinets with manipulation proof combination locks when not in
immediate use.
Retrievability:
Records are retrievable through name or identifying number.
Safeguards:
Records in this system will be available only to appropriate
personnel, including staff or other individuals working on Peace
Corps' behalf, having a need for such records in the performance of
their duties.
Retention and disposal:
Records in this system will be maintained only so long as
necessary to carry out the management survey or other function for
which they were collected and then will either be destroyed or the
information may be stored after removal of all personal identifiers.
System manager(s) and address:
Director, Office of Administrative Service, Peace Corps, 806
Connecticut Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information will be obtained from the individual or persons
dealing with Peace Corps programs.
PC-8
System name: Legal Files--Staff, Volunteers and Applicants.
Security classification:
None.
System location:
Office of the General Counsel, Peace Corps, 806 Connecticut
Avenue, NW, Washington, DC 20526
Categories of individuals covered by the system:
1. Applicants for employment with Peace Corps. 2. Staff employees
of Peace Corps. 3. Peace Corps Volunteers, trainees and applicants
for volunteer service.
Categories of records in the system:
Records of any legal matter affecting any present or former staff
member or Peace Corps Volunteers or any applicant for employment or
volunteer service in Peace Corps whose employment or service has
raised any legal question. Included among the kinds of records
maintained are those involving employee grievances, appeals from
adverse actions, claims by and against staff members, records
concerning litigation in which Peace Corps staff members or
Volunteers become involved as parties, legal queries from staff
members regarding themselves or their employment and answers thereto
and any other matter involving a contact between a staff member or
Volunteer and an attorney of the Office of General Counsel.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et seq.
Purpose(s):
These records are maintained under the general authority of the
Office of General Counsel to represent the Agency in connection with
its dealings with its employees and volunteers and the general
functions of the Office of General Counsel to provide advice and
counsel to the Director of the Agency and his or her staff.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
These records are not routinely disclosed outside the Agency
except in the following circumstances: 1. To the Department of
Justice in conjunction with litigation or potential litigation in
situations in which the Department may be called upon to provide
representation to the Agency. 2. In circumstances set forth in
paragraph 1, 3, 5, 7, and 8 of the general rountine uses set forth in
the Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Files are kept in separate file folders in cabinets secured by
changeable combination locks or bar locks secured by such combination
locks.
Retrievability:
Files are available only to personnel of the Office of General
Counsel which includes attorneys and confidential secretaries.
Retention and disposal:
Files are maintained for the duration of the litigation or other
matter to which they refer and retired on an annual review basis to
the Federal Records Center for 27 years at which time they are
destroyed.
System manager(s) and address:
General Counsel, Peace Corps, 806 Connecticut Avenue, NW,
Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Data is obtained from the following categories of sources: 1.
Peace Corps applicants for employment, employees, volunteers and
trainees and applicants for volunteer service. 2. Correspondence and
reports from persons and agencies dealing with the agency and its
employees. 3. Work product and research of lawyers of the office.
Systems exempted from certain provisions of the act:
These records or portions of these records may be exempted by
authority of 5 U.S.C. 552a (k)(1), (k)(2), and (k)(5).
PC-9
System name: Payment Records; Travel Authorization Files; and
Household Storage Files.
Security classification:
None.
System location:
Office of Financial Management, Fiscal Services Branch, 806
Connecticut Avenue, NW, Washington, DC 20526.
Categories of individuals covered by the system:
Any current or former Peace Corps employee, Volunteer or vender,
or person invited to travel for Peace Corps.
Categories of records in the system:
(1) The Voucher Payment Record is a single index card form
containing the following data: Invoice number or date, amount paid,
voucher and schedule number, contract or purchase order number and
type of payment (advance, partial or final). (2) The Schedule of
Payments Records consist of the invoice received, document
authorizing the action to be taken such as the travel authorization
or purchase order and the voucher making the payment as well as the
SF-1166 (Voucher and Schedule of Payments) and SF-1081 (Voucher and
Schedule of Withdrawals and Credits--used in government only), and to
which other documents are attached. (3) The Travel Authorization
records consists of copies of obligated travel authorizations, travel
vouchers, receipts, records of payments and other materials related
to official travel. (4) The staff and Volunteer Household Storage
records consists of Travel Authorization, a copy of the invoice for
payment and record of partial payment form.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et seq; The Budget and
Accounting Act of 1921; Accounting and Auditing Act of 1950; and the
Federal Claim Collection Act of 1966.
Purpose(s):
The purpose of this system is to record payments made as a result
of purchase orders, travel authorizations, or other authorization
documents.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The contents of these records may be disclosed and used as
follows: a. To appropriate officials in the Department of Treasury,
b. To the household storage vendor in the event there is a
discrepancy between the vendor and Peace Corps records, c. Subject to
routine uses listed in the above Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in filing cabinets with bar locks, key locks
or manipulation proof combination locks when not in immediate use.
Retrievability:
Records are filed alphabetically by last name or numerically by
schedule number.
Safeguards:
Records are available only to appropriate Fiscal Services Branch
personnel and other appropriate officials of Peace Corps with the
need for such records in the performance of their duties.
Retention and disposal:
Records are held for three years and retired to the Federal
Records Center in accordance with General Accounting Office
instructions and General Records Schedule 6. Staff and Volunteer
household storage records are retained for two years after
termination or retirement and retired to the Federal Records Center.
System manager(s) and address:
Chief, Fiscal Services Branch, Accounting Division, Peace Corps,
806 Connecticut Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Data is obtained from documents provided by the individual or the
vendor.
PC-10
System name: Peace Corps Partnership Donor Records.
Security classification:
None.
System location:
Peace Corps, Office of Private Sector Development, 806
Connecticut Avenue, NW, Washington, DC 20526.
Categories of individuals covered by the system:
Individuals requesting information on how to join and/or
information on current projects seeking support in the Peace Corps
Partnership Program.
Categories of records in the system:
Currently in hard copy form but will be computerized. Consists of
name, organization (if appropriate), current home/business address
and telephone number, amount of contribution, name of project
supporting and source that prompted interest in the program.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et. seq.
Purpose(s):
This system is being established to provide a continuing source
of donors to the Peace Corps Partnership Program.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in these records will be used by the Peace Corps to
inform individuals who have expressed an interest in the Partnership
Program, how to join and about new projects on a regular basis.
Information in this system is also subject to routine uses 3, 6, 7,
and 8 as listed above in the Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are currently maintained in hard copy form which are kept
in locked files when not in immediate use in a building with a 24
hour guard. When the system is placed on the computer the hard copy
will be destroyed. The computer record shall be stored on diskettes
or disc packs with tape backup in secured rooms with access limited
to those employees whose official duties require access.
Retrievability:
Records are indexed by categories such as name, city, state,
organization and special interest.
Safeguards:
Records in the system will be available only to the Peace Corps,
Office of Private Sector Development staff on a need to know basis.
Retention and disposal:
Unless removal or extension is requested by the individual the
record is maintained for ten years after voluntary entry in the file.
System manager(s) and address:
Director, Private Sector Development, Peace Corps, Room 1204, 806
Connecticut Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the above Preliminary
Statement.
Record access procedures:
See the Access and Contest paragraph in the above Preliminary
Statement.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information is supplied by individuals who have requested more
information about the Partnership Program.
PC-11
System name: Personal Service Contracts Records.
Security classification:
None.
System location:
Contracts Division, Peace Corps, 806 Connecticut Avenue, NW,
Washington, DC 20526.
Categories of individuals covered by the system:
Those persons contracted by the Headquarters Procurement Branch
to serve as personal services contractors for the Peace Corps.
Categories of records in the system:
The records maintained contain the history of employment,
including earning records of individuals hired as personal services
contractors.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et seq.
Purpose(s):
This system was established to keep a record of information used
to determine personal service contractor eligibility for employment
and pay determinations.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Subject to routine uses listed in the above Preliminary
Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Files are maintained in folders in metal file cabinets with
manipulation proof combination locks and in a locked room when not in
immediate use.
Retrievability:
Records are arranged by contract number.
Safeguards:
Records in the system are available only to appropriate personnel
in the Contracts Division and other appropriate officials of Peace
Corps with the need for such records for the performance of their
duties.
Retention and disposal:
Records in the system are maintained in the Contracts Division
for one year after the closing date of the contract then disposed of
in accordance with General Records Schedule 3.4.
System manager(s) and address:
Director, Contracts Division, Peace Corps, 806 Connecticut
Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information contained in the system is obtained from the
following categories of sources: Individual contractors, Peace Corps
Overseas Staff, and Peace Corps Washington Staff.
Systems exempted from certain provisions of the act:
These records or portions of these records may exempted by 5
U.S.C. 552a (k)(5).
PC-12
System name: Property Records.
Security classification:
None.
System location:
These records are maintained in the office of each Peace Corps
program overseas. The number of offices fluctuates from time to time
as programs are added or withdrawn. A complete list with specific
addresses will be provided upon request to the Director,
Administrative Services, Peace Corps, 806 Connecticut Avenue, NW,
Washington, DC 20526. Any particular country in which Peace Corps
maintains a program may be addressed by writing to the Country
Director, c/o the American Embassy in such country.
Categories of individuals covered by the system:
Current and former Peace Corps staff, Volunteers, and trainees
who have trained overseas.
Categories of records in the system:
This system consists of records of U.S. Government property
assigned to Peace Corps staff, Volunteers or trainees for which they
are accountable and which must be returned to the Peace Corps.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. Section 2501, et seq.
