[Privacy Act Issuances (1999)]
[From the U.S. Government Publishing Office, www.gpo.gov]
TRADE REPRESENTATIVE, OFFICE OF THE UNITED STATES
EOP/STR--1
System name: Applicants for Employment STR.
Categories of individuals covered by the system: Individuals who
have inquired about employment and have given resumes or comparable
data to the Office in the past 12 months.
Categories of records in the system: Correspondence, resume's
references, and similar information.
Authority for maintenance of the system: Pub.L. 93-618 88 Stat.
1978, 19 U.S.C. 2171
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: On a need to know
basis by agency officials, to have available names and resume's of
individuals who have applied for jobs for possible consideration if
employment opportunities arise.
The information contained in this system of records will be
disclosed to the Office of Management and Budget in connection with
the review of private relief legislation as set forth in OMB Circular
NO. A-19 at any state of the legislative coordination and clearance
process as set forth in that Circular.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: In files, on paper, alphabetically or in the case of
applicants for attorney positions, filed under a single heading.
Retrievability: Manually by name.
Safeguards: Kept in metal file cabinets under combination lock,
released to agency officials upon need to know basis.
Retention and disposal: Kept for one year then destroyed.
System manager(s) and address: Administrative Officer, Office of
the Special Representative for Trade Negotiations, 1800 G St., NW,
Washington, DC 20506, Room 729
Notification procedure: Contact system manager noted above.
Record access procedures: See STR access regulations in 15 CFR part
2005.
Contesting record procedures: See STR access regulations in 15 CFR
part 2005.
Record source categories: From the individuals named.
EOP/STR--2
System name: Correspondence File STR.
System location: Office of the Special Representative for Trade
Negotiations, 1800 G Street, NW, Washington, DC 20506, Room 729, Room
719
Categories of individuals covered by the system: Individuals who
have written directly to the Special Representative for Trade
Negotiations on non-substantive issues and all members for Trade
Negotiations on non-substantive issues and all members of Congress
who have written to the Office of the STR.
Categories of records in the system: Correspondence.
Authority for maintenance of the system: Pub.L. 618, 88 Stat. 1978,
19 U.S.C. 2171.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: On a need to know
basis by agency officials, to be able to retrieve certain
correspondence for ordinary and usual performance of thier duties.
The information contained in this system of records will be
disclosed to the Office of Management and Budget in connection with
the review of private relief legislation as set forth in OMB Circular
No. A--19 at any state of the legislative coordination and clearance
process as set forth in that Circular.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Filed on paper, alphabetically.
Retrievability: Manually by name.
Safeguards: Filed in metal cabinets under combination lock,
released to agency official on need to know basis.
Retention and disposal: Congressional files held for five years
then destroyed or transferred to subject file, others for two years
and then destroyed or transferred to subject file.
System manager(s) and address: Administrative Officer, Office of
the STR, Executive Sec. to the STR, Office of the STR, 1800 G St.,
NW, Washington, DC 20506.
Notification procedure: Contact system manager noted above. Record
access procedures: See STR access regulations in 15 CFR part 2005.
Record access procedures: See STR access regulations in 15 CFR part
2005.
Record source categories: From individual named.
EOP/STR--3
System name: General Financial Records STR.
System location: General Services Administration, Central Office;
copies of some records held by the STR. (GSA holds records for STR
under contract).
Categories of individuals covered by the system: STR employees.
Categories of records in the system: SF 1038, Application and
account for advance of funds; vendor register and vendor payment
tape.
Authority for maintenance of the system: 32 U.S.C., generally;
Pub.L. 93-618 88 Stat. 1978, 19 U.S.C. 2171
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information is
used by accounting technicians to maintain adequate financial
information and by other officers and employees of GSA and the STR
who have a need for the record in the performance of their duties.
Relevant records in the 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 violations or potential violations of law or charged with
enforcing or implementing the statute, or rule, regulation or order
issued pursuant thereto.
A record from this system of records may be disclosed as a
``routine use'' to a federal, state or local agency maintaining
civil, criminal or other relevant enforcement information or other
pertinent information, such as current licenses, if necessary to
obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract or the issuance of a license,
grant or other benefit.
A record from this system of records may be disclosed to a
federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision in the
matter.
A record from this system of records may be disclosed to an
authorized appeal grievance examiner, formal complaints examiner,
equal employment opportunity investigator, arbitrator of other duly
authorized official engaged in investigation or settlement or a
grievance, complaint, or appeal filed by an employee.
A record from this system of records may be disclosed to the
United States Civil Service Commission in accordance with the
agency's responsibility for evaluation and oversight of federal
personnel management.
A record from this system of records may be disclosed to officers
and employees of a federal agency for purposes of audit.
The information contained in this system of records will be
disclosed to the Office of Management and Budget in connection with
the review of private relief legislation as set forth in OMB Circular
No. A-19 at any stage of the legislative coordination and clearance
process as set forth in that Circular.
Records also are released to GAO audits; to the IRS for
investigation; and to private attorneys, pursuant to a power of
attorney.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper and tape.
Retrievability: Manual and automated by name.
Safeguards: Stored in guarded building; released only to authorized
personnel.
Retention and disposal: Disposition of records shall be in
accordance with the HB GSA Records Maintenance and Disposition System
(OAD P 1820.2).
System manager(s) and address: Administrative Officer, Office of
the Special Representative for Trade Negotiations, 1800 G St., NW,
Washington, DC 20506, Room 709.
Notification procedure: Contact system manager noted above.
Record access procedures: See STR access regulations in 15 CFR part
2005.
Contesting record procedures: See STR access regulations in 15 CFR
part 2005.
Record source categories: The subject individual; the STR.
EOP/STR--4
System name: Payroll Records STR.
System location: General Services Administration, Region 3 Office;
copies of some records held by the STR (GSA holds records for STR
under contract).
Categories of individuals covered by the system: Past and present
STR employees.
Categories of records in the system: Varied payroll records,
including, among other documents, time and attendance cards; payment
vouchers; comprehensive listing of employees; health benefits
records; requests for deductions; tax forms; W2 forms; overtime
requests; leave data; retirement records.
Authority for maintenance of the system