Purpose(s):
The system was established to record and account for U.S.
Government property assigned to contractors, to Peace Corps overseas
staff, Volunteers or trainees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The contents of these records may be disclosed and used as
follows: To the Department of State or any other Federal agency
having the responsibility for accounting for the disposition of
Federal property. Also, subject to general routine uses listed in the
above Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in metal file cabinets.
Retrievability:
Records are indexed in alphabetical order in each Peace Corps
post overseas.
Safeguards:
Records are available only to Peace Corps staff having a need for
such records in the performance of their official duties. For these
purposes, host country nationals employed by the U.S. Government and
working for Peace Corps are considered staff.
Retention and disposal:
Records in this system are retained at overseas posts for two
years after an employee or Volunteer leaves the country and then are
destroyed burning, shredding or such other method as is approved by
the Department of State for the disposal of such records.
System manager(s) and address:
Country Directors in each country in which Peace Corps maintains
a program.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Peace Corps overseas staff. The individual to whom the record
pertains.
PC-13
System name: Security Records--Peace Corps Staff/Volunteers and
ACTION Staff.
Security classification:
None.
System location:
Peace Corps, Personnel Security Staff Office, 806 Connecticut
Avenue, NW, Washington, DC 20526.
Categories of individuals covered by the system:
Current and former applicants for Peace Corps and ACTION staff
employment and volunteer service. Individuals considered for access
to classified information or restricted areas and/or personnel
security determinations as contractors, experts, instructors, and
consultants to Federal programs.
Categories of records in the system:
These records contain investigative information regarding an
individual's character, conduct, behavior in the community where he
or she lives; arrests and convictions for any violations of the law;
reports of interviews with former supervisors, co-workers,
associates, educators, etc.; reports about the qualifications of an
individual for a specific position; reports of inquiries to law
enforcement agencies, former employers, educational institutions
attended; and other similar information developed from the above.
Index cards are maintained on all appointees and volunteers on whom
investigations were conducted. The cards reflect personal identifying
information and investigative and clearance histories.
Authority for maintenance of the system:
22 U.S.C. 2519, Executive Order 10450, and Federal Personnel
Manual, Chapters 731, 732 and 736. In addition to the provisions
cited above, there are various acts of Congress relating to personnel
investigations authorizing the same by the Office of Personnel
Management, which responsibility can, under Civil Service regulations
and law, be delegated in whole or in part to agencies.
Purpose(s):
This system was established to keep on record that information
used to determine eligibility or suitability for employment or
volunteer service.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The contents of these records and files may be disclosed and used
as follows: a. To the Office of Personnel Management as a part of the
central OPM personnel investigation records system. b. Subject to the
general routine uses listed in the above Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Investigative record folders and index cards are maintained in
General Services Administration approved metal file cabinets with
three way combination locks in a room which is locked when not is
use.
Retrievability:
Records are indexed in alphabetical order.
Safeguards:
All officials or employees having access to such records are
required to have an appropriate security clearance. Generally these
records are available only to personnel of the security office and to
the Director of the Peace Corps and his other designees.
Retention and disposal:
Records are maintained in the security office until closed, are
held 3 years then retired to Federal Records Center. The Federal
Records Center holds 27 years and then destroys.
System manager(s) and address:
Director, Personnel Security Staff Office, Office of the
Associate Director for Management, Peace Corps, 806 Connecticut
Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice. The Peace Corps conducts security
investigations for the ACTION agency on a contract basis and
resulting records are interfiled with Peace Corps records. All
requests from the subjects of the ACTION records are referred to the
ACTION General Counsel for a determination as to access and contest.
Contesting record procedures:
Same as ``Record Access Procedures''.
Record source categories:
Information contained in this system is obtained from the
following categories of sources: a. Applications and other personnel/
security forms and information furnished by the individual. b.
Investigative material furnished by other Federal agencies. c. By
personal investigation or written inquiry from such sources as
employers, schools, references, neighbors, associates, police
departments, courts, credit bureaus, medical records, probation
officials, prison officials and other sources as may be developed.
Systems exempted from certain provisions of the act:
These records or portions of these records may be exempted by
authority of 5 U.S.C. 552a (k)(l), (k)(2), and (k)(5).
PC-14
System name: Staff Applicant and Personnel Records.
Security classification:
None.
System location:
Peace Corps, Office of Personnel Management, 806 Connecticut
Avenue NW, Washington, DC 20526.
Categories of individuals covered by the system:
Current and former employees, applicants, any individual involved
in a grievance or grievance appeal or who has filed a complaint with
the Equal Employment Opportunity Commission, Merit Systems Protection
Board, Federal Labor Relations Authority, Federal Mediation and
Conciliation Service, or other organization having jurisdiction over
any aspect of employer/employee relations, and individuals considered
for access to classified information or restricted areas and/or
security determinations as contractors, employees of contractors,
experts, instructors, consultants to Federal programs, or members of
an Advisory Committee.
Categories of records in the system:
(1) The Grievance, Appeal and Arbitration files contain copies of
petitions, complaints, charges, responses, rebuttals, evidentiary
materials, briefs, affidavits, statements, records of hearings and
decisions or findings of fact with respect thereto and incidental
correspondence regarding complaints and appeals with respect to
grievances and arbitration matters. (2) The Employees' Indebtedness
files contain records which are primarily correspondence regarding
alleged indebtedness of Peace Corps employees, including employees'
responses, the agency's response to the employee and/or creditor and
administrative correspondence and records relating to agency
assistance to the employee in resolving the indebtedness, if
appropriate. (3) The Performance Evaluation files consist of the
annual performance evaluations of employee performance prepared by
supervisors and reviewed by supervisory reviewing officials, together
with comments, if any, by the employees evaluated. (4) The
Management-Union Records system consists of automated data printouts
showing an employee's name, grade, series, title, organizational
entity and other associated data which determines his or her
inclusion or exclusion from the bargaining unit under the existing
union contract. The record also contains a printout showing the
amount of dues withheld from each employee who has authorized such
withholding, and other related data. (5) The Personnel Management
Information system is a computer-based record which includes data
relating to tenure, benefits eligibility, whether former volunteer,
end of tour dates, awards, etc., and other data needed by Personnel
and agency managers which used for management purposes. (6) The
Inactive Service Record Card contains a record of personnel actions
made during employment, forwarding address, reason for leaving,
social security number, date of birth, tenure information and
disposition of the official personnel folder.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et seq., provisions of Title
5, U.S.C., Title 5, Code of Federal Regulations, the Federal
Personnel Manual, the Foreign Affairs Manual, Executive Order 11491
and other Executive Orders concerning management relations with
employment organizations and various acts of Congress relating to
personnel and security investigations.
Purpose(s):
This system was established to keep on record that information
used to determine eligibility or suitability for employment; for
payment of salary and other benefits; to effect personnel actions; to
resolve complaints or grievances, and to provide essential
employment-related information about employees to the Government.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Grievance, Appeal and Arbitration Records and Files--in
addition to the general routine uses may be disclosed and used (a) To
the Office of Personnel Management; the Merit Systems Protection
Board and the Office of Special Counsel, MSPB, on request in
conjunction with any appeal or in conjunction with its official
duties with regard to personnel matters and investigation regarding
complaints of Federal employees and applicants; (b) To designated
hearing examiners, arbitrators and third-party appellate authorities
involved in hearing or appeal procedures. (2) Employees' Indebtedness
Records and files may be released under general routine uses 1 and 2
listed in the preliminary statement in this notice. Under routine use
number 1 records may be released only to an appropriate Federal
agency and the records may also be referred to a court of law and
before an administrative board hearing matters related to probation
and parole. (3) Performance Evaluation files--in addition to the
general routine uses may be disclosed to the Office of Personnel
Management in connection with any request for information or inquiry
as to Federal personnel regulations. (4) Management Union Records--in
addition to the general routine uses may be disclosed and used for
the following: (a) To the Peace Corps employees union for maintenance
of its records with respect to dues and inclusion in the bargaining
unit, (b) to the Treasury Department of preparation of payroll checks
with appropriate withholding of dues, (c) to the OPM for union
related reporting in the area of management/labor relations. (5)
Personnel Management Information System in addition to the general
routine use is used by agency officials for day to day work
processing; statistical reports without personal identifiers; and for
in-house reports relating to management. Information contained in
this record is reflected in the individual's official personnel
folder. (6) Inactive Service Record Card File--is used by personnel
staff to verify service and for day to day work information. Unless
specifically limited, information contained in these files is subject
to the general routine uses listed in the above Preliminary
Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders, magnetic tape, lists or
looseleaf binders and are stored in metal file cabinets with a three-
way combination lock and/or secured rooms with access limited to
those employees whose official duties require access.
Retrievability:
Records are indexed by name or social security number or employee
number.
Safeguards:
Records are available only to Peace Corps employees having a need
for such records in the performance of their duties.
Retention and disposal:
The Grievances and Appeals Files are destroyed three years after
the case is closed. Adverse Action files are destroyed four years
after the case is closed. Employee Indebtedness records are destroyed
when six months old. Performance Evaluation records are destroyed one
year after employee completes one year of acceptable performance from
the date of written advance notice of proposed removal or reduction
in grade notice; acceptable performance ratings are destroyed upon
supersession. The Personnel Management Information system computer
based inactive records are purged one year from the date of
resignation, separation and termination of employees from Peace Corps
rolls. The Inactive Employee Service Records are reviewed annually
for the removal and destruction of records with resignation,
separation and termination dates that are six or more years old. The
Management Union lists are retained until superseded by a corrected
or updated list.
System manager(s) and address:
The Director of Personnel has overall responsibility for the
official records covered by this system. Inquiries regarding records
in these systems may be addressed to the Director of Personnel, or to
the Privacy Act Officer, Office of Administrative Services, Peace
Corps, 806 Connecticut Avenue, NW, Washington, DC 20526.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information is obtained from the individual, the official
personnel folder, statistical and other information developed by the
Office of Personnel Management staff such as end of tour dates,
arrival at post dates, and within class increase due dates, etc.;
agency supervisors and reviewing officials, individual employee
fiscal and payroll records; alleged creditors of employees; witnesses
to any occurrences giving rise to a grievance, appeal or other
action; hearing records and affidavits and other documents used or
usable in connection with grievance, appeal, and arbitration
hearings.
Systems exempted from certain provisions of the act:
These records or portions of these records may be exempted by
authority of 5 U.S.C. 552a(k)(5).
PC-15
System name: Talent Bank.
Security classification:
None.
System location:
Office of Personnel Management and the Office of Executive Talent
Search and at agencywide manager's desks.
Categories of individuals covered by the system:
Applicants for staff employment with Peace Corps.
Categories of records in the system:
These files contain copies of applications for employment (SF-
171), resumes submitted by applicants, and other background
information regarding qualifications of the applicant for staff
positions in Peace Corps.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et seq.
Purpose(s):
The purpose of this system is to provide a supply of qualified
applicants for Country Director and senior level positions with the
Peace Corps. This system also includes applications solicited or
received by agency managers for unique or hard to fill positions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The contents of these records and files may be disclosed and used
as follows: a. To the Office of Personnel Management with regard to
any question of eligibility, suitability or qualifications of an
applicant for employment. b. To any source from which information is
requested in the course of an inquiry as to the qualifications of an
applicant, to the extent necessary to identify the individual, inform
the source of the nature and purpose of the inquiry, and to identify
the type of information requested. c. To the Executive Office of the
President for candidates for Country Director and policy making
positions. d. To United States Ambassadors in Peace Corps countries
for Country Director appointees. e. Subject to routine uses listed in
the above Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Files are maintained in folders in metal file cabinets with
three-way combination locks, or in a locked room or area during
nonworking hours.
Retrievability:
Records are indexed in alphabetical order.
Safeguards:
Records are generally available only to Peace Corps employees
with the need for such records in the performance of their duties.
Retention and disposal:
Records filed in the Office of Personnel Management and the
Office of Executive Talent Search banks are destroyed when
applications are two years old. Applications which result in
appointments are filed in the Official Personnel Folder and when the
employee leaves the agency are retired to the Federal Records Center
in St. Louis, or forwarded to the next Federal employing office.
Applications filed at agency manager levels are held no longer than
one year.
System manager(s) and address:
The Director, Office of Personnel Management and the Director,
Office of Executive Talent Search, Peace Corps, 806 Connecticut
Avenue, NW, Washington, DC 20526; agency managers located at Peace
Corps headquarters and field offices.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this Notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information contained in the system is obtained from the
individual and from oral or written inquiries from sources disclosed
by the applicant such as: Employers, schools, references, etc.
Systems exempted from certain provisions of the act:
These records or portions of these records may be exempted by
authority of 5 U.S.C. 552a(k)(5).
PC-16
System name: Travel Files.
Security classification:
None.
System location:
Peace Corps Washington, D.C. and domestic and overseas field
offices. Addresses are listed in the Preliminary Statement at the
beginning of this notice.
Categories of individuals covered by the system:
Any Peace Corps employee, expert, consultant, applicant/trainee/
volunteer, contractor or other individual engaged in authorized
official travel for the Peace Corps.
Categories of records in the system:
Travel authorizations, vouchers; itinerary; Government Bills of
Lading; packing letter and passport numbers which are included for
overseas travel; diplomatic, official and no-fee passports for staff,
trainees and volunteers; completed visa applications (filed
temporarily for Peace Corps Trainees), and other travel related
material.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et. seq. The Budget and
Accounting Act of 1921; The Accounting and Auditing Act of 1950; The
Federal Claim Collection Act of 1966.
Purpose(s):
This system is maintained to provide a record to account for and
issue payments as a result of authorized official Peace Corps travel
and for audit purposes for the accountability of the expenditure of
Federal funds.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Subject to routine uses listed in the above Preliminary
Statement.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in metal filing cabinets with manipulation
proof combination locks or key locked filing cabinets or in a locked
room after business hours.
Retrievability:
Records are arranged alphabetically by name in accord with
categories i.e., staff travel file, Peace Corps applicant/trainee/
volunteer travel file, and consultant, expert, and invitational
travel files. Some records are filed by country.
Safeguards:
Records are available only to headquarters Travel Branch staff,
field administrative staff and other appropriate officials of the
Peace Corps with a need for such records for the performance of their
duties.
Retention and disposal:
Records in the system are maintained for one year after the
individual leaves the agency.
System manager(s) and address:
Chief, Travel Branch, Office of Administrative Services, 806
Connecticut Avenue, NW, Washington, DC 20526, and the Administrative
Officers in the Peace Corps' domestic and overseas field offices. The
addresses for the three Service Centers, area recruiting offices and
overseas posts change from time to time and may be obtained by
contacting the Director, Office of Administrative Services, Peace
Corps.
Notification procedure:
See the Notification paragraph in the above Preliminary
Statement.
Record access procedures:
See the Access and Contest paragraph in the above Preliminary
Statement.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information is furnished by the individual traveller, supervisors
or other Peace Corps staff.
PC-17
System name: Volunteer Applicant and Service Records System.
Security classification:
None.
System location:
This system is made up of subsystems which are located agencywide
in Peace Corps offices. These locations are (a) Headquarters, (b)
three Service Center offices and area and sub-area Recruitment
offices, and (c) each Peace Corps overseas program office. The number
of Peace Corps overseas offices fluctuates as programs are added or
withdrawn. Specific addresses will be provided upon request to the
Director of Administrative Services. Any particular country in which
Peace Corps maintains a program may be addressed by writing to the
Country Director, Peace Corps, c/o The American Embassy in the
country.
Categories of individuals covered by the system:
Current and former Peace Corps volunteers, trainees and
applicants for volunteer service including Peace Corps United Nations
Volunteers. A record may exist in a subsystem depending on whether a
record was established as part of the application, selection,
placement, and service process.
Categories of records in the system:
This major system covers a number of temporary and permanent
records established during the applicant, selection, placement,
training and service stages. Most information maintained in this
system is furnished by the individual. Generally, the individual is
aware of any necessary investigations being conducted and is either
counseled or authorizes such investigations. As the record progresses
through the subsystems, generally, the following folders may be
established: PCV Applicant File; Medical File; and Trainee/Volunteer
Service File. If certain situations warrant, a Special Services file
may be established. These records are explained in detail in the
following paragraphs. At the processing and program support desk
levels temporary day to day sets of records may be used or set up to
meet the needs of work processes. This information is usually
extracted from the official record or is a duplicate of information
contained in the official record and is utilized only as long as
needed for a particular decision, project or period of service. Upon
completion of the use of such records they are destroyed or, in the
case of a permanent document or record, are forwarded to the Peace
Corps Records Center for retirement.
(1) Volunteer Applicant Folder and Computer Based Record: This
record contains forms related to the applicant process such as the
application, references, overseas suitability assessments, invitation
to training, trainee enrollment forms correspondence relating to the
application, copies of other application documents, such as a Peace
Corp background investigation form, evaluator-recruiter interview
forms. Information is extracted from the official record hard copy to
create a computer record which is used to track progress, issue
labels for correspondence to the applicant and account for the
establishment, retirement and ultimate destruction of the individual
record. Statistical information, without personal identifiers, is
used from the computer record.
(2) Trainee and Volunteer Service Pay Folder and Computer based
record: This record contains correspondence, forms related to pay
allowances, travel and service such as, the Oath, designation of
beneficiary, address, social security number, duty station, next of
kin, trainee registration form, service and termination documents.
Information is coded from hard copy documents to create a computer
record for pay and verification of service purposes.
(3) Medical Folder: The medical record contains medical
examination forms and fitness for duty reports, medical claims,
correspondence and cables, medical histories, payment records, record
of the consulting physician, treatment, hospitalization and
disposition of the case, and history of psychiatric or psychological
treatment.
(4) Special Services Folder: This record contains information
pertaining to any unusual or extraordinary action or circumstances
happening during service or causing the termination of the volunteer
or trainee. These records contain details of reenrollments,
reinstatements, death or termination. Details include name, country
of assignment, program number, dates of the action, and supportive
documentation. Supportive documentation would include termination
reports, staff recommendations, cables, financial information, travel
arrangements and medical clearance. Death cases may also include an
autopsy report, documentation of account of the death, designation of
beneficiary, policy report, death certificate, correspondence related
to final arrangements, money payments and other financial matters.
(5) Overseas Post Service and Medical Records: Contain
correspondence and forms relating to in country service such as
records of all payments or accrued credit to volunteers and trainees,
advances or other items due to the government from volunteers or
trainees, monthly living allowances, leave allowances, settling in
allowances, property assignments. The medical record is maintained at
post by the Peace Corps Health Official. It contains the entrance
physical and dental examination records and record of treatment
received while in Peace Corps.
(6) United Nations Volunteer Records: These records contain
applications, correspondence related to the applicant/placement
process, other records connected with the application, training and
placement of persons wishing to serve or serving as United Nations
Volunteers. For short periods of time references furnished by the
applicant in support of the UNV application are kept in the UNV
folder until the PC Applicant folder is received from the Office of
Placement by Multilateral Programs. Then the UNV references, along
with the UNV application, are forwarded to Geneva/UNV. Medical
history forms for UNV applicants are forwarded by the examining
facility to Peace Corps Office of Medical Services, who, after
medical clearance by Peace Corps, forward them to the Medical Office,
Geneva/UNV At the end of service or inactivation of the record the
UNV record is forwarded to the Peace Corps Record Center for
combining and retirement as regular Peace Corps volunteer records.
Authority for maintenance of the system:
The Peace Corps Act, 22 U.S.C. 2501 et seq., and The Budget and
Accounting Act of 1950.
Purpose(s):
This system was established to maintain records of individuals
who apply for Peace Corps Volunteer service and to record resulting
actions taken on the applications and service.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The contents of these records may be disclosed and used as
follows:
(a) As stated in our general routine uses unless specifically
exempted under this heading.
(b) To Peace Corps Volunteer host country officials to obtain
visas, inform of pending arrival of the trainee/volunteer and for
review of their qualifications for a program.
(c) To the trainee/volunteer's family or next of kin so that he
or she may be located in case of emergency.
(d) To the Social Security Administration for crediting of social
security accounts and reports withholdings.
(e) To the Internal Revenue Service to report on taxes paid and
for income purposes.
(f) To Federal agencies having a need to verify volunteer
eligibility for Federal employment under provision of Executive Order
11103.
(g) To the Treasury Department for purposes of issuing payroll
checks, readjustment allowance checks or to report overpayments.
(h) To appropriate overseas U.S. Government agencies for monthly
payroll preparation.
(i) To verify active or former volunteer service.
(j) Regarding the United Nations Volunteers records: In addition
to our general routine uses the contents of these records may be
disclosed and used as follows: 1. To designated officers and
employers of the United Nations having a responsibility for the
selection and placement of U.N. Volunteers. 2. To officials of a
proposed host country desiring the assignment or placement of U.N.
Volunteers.
(k) Regarding medical records: Notwithstanding subsections (a)
through (j), in addition to our general routine uses the medical
records may be disclosed or used only as follows: 1. To the Office of
Workers' Compensation Programs, U.S. Department of Labor in
connection with claims under the Federal Employee's Compensation Act.
2. To a physician or other medical personnel treating or involved in
the medical treatment and/or care of an applicant, trainee or
volunteer and having a need for such records for the provision of the
medical treatment or care. In situations where it is practicable, the
individual's consent will be obtained before releasing such
information. 3. To psychiatrists or clinical psychologists when
necessary for treatment. To the extent practicable disclosure will
not be made without approval of the individual. 4. In death cases to
notify designated life and/or personal property insurance companies
to obtain payment of insurance benefits; to notify the Office of the
Vice President for the preparation of condolence letters; to the
family and next of kin; and Department of State.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in folders, log books, cards, magnetic
tape or disc packs with tape backup and are filed in metal filing
cabinets with manipulation proof combination lock or in a room with a
combination lock in the door, or in a locked room when not in use.
Retrievability:
The majority of the subsystem records are retrievable
alphabetically by the last name. A few are retrievable by the social
security number; by subject headings but access may be gained by
reference to an alphabetical name index; or by alphabetical order by
country of assignment.
Safeguards:
Records are generally available only to Peace Corps employees
with specifically assigned duties which require working with the
records on a day to day basis. They are available to other Peace
Corps employees having the need for such records in the performance
of their official duties. Personnel screening is employed to prevent
unauthorized disclosure. Officials or employees having access to the
security investigation records are required to have an appropriate
security clearance.
Retention and disposal:
Most volunteer records are kept no longer than seven years. The
Volunteer Personnel and Payroll Computer Record and the Volunteer
Description of Service records are kept permanently. Medical records
are destroyed as follows: (1) Records of rejected applicants are
destroyed after 18 months; (2) records of trainees who do not become
volunteers and records of individuals who enroll as volunteers are
destroyed 25 years from the completion of service or termination
date. Applicant records are destroyed as follows: (1) Immediately
rejected applicant records are destroyed in six months; (2) records
of applicants rejected before reporting to training are destroyed in
one year; and (3) records of individuals who report to training are
destroyed seven years from the completion of service or termination
date.
System manager(s) and address:
As the record flows from one stage to another, or if a record is
established for a specific purpose, the system manager is the agency
official responsible for that particular function. If an individual
is in doubt as to whom to contact, he or she should contact the
Director, Office of Administrative Services. The system managers are:
1. The three Peace Corps Service Center Managers located at the
New York Service Center; Chicago Service Center; and the San
Francisco Service Center.
2. The following system managers are located at 806 Connecticut
Avenue, NW, Washington, DC 20526:
Chief, Office of Placement
Chief, Health Benefits and Analysis Division
Chief, Medical Operations Division
Chief, Volunteer and Staff Payroll Services Branch
Director, Management Information and Assessment Division
Supervisor, Peace Corps Applicant Records Center, Office of
Placement
Director, Office of Special Services
Coordinator, Multilateral Programs Section
Peace Corps Country Desk Officers
3. The following system managers can be contacted at the overseas
post of assignment:
Peace Corps Country Directors Overseas
Peace Corps Medical Officers Overseas.
Notification procedure:
See the Notification paragraph in the Preliminary Statement above
in this notice.
Record access procedures:
See the Access and Contest paragraph in the Preliminary Statement
above in this notice.
Contesting record procedures:
Same as ``Record Access Procedures.''
Record source categories:
Information is obtained from the individual; sources whom the
individual has named; Peace Corps employees and other volunteer/
trainees; medical personnel who have treated an applicant/trainee/
volunteer or reviewed their medical records; medical contractors;
U.S. Government investigative agencies, including the Office of
Personnel Management; The Merit Systems Protection Board and its
Special Counsel; the Federal Labor Relations Authority; local law
enforcement officials; Peace Corps Host Country Nationals; Peace
Corps Country American Embassy and Consulates, United Nations Staff;
and job supervisors.
Systems exempted from certain provisions of the act:
These records or portions of these records may be exempted by
authority of 5 U.S.C. 552a (k)(5).
PC-18
System name: Former Volunteer/Staff Resource Record.
Security classification:
None.
System location:
Peace Corps, Office of Volunteer Recruitment and Selection, 806
Connecticut Avenue NW, Washington, DC 20526.
Categories of individuals covered by the system:
All former staff and volunteers.
Categories of records in the system:
Individual former staff and former volunteer files containing the
following information about the particular individual: Name; current
address; current phone number; social security number; date of birth;
next of kin name and address; pre-service, service, and post-service
education; employment and training experience; trade skills; language
skills; educational level; teaching experience; current interest in
voluntary service; type of volunteer/staff duty assignment; and
location of assignment.
Authority for maintenance of the system:
The Peace Corps Act, as amended (22 U.S.C. 2501, et seq.).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in this file will be used by the Peace Corps agency
to involve former staff and volunteers with policy formation, program
evaluation, recruitment, foreign and domestic disaster relief, and to
keep up-to-date addresses for mailing publications and public affairs
releases.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Files are maintained on magnetic discs and tapes which are stored
in a locked room when not in immediate use in a building with a 24-
hour guard.
Retrievability:
Records are indexed by categories such as skills, social security
number, and alphabetical order.
Safeguards:
Records in the system are available only to appropriate officials
of the Peace Corps with the need for access to such records for the
performance of their duties.
Retention and disposal:
Records are begun following the end of staff and/or volunteer
services and retained for the ``life'' of the volunteer/staffer.
These records have no present destruction date and are now expected
to be destroyed 50 years after establishment.
System manager(s) and address:
Coordinator, Former Volunteer List Program, Peace Corps, 806
Connecticut Avenue, NW, Washington, DC 20526.
Notification procedure:
Individuals wishing to see information in their records, inquire
if the system of records contains information about them, or contest/
correct information, should provide their name, any former name, date
of birth, social security number, dates of service, if known,
location of service and type of service (whether volunteer or staff).
Individuals should address their inquiries to the Director, Office of
Administrative Services, Peace Corps, Washington, DC 20526. All
inquiries should have ``Privacy Act Request'' noted on the envelope.
Record source categories:
Information supplied by former staff and former volunteers.
PC-19
System name: Office of Inspector General Investigative Files and
Records.
Security classification:
None.
System location:
Office of Inspector General, Peace Corps, 1990 K Street, NW, Room
5300, Washington, DC 20526.
Categories of individuals covered by the system:
(A) Subjects of investigations or complaints, including (but not
necessarily limited to) current and former PC employees (including
foreign service nationals), trainees, and Volunteers; current and
former experts, consultants, contractors and their employees; other
parties doing business with the PC; and other individuals whose acts
or omissions relate to alleged violations of any law or regulation
which affects the integrity of operations or facilities of the PC.
(B) Witnesses, complainants, confidential or nonconfidential
informants, suspects, or parties who have been identified by the OIG
or by other agencies, and members of the general public as within the
authorized functions of the Inspector General.
Categories of records in the system:
Correspondence related to investigations: Letters, memoranda and
other documents describing or related to complaints of alleged
criminal or administrative misconduct; information provided by
subjects, witnesses, and governmental investigatory or law
enforcement organizations; reports of investigation, including
related affidavits, statements from witnesses, memoranda of
interviews, transcripts of testimony taken in the investigation and
accompanying exhibits; documents and records or copies obtained
during the investigation; working pages of the staff, investigators'
notes, and other documents and records relating to the investigation;
information about criminal, civil, or administrative referrals; and
opening reports, progress reports, and closing reports with
recommendations for corrective action.
Authority for maintenance of the system:
The Inspector General Act of 1978, as amended (5 U.S.C. App. 3)
and 5 U.S.C. 301.
Purpose(s):
Pursuant to the Inspector General Act of 1978, as amended, the
system is maintained for the purposes of (1) Conducting and
documenting investigations by the OIG or other investigative agencies
regarding PC programs and operations, both domestic and foreign, and
reporting the results of investigations to other Federal agencies,
other public authorities or professional organizations which have the
authority to bring criminal or civil prosecutions, to take
administrative actions, or to impose other disciplinary sanctions;
(2) documenting the outcome of OIG investigations; (3) maintaining a
record of the activities which were the subject of investigations;
(4) reporting investigative findings to other PC offices for their
use in operating and evaluating their programs or operations, and in
the imposition of civil or administrative sanctions; (5) coordinating
relationships with other Federal, State and local governmental
agencies, and nongovernmental entities in matters relating to the
statutory responsibilities of the OIG; and (6) acting as a repository
and source for information necessary to fulfill the reporting
requirements of the Inspector General Act.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. A record in the system of records may be disclosed, as a
routine use, to other agencies, offices, establishments, and
authorities, whether federal, state, local, foreign, or self-
regulatory (including, but not limited to, organizations such as
professional associations or licensing boards), authorized or with
the responsibility to investigate, litigate, prosecute, enforce, or
implement a statute, rule, regulation, or order, where the record or
information, by itself or in combination with other records or
information:
(a) Indicates a violation or potential violation of law, whether
criminal, civil, administrative, or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule, or order issued pursuant thereto, or
(b) Indicates a violation or potential violation of a
professional, licensing, or similar regulation, rule or order, or
otherwise reflects on the qualifications or fitness of an individual
who is licensed or seeking to be licensed.
2. A record from the system of records may be disclosed, as a
routine use, to any source, private or governmental, to the extent
necessary to secure from such source information relevant to, and
sought in furtherance of, a legitimate OIG investigation, inspection
or audit.
3. A record from the system of records may be disclosed, as a
routine use, to a Federal, State, local or foreign agency maintaining
civil, criminal or other relevant enforcement information, or other
pertinent records, if necessary to obtain information relevant to a
PC decision concerning the assignment, hiring or retention of an
individual, the issuance of a security clearance, or the letting of a
contract.
4. A record from the system of records may be disclosed, as a
routine use, to other agencies, offices or establishments of the
executive, legislative, or judicial branches of the federal or state
government:
(a) Where such agency, office, or establishment has an interest
in the individual for employment purposes, including a security
clearance or determination as to access to classified information,
and needs to evaluate the individual's qualifications, suitability,
or loyalty to the United States Government or
(b) Where an agency, office or establishment conducts an
investigation of the individual for purposes of granting a security
clearance, or making a determination of qualifications, suitability,
or loyalty to the United States Government or access to classified
information or restricted areas, or
(c) Where the records or information in those records are
relevant and necessary to a decision with regard to the hiring or
retention of an employee or disciplinary or other administrative
action concerning the employee, or
(d) Where disclosure is requested in connection with the award of
a contract or other determination relating to a government
procurement, or the issuance of a license, grant or other benefit by
the requesting agency, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the record is
relevant and necessary to the requesting agency's decision on the
matter, including but not limited to, disclosure to any Federal
agency responsible for considering suspension or debarment action
where such record would be germane to a determination of the
propriety or necessity of such action, or disclosure to the United
States General Accounting Office, the General Services Administration
Board of Contract Appeals, or any other Federal contract board of
appeals in cases relating to an agency procurement.
5. A record from the system of records may be disclosed, as a
routine use, to the Department of Justice to the extent necessary for
obtaining its advise on any matter relevant to an OIG investigation,
audit, inspection, or other inquiry related to the responsibilities
of the OIG, including advice concerning the accessibility of a record
or information under the Privacy Act or Freedom of Information Act.
6. A record from the system of records may be disclosed, as a
routine use, to a Congressional Office as described in General
Routine Use number 7.
7. A record from the system of records may be disclosed, as a
routine use, to the Office of Special Counsel where relevant and
necessary to carry out its functions and relevant and necessary to
carry out OIG operations to detect and prevent fraud, waste, and
abuse.
8. In the event of litigation, a record from the system of
records may be disclosed, as a routine use, to the Department of
Justice, other counsel or representative for the PC, a court,
adjudicative body (including but not limited to the Merit Systems
Protection Board and Equal Employment Opportunity Commission),
individual or entity designated by the OIG or PC to resolve disputes,
and/or a potential witness where disclosure is relevant and necessary
to the litigation and is compatible with the purpose for which the
records were collected. Such a disclosure may be made in the event
that one of the parties listed below is involved in the litigation,
or has an interest in such litigation: (i) PC, or any component of
the Agency; (ii) Any employee of PC in his or her official capacity;
(iii) Any employee of PC in his or her individual capacity where the
Department of Justice has agreed to represent the employee; or (iv)
the United States, where PC determines that the litigation is likely
to affect the Agency or any of its components.
9. A record from the system of records may be disclosed, as a
routine use, to the Office of Management and Budget for the purpose
of obtaining its advice regarding agency obligations under the
Privacy Act, or in connection with the review of private relief
legislation.
10. A record from the system of records may be disclosed, as a
routine use, to debt collection contractors for the purpose of
collecting delinquent debts as authorized by the Debt Collection Act
of 1982, 31 U.S.C. 3718.
11. A record from the system of records may be disclosed, as a
routine use, to independent auditors or other private firms with
which the OIG has contracted to carry out an independent audit or
investigation, or to analyze, collage, aggregate or otherwise refine
data collection in the system of records, subject to the requirement
that such contractors shall maintain Privacy Act safeguards with
respect to such records.
12. A record from the system of records may be disclosed, as a
routine use, to the U.S. Ambassador or his or her designee in host
countries where the Peace Corps serves as described in General
Routine Use number 9.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The files consist of paper records maintained in folders and an
automated data base maintained on computer diskettes. The folders and
diskettes are stored in locked metal file cabinets. The file cabinets
are located in secured offices in the Office of the Inspector
General.
Retrievability:
The records are retrieved by the name of the subject of the
investigation. The records are retrieved by manual or computer search
of alphabetical indices or cross-indices. Indices list names and
known addresses of individuals, companies, and organizations.
Safeguards:
The records are available only to those persons whose official
duties require such access. The records are kept in limited access
areas during duty hours and in locked file cabinets in locked offices
at all other times.
Retention and disposal:
Files containing information or allegations, which are of an
investigative nature but do not relate to a specific investigation,
are retained for a period of 5 years and then destroyed. All other
investigative files are placed in inactive files when the case is
closed. Closed case files are retained for 10 years and then
destroyed, unless the record is deemed to have historical
significance.
System manager(s) and address:
Inspector General, Office of Inspector General, Peace Corps, 1990
K Street, NW, Room 5300, Washington, DC 20526.
Notification procedures:
Individuals seeking to determine whether this system of records
contains information pertaining to themselves should write to the
System Manager at the above address, furnishing his or her name,
address, and social security number.
Record access procedures:
See Notification Procedures above.
Contesting record procedures:
See Notification Procedures above.
Record source categories:
Peace Corps and other Federal, State and local government
records; interviews of witnesses; documents and other material
furnished by nongovernmental sources. Sources may include
confidential sources
System exempted from certain provisions of the act:
Pursuant to, and limited by, 5 U.S.C. 552a(j)(2), this system of
records is exempt from all the provisions of 5 U.S.C. 552a, except
subsections (b), (c)(1) and (2), (e)(4)(A) through(F), (e)(6), (7),
(9), (10), and (11), and (i), insofar as the system contains
information pertaining to criminal law enforcement investigations.
This system of records is also exempt from the provisions of 22 CFR
308.11 through 308.17 to the extent that the provisions of these
sections conflict with this paragraph.
Pursuant to, and limited by, 5 U.S.C. 552a(k)(2), this system of
records is exempt from the provisions of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H), and (I), and (f) insofar as it contains
investigatory materials compiled for law enforcement purposes. This
system of records is also exempt from the provisions 22 CFR 308.11
through 308.17 to the extent that the provisions of these section
conflict with this paragraph.
PEACE CORPS
PEACE CORPS
22 CFR PART 308--IMPLEMENTATION OF THE PRIVACY ACT OF 1974
Sec.
308.1 Purpose.
308.2 Policy.
308.3 Definitions.
308.4 Disclosure of Records.
308.5 New uses of information.
308.6 Reports regarding changes in systems.
308.7 Use of social security account number in records system
[Reserved].
308.8 Rules of conduct.
308.9 Records systems--management and control.
308.10 Security of records systems--manual and automated.
308.11 Accounting for disclosure of records.
308.12 Contents of records systems.
308.13 Access to records.
308.14 Specific exemptions.
308.15 Identification of requesters.
308.16 Amendment of records and appeals with respect thereto.
308.17 Denial of access and appeals with respect thereto.
308.18 Fees.
Authority: 5 U.S.C. 552a.
Source: 50 FR 1844, Jan. 14, 1985.
Sec. 308.1 Purpose.
The purpose of this part is to set forth the basic policies of the
Peace Corps governing the maintenance of systems of records containing
personal information as defined in the Privacy Act of 1974 (5 U.S.C.
552a). Records included in this part are those described in the
aforesaid Act and maintained by the Peace Corps and/or any component
thereof.
Sec. 308.2 Policy.
It is the policy of the Peace Corps to protect, preserve and defend
the right of privacy of any individual as to whom the agency maintains
personal information in any records system and to provide appropriate
and complete access to such records including adequate opportunity to
correct any errors in said records. It is further the policy of the
agency to maintain its records in such a fashion that the information
contained therein is and remains material and relevant to the purposes
for which it is collected in order to maintain its records with fairness
to the individuals who are the subject of such records.
Sec. 308.3 Definitions.
(a) ``Record'' means any document, collection, or grouping of
information about an individual maintained by the agency, including but
not limited to information regarding education, financial transactions,
medical history, criminal or employment history, or any other personal
information which contains the name or personal identification number,
symbol, photograph, or other identifying particular assigned to such
individual, such as a finger or voiceprint.
(b) ``System of Records'' means a group of any records under the
control of the agency from which information is retrieved by use of the
name of an individual or by some identifying number, symbol, or other
identifying particular assigned to the individual.
(c) ``Routine Use'' means, with respect to the disclosure of a record,
the use of such record for a purpose which is compatible with the
purpose for which it was collected.
(d) The term ``agency'' means the Peace Corps or any component
thereof.
(e) The term ``individual'' means any citizen of the United States or
an alien lawfully admitted to permanent residence.
(f) The term ``maintain'' includes the maintenance, collection, use or
dissemination of any record.
(g) The term ``Act'' means the Privacy Act of 1974 (5 U.S.C. 552a) as
amended from time to time.
Sec. 308.4 Disclosure of records.
The agency will not disclose any personal information from systems of
records it maintains to any individual other than the individual to whom
the record pertains, or to another agency, without the express written
consent of the individual to whom the record pertains, or his or her
agent or attorney, except in the following instances:
(a) To officers or employees of the Peace Corps having a need for such
record in the official performance of their duties.
(b) When required under the provisions of the Freedom of Information
Act (5 U.S.C. 552).
(c) For routine uses as published in the Federal Register.
(d) To the Bureau of the Census for uses pursuant to Title 13.
(e) To an individual or agency having a proper need for such record
for statistical research provided that such record is transmitted in a
form which is not individually identifiable and that an appropriate
written statement is obtained from the person to whom the record is
transmitted stating the purpose for the request and a certification
under oath that the records will be used only for statistical purposes.
(f) To the National Archives of the United States as a record of
historical value under rules and regulations of the Archives or to the
Administrator of General Services or his designee to determine if it has
such value.
(g) To an agency or instrumentality of any governmental jurisdiction
within the control of the United States for civil or criminal law
enforcement activities, if the activity is authorized by law, and the
head of any such agency or instrumentality has made a written request
for such records specifying the particular portion desired and the law
enforcement activity for which the record is sought. Such a record may
also be disclosed by the agency to the law enforcement agency on its own
initiative in situations in which criminal conduct is suspected:
Provided, That such disclosure has been established as a routine use or
in situations in which the misconduct is directly related to the purpose
for which the record is maintained.
(h) In emergency situations upon a showing of compelling circumstances
affecting the health or safety of any individual provided that after
such disclosure, notification of such disclosure must be promptly sent
to the last known address of the individual to whom the record pertains.
(i) To either House of Congress or to a subcommittee or committee
(joint or of either house) to the extent the subject matter falls within
their jurisdiction.
(j) To the Comptroller General, or any of his authorized
representatives, in the course of the performance of the duties of the
General Accounting Office.
(k) Pursuant to an order by the presiding judge of a court of
competent jurisdiction. If any record is disclosed under such compulsory
legal process and subsequently made public by the court which issued it,
the agency must make a reasonable effort to notify the individual to
whom the record pertains of such disclosure.
(l) To consumer reporting agencies as defined in 31 U.S.C. 3701(a)(3)
in accordance with 31 U.S.C. 3711, and under contracts for collection
services as authorized in 31 U.S.C. 3718.
Sec. 308.5 New uses of information.
The agency shall publish in the Federal Register a notice of its
intention to establish a new or revised routine use of any system of
records maintained by it with an opportunity for public comments on such
use. Such notice shall contain the following:
(a) The name of the system of records for which the new or revised
routine use is to be established.
(b) The authority for maintaining the system of records.
(c) The categories of records maintained in the system.
(d) The purpose for which the record is to be maintained.
(e) The proposed routine use(s).
(f) The purpose of the routine use(s).
(g) The categories of recipients of such use.
In the event of any request for an addition to the routine uses of the
systems which the agency maintains, such request may be sent to the
following officer: Director, Office of Administrative Services, Peace
Corps, 806 Connecticut Avenue, NW, Washington, DC 20526.
Sec. 308.6 Reports regarding changes in systems.
The agency shall provide to Congress and the Office of Management and
Budget advance notice of any proposal to establish or alter any system
of records as defined herein. This report will be submitted in accord
with guidelines provided by the Office of Management and Budget.
Sec. 308.7 Use of social security account number in records systems.
[Reserved]
Sec. 308.8 Rules of conduct.
(a) The Head of the agency shall assure that all persons involved in
the design, development, operation or maintenance of any systems of
records as defined herein are informed of all requirements necessary to
protect the privacy of individuals who are the subject of such records.
All employees shall be informed of all implications of the Act in this
area including the criminal penalties provided under the Act, and the
fact the agency may be subject to civil suit for failure to comply with
the provisions of the Privacy Act and these regulations.
(b) The Head of the agency shall also ensure that all personnel having
access to records receive adequate training in the protection of the
security of personal records and that adequate and proper storage is
provided for all such records with sufficient security to assure the
privacy of such records.
Sec. 308.9 Records systems--management and control.
(a) The Director, Office of Administrative Services, shall have
overall control and supervision of the security of all records keeping
systems and shall be responsible for monitoring the security standards
set forth in these regulations.
(b) A designated official (System Manager) shall be named who shall
have management responsibility for each record system maintained by the
agency and who shall be responsible for providing protection and
accountability for such records at all times and for insuring that such
records are secured in appropriate containers wherever not in use or in
the direct control of authorized personnel.
Sec. 308.10 Security of records systems--manual and automated.
The Head of the agency has the responsibility of maintaining adequate
technical, physical, and security safeguards to prevent unauthorized
disclosure or destruction of manual and automatic record systems. These
security safeguards shall apply to all systems in which identifiable
personal data are processed or maintained including all reports and
outputs from such systems which contain identifiable personal
information. Such safeguards must be sufficient to prevent negligent,
accidental, or unintentional disclosure, modification or destruction of
any personal records or data and must furthermore minimize the extent
technicians or knowledgeable persons could improperly obtain access to
modify or destroy such records or data and shall further insure against
such casual entry by unskilled persons without official reasons for
access to such records or data.
(a) Manual systems. (1) Records contained in records systems as
defined herein may be used, held or stored only where facilities are
adequate to prevent unauthorized access by persons within or without the
agency.
(2) All records systems when not under the personal control of the
employees authorized to use same must be stored in an appropriate metal
filing cabinet. Where appropriate, such cabinet shall have a three
position dial-type combination lock, and/or be equipped with a steel
lock bar secured by a GSA approved changeable combination padlock or in
some such other securely locked cabinet as may be approved by GSA for
the storage of such records. Certain systems are not of such
confidential nature that their disclosure would harm an individual who
is the subject of such record. Records in this category shall be
maintained in steel cabinets without the necessity of combination locks.
(3) Access to and use of systems of records shall be permitted only to
persons whose official duties require such access within the agency, for
routine use as defined in Sec. 308.4 and in the Peace Corps' published
systems of records notices, or for such other uses as may be provided
herein.
(4) Other than for access within the agency to persons needing such
records in the performance of their official duties or routine uses as
defined herein and in the Peace Corps' systems of records notices or
such other uses as provided herein, access to records within systems of
records shall be permitted only to the individual to whom the record
pertains or upon his or her written request to a designated personal
representative.
(5) Access to areas where records systems are stored will be limited
to those persons whose official duties require work in such areas and
proper accounting of removal of any records from storage areas shall be
maintained at all times in the form directed by the Director,
Administrative Services.
(6) The agency shall assure that all persons whose official duties
require access to and use of records contained in records systems are
adequately trained to protect the security and privacy of such records.
(7) The disposal and destruction of records within records systems
shall be in accord with rules promulgated by the General Services
Administration.
(b) Automated systems. (1) Identifiable personal information may be
processed, stored or maintained by automatic data systems only where
facilities or conditions are adequate to prevent unauthorized access to
such systems in any form. Whenever such data contained in punch cards,
magnetic tapes or discs are not under the personal control of an
authorized person such information must be stored in a metal filing
cabinet having a built-in three position combination lock, a metal
filing cabinet equipped with a steel lock, a metal filing cabinet
equipped with a steel lock bar secured with a General Services
Administration (GSA) approved combination padlock, or in adequate
containers or in a secured room or in such other facility having greater
safeguards than those provided for herein.
(2) Access to and use of identifiable personal data associated with
automated data systems shall be limited to those persons whose official
duties require such access. Proper control of personal data in any form
associated with automated data systems shall be maintained at all times
including maintenance of accountability records showing disposition of
input and output documents.
(3) All persons whose official duties require access to processing and
maintenance of identifiable personal data and automated systems shall be
adequately trained in the security and privacy of personal data.
(4) The disposal and disposition of identifiable personal data and
automated systems shall be carried on by shredding, burning or in the
case of tapes of discs, degaussing, in accord with any regulations now
or hereafter proposed by the GSA or other appropriate authority.
Sec. 308.11 Accounting for disclosure of records.
Each office maintaining a system of records shall keep a written
account of routine disclosures (see paragraphs (a) through (e) of this
section) for all records within such system in the form prescribed by
the Director, Office of Administrative Services. Disclosure made to
employees of the agency in the normal course of their official duties or
pursuant to the provisions of the Freedom of Information Act need not be
accounted for. Such written account shall contain the following:
(a) The date, nature, and purpose of each disclosure of a record to
any person or to another agency.
(b) The name and address of the person or agency to whom the
disclosure was made.
(c) Sufficient information to permit the construction of a listing of
all disclosures at appropriate periodic intervals.
(d) The justification or basis upon which any release was made
including any written documentation required when records are released
for statistical or law enforcement purposes under the provisions of
subsection (b) of the Act.
(e) For the purpose of this part, the system of accounting for
disclosure is not a system of records under the definitions hereof and
no accounting need be maintained for the disclosure of accounting of
disclosures.
Sec. 308.12 Contents of records systems.
(a) The agency shall maintain in any records contained in any records
system hereunder only such information about an individual as is
accurate, relevant, and necessary to accomplish the purpose for which
the agency acquired the information as authorized by statute or
Executive Order.
(b) In situations in which the information may result in adverse
determinations about such individual's rights, benefits and privileges
under any Federal program, all information placed in records systems
shall, to the greatest extent practicable, be collected from the
individual to whom the record pertains.
(c) Each form or other document which an individual is expected to
complete in order to provide information for any records system shall
have appended thereto, or in the body of the document:
(1) An indication of the authority authorizing the solicitation of the
information and whether the provision of the information is mandatory or
voluntary.
(2) The purpose or purposes for which the information is intended to
be used.
(3) Routine uses which may be made of the information and published
pursuant to Sec. 308.7.
(4) The effect on the individual, if any, of not providing all or part
of the required or requested information.
(d) Records maintained in any system of records used by the agency to
make any determinatioin about any individual shall be maintained with
such accuracy, relevancy, timeliness, and completeness as is reasonably
necessary to assure fairness to the individual in the making of any
determination about such individual: Provided however, that the agency
shall not be required to update or keep current retired records.
(e) Before disseminating any record about an individual to any person
other than an agency as defined in 5 U.S.C. 552(e) or pursuant to the
provsions of the Freedom of Information Act (5 U.S.C. 552), the agency
shall make reasonable efforts to assure that such records are accurate,
complete, timely and relevant for agency purposes.
(f) Under no circumstances shall the agency maintain any record about
an individual with respect to or describing how such individual
exercises rights guaranteed by the first amendment of the Constitution
of the United States unless expressly authorized by statute or by the
individual about whom the record is maintained or unless pertinent to
and within the scope of an authorized law enforcement activity.
(g) In the event any record is disclosed as a result of the order of a
presiding judge of a court of competent jurisdiction, the agency shall
make reasonable efforts to notify the individual whose record was so
disclosed after the process becomes a matter of public record.
Sec. 308.13 Access to records.
(a) The Director, Administrative Services, shall keep a current list
of systems of records maintained by the agency and published in
accordance with the provisions of these regulations.
(b) Individuals requesting access to any record the agency maintains
about him or her in a system of records shall be provided access to such
records. Such requests shall be submitted in writing by mail, or in
person during regular business hours, to the System Managers identified
in the specific system notices. Systems maintained at overseas and
domestic field offices may be addressed to the Country Director or
Regional Service Center Manager. If assistance is needed, the Director,
Office of Administrative Services, will provide agency addresses.
(c) Requests for records from more than one system of records shall be
directed to the Director, Office of Administrative Services, Peace
Crops, 806 Connecticut Avenue, NW, Washington, DC 20526.
(d) Requests for access to or copies of records should contain, at a
minimum, identifying information needed to locate any given record and a
brief description of the item or items of information required. If the
individual wishes access to specific documents the request should
identify or describe as nearly as possible such documents.
(e) A record may be disclosed to a representative of the person to
whom a record relates who is authorized in writing to have access to the
record by the person to whom it relates.
(f) A request made in person will be promptly complied with if the
records sought are in the immediate custody of the Peace Corps. Mailed
or personal request for documents in storage which must be complied from
more than one location, or which are otherwise not immediately
available, will be acknowledge within ten working days, and the records
requested will be provided as promptly thereafter as possible.
(g) Medical or psychological records shall be disclosed to an
individual unless in the judgment of the agency, access to such records
might have an adverse effect upon such individual. When such
determination has been made, the agency may require that the information
be disclosed only to a physician chosen by the requesting individual.
Such physician shall have full authority to disclose all or any portion
of such record to the requesting individual in the exercise of his or
her professional judgment.
Sec. 308.14 Specific exemptions.
Records or portions of records in certain record systems specified in
paragraphs (a) through (c) of this section shall be exempt from
disclosure: Provided, however, That no such exemption shall apply to the
provisions of Sec. 308.12(a) (maintaining records with accuracy,
completeness, etc. as reasonably necessary for agency purposes);
Sec. 308.12(b) (collecting information directly from the individual to
whom it pertains); Sec. 308.12(c) (informing individuals asked to supply
information of the purposes for which it is collected and whether it is
mandatory); Sec. 308.12(g) (notifying the subjects of records disclosed
under compulsory court process); Sec. 308.16(d)(3) (informing prior
recipient of corrected or disputed records); Sec. 308.16(g) (civil
remedies). With the above exceptions the following material shall be
exempt from disclosure to the extent indicated:
(a) Material in any system of records considered classified and exempt
from disclosure under provisions of section 552(b)(1) of the Freedom of
Information Act. Agency systems of records now containing such material
are: Legal Files--Staff, Volunteers and Applicants; Security Records
Peace Corps Staff/Volunteers and ACTION staff.
(1) Authority: 5 USC 552a (k)(1)
(2) Reasons: To protect information classified in the interest of
national defense or foreign policy.
(b) Investigatory material compiled for the purposes of law
enforcement: Provided however, That if any individual is denied any
right, privilege, or benefit that he or she would otherwise be entitled
to by Federal law, or for which he or she would otherwise be eligible,
as a result of the maintenance of such material, such material shall be
provided to such individual except to the extent necessary to protect
the identity of a source who furnished information to the government
under an express promise that his or her identity would be held in
confidence, or prior to the effective date of the Privacy Act of 1974,
under an implied promise of such confidentiality of the identity of such
source. Agency systems of records containing such investigatory material
are: Discrimination Complaint Files; Employee Occupational Injury and
Illness Reports; Legal Files--Staff, Volunteers and Applicants; Security
Records--Peace Corps Staff/Volunteers and ACTION Staff.
(1) Authority: 5 USC 552a(k)(2)
(2) Reasons: To protect the identity of sources to whom proper
promises of confidentiality have been made during investigations.
Without these promises, sources will often be unwilling to provide
information essential in adjudicating access in a fair and impartial
manner.
(c) Investigatory material compiled solely for the purpose of
determining suitability, eligibility or qualification for service as an
employee or volunteer or for the obtaining of a Federal contract or for
access to classified information: Provided, however, That such material
shall be disclosed to the extent possible without revealing the identity
of a source who furnished information to the government under an express
promise of the confidentiality of his or her identity or, prior to the
effective date of the Privacy Act of 1974, under an implied promise of
such confidentiality of identity. Agency systems of records containing
such material are: Contractors and Consultant Files; Discrimination
Complaint Files; Legal Files--Staff, Volunteers and Applicants; Personal
Service Contract Records--Peace Corps Staff/Volunteers and ACTION Staff;
Staff Applicant and Personnel Records; Talent Bank; Volunteer Applicant
and Service Record Systems.
(1) Authority: 5 USC 552a(k)(5)
(2) Reasons: To ensure the frankness of information used to determine
whether Peace Corps Volunteers applicants and Peace Corps Staff
applicants are qualified for service with the agency.
(d) Records in the Office of Inspector General Investigative Files and
Records system of records are exempt from certain provisions to the
extent provided hereinafter.
(1) To the extent that the system of records pertains to the
enforcement of criminal laws, the Office of Inspector General
Investigative Files and Records system of records is exempt from all
sections of the Privacy Act (5 U.S.C. 552a) except the following
sections: (b) relating to conditions of disclosure; (c)(1) and (2)
relating to keeping and maintaining a disclosure accounting; (e)(4)(A)
through (F) relating to publishing a system notice setting the name,
location, categories of individuals and records, routine uses, and
policies regarding storage, retrievability, access controls, retention
and disposal of the records; (e)(6), (7), (9), (10), and (11) relating
to dissemination and maintenance of records and (i) relating to criminal
penalties. This system of records is also exempt from the provisions of
Sec. 308.11 through Sec. 308.17 to the extent that the provisions of
these sections conflict with this paragraph.
(i) Authority: 5 U.S.C. 552a(j)(2).
(ii) Reasons:
(A) To prevent interference with law enforcement proceedings.
(B) To avoid unwarranted invasion of personal privacy, by disclosure
of information about third parties, including other subjects of
investigations, investigators, and witnesses.
(C) To protect the identity of Federal employees who furnish a
complaint or information to OIG, consistent with section 7(b) of the
Inspector General Act of 1978, as amended, 5 U.S.C. App. 3.
(D) To protect the confidentiality of non-Federal employee sources of
information.
(E) To assure access to sources of confidential information, including
those contained in Federal, State, and local criminal law enforcement
information systems.
(F) To prevent disclosure of law enforcement techniques and
procedures.
(G) To avoid endangering the life or physical safety of confidential
sources.
(2) To the extent that there may exist within this system of records
investigative files compiled for law enforcement purposes, other than
material within the scope of subsection (j)(2) of the Privacy Act, the
OIG Investigative Files and Records system of records is exempt from the
following sections of the Privacy Act: (c)(3) relating to access to the
disclosure accounting; (d) relating to access to records; (e)(1)
relating to the type of information maintained in the records; (e)(4)
(G), (H), and (I) relating to publishing the system notice information
as to agency procedures for access and amendment, and information as to
the categories of sources or records; and (f) relating to developing
agency rules for gaining access and making corrections. Provided,
however, That if any individual is denied any right, privilege, or
benefit that they would otherwise be entitled by Federal law, or for
which they would otherwise be eligible, as a result of the maintenance
of such material, such material shall be provided to such individual
except to the extent that the disclosure of such material would reveal
the identity of a source who furnished information to the Government
under an express promise that the identity of the source would be held
in confidence, or, prior to January 1, 1975, under an implied promise
that the identity of the source would be held in confidence. This system
of records is also exempt from the provisions of Sec. 308.11 through
Sec. 308.17 to the extent that the provisions of these sections conflict
with this paragraph.
(i) Authority: 5 U.S.C. 552a(k)(2)
(ii) Reasons:
(A) To prevent interference with law enforcement proceedings.
(B) To protect investigatory material compiled for law enforcement
purposes.
(C) To avoid unwarranted invasion of personal privacy, by disclosure
of information about third parties, including other subjects of
investigation, law enforcement personnel, and sources of information.
(D) To fulfill commitments made to protect the confidentiality of
sources.
(E) To protect the identity of Federal employees who furnish a
complaint or information to the OIG, consistent with Section 7(b) of the
Inspector General Act of 1978, as amended, 5 U.S.C. App. 3.
(F) To assure access to sources of confidential information, including
those contained in Federal, State, and local criminal law enforcement
systems.
(H) To prevent disclosure of law enforcement techniques and
procedures.
(I) To avoid endangering the life or physical safety of confidential
sources and law enforcement personnel.
[50 FR 1844, Jan. 14, 1985, as amended at 58 FR 39657, Jul. 26, 1993]
Sec. 308.15 Identification of requesters.
The agency shall require reasonable identification of all individuals
who request access to records to assure that records are not disclosed
to persons not entitled to such access.
(a) In the event an individual requests disclosure in person, such
individual shall be required to show an identification card such as a
driver's license, etc., containing a photo and a sample signature of
such individual. Such individual may also be required to sign a
statement under oath as to his or her identity acknowledging that he or
she is aware of the penalties for improper disclosure under the
provisions of the Privacy Act of 1974.
(b) In the event that disclosure is requested by mail, the agency may
request such information as may be necessary to reasonably assure that
the individual making such request is properly identified. In certain
cases, the agency may require that a mail request be notarized with an
indication that the notary received an acknowledgment of identity from
the individual making such request.
(c) In the event an individual is unable to provide suitable
documentation or identification, the agency may require a signed
notarized statement asserting the identify of the individual and
stipulating that the individual understands that knowingly or willfully
seeking or obtaining access to records about another person under false
pretenses is punishable by a fine of up to $5,000.
(d) In the event a requester wishes to be accompanied by another
person while reviewing his or her records, the agency may require a
written statement authorizing discussion of his or her records in the
presence of the accompanying representative or other persons.
Sec. 308.16 Amendment of records and appeals with respect thereto.
(a) In the event an individual desires to request an amendment of his
or her record, he or she may do so by submitting such written request to
the Director, Administrative Services, Peace Corps, 806 Connecticut
Avenue, NW, Washington, DC 20526. The Director, Administrative Services,
shall provide assistance in preparing any amendment upon request and a
written acknowledgment of receipt of such request within 10 working days
after the receipt thereof from the individual who requested the
amendment. Such acknowledgment may, if necessary, request any additional
information needed to make a determination with respect to such request.
If the agency decides to comply with the request within the 10 day
period, no written acknowledgment is necessary: Provided however, That a
certification of the change shall be provided to such individual within
such period.
(b) Promptly after acknowledgment of the receipt of a request for an
amendment the agency shall take one of the following actions:
(1) Make any corrections of any portion of the record which the
individual believes is not accurate, relevant, timely or complete.
(2) Inform the individual of its refusal to amend the record in accord
with the request together with the reason for such refusal and the
procedures established for requesting review of such refusal by the head
of the agency or his or her designee. Such notice shall include the name
and business address of the reviewing official.
(3) Refer the request to the agency that has control of and maintains
the record in those instances where the record requested remains the
property of the controlling agency and not of the Peace Corps.
(c) In reviewing a request to amend the record the agency shall assess
the accuracy, relevance, timeliness and completeness of the record with
due and appropriate regard for fairness to the individual about whom the
record is maintained. In making such determination, the agency shall
consult criteria for determining record quality published in pertinent
chapters of the Federal Personnel Manual and to the extent possible
shall accord therewith.
(d) In the event the agency agrees with the individual's request to
amend such record it shall:
(1) Advise the individual in writing,
(2) Correct the record accordingly, and
(3) Advise all previous recipients of a record which was corrected of
the correction and its substance.
(e) In the event the agency, after an initial review of the request to
amend a record, disagrees with all or a portion of it, the agency shall:
(1) Advise the individual of its refusal and the reasons therefore,
(2) Inform the individual that he or she may request further review in
accord with the provisions of these regulations, and
(3) Specify The name and address of the person to whom the request
should be directed.
(f) In the event an individual requester disagrees with the initial
agency determination, he or she may appeal such determination to the
Director of the Peace Corps or his or her designee. Such request for
review must be made within 30 days after receipt by the requester of the
initial refusal to amend.
(g) If after review the Director or designee refuses to amend the
record as requested he or she shall advise the individual requester of
such refusal and the reasons for same; of his or her right to file a
concise statement in the record of the reasons for disagreeing with the
decision of the agency; of the procedures for filing a statement of
disagreement and of the fact that such statement so filed will be made
available to anyone to whom the record is subsequently disclosed
together with a brief statement of the agency summarizing its reasons
for refusal, if the agency decides to place such brief statement in the
record. The agency shall have the authority to limit the length of any
statement to be filed, such limit to depend upon the record involved.
The agency shall also inform such individual that prior recipients of
the disputed record will be provided a copy of both statements of the
dispute to the extent that the accounting of disclosures has been
maintained and of the individual's right to seek judicial review of the
agency's refusal to amend the record.
(h) If after review the official determines that the record should be
amended in accordance with the individual's request, the agency shall
proceed as provided above in the event a request is granted upon initial
demand.
(i) Final agency determination of an individual's request for a review
shall be concluded with 30 working days from the date of receipt of the
review request: Provided however, That the Director or designee may
determine that fair and equitable review cannot be made within that
time. If such circumstances occur, the individual shall be notified in
writing of the additional time required and of the approximate date on
which determination of the review is expected to be completed.
Sec. 308.17 Denial of access and appeals with respect thereto.
In the event that the agency finds it necessary to deny any individual
access to a record about such individual pursuant to provisions of the
Privacy Act or of these regulations, a response to the original request
shall be made in writing within ten working days after the date of such
initial request. The denial shall specify the reasons for such refusal
or denial and advise the individual of the reasons therefore, and of his
or her right to an appeal within the agency and/or judicial review under
the provisions of the Act.
(a) In the event an individual desires to appeal any denial of access,
he or she may do so in writing by addressing such appeal to the
attention of the Director, Peace Corps, or designee identified in such
denial. Such appeal should be addressed to Director, Peace Corps, c/o
Office of Administrative Services, Room P-314, 806 Connecticut Avenue,
NW, Washington, DC 20526.
(b) The Director, or designee, shall review a request from a denial of
access and shall make a determination with respect to such appeal within
30 days after receipt thereof. Notice of such determination shall be
provided to the individual making the request in writing. If such appeal
is denied in whole or in part, such notice shall include notification of
the right of the person making such request to have judicial review of
the denial as provided in the Act.
Sec. 308.18 Fees.
No fees shall be charged for search time or for any other time
expended by the agency to produce a record. Copies of records may be
charged for at the rate of 10 cents per page provided that one copy of
any record shall be provided free of charge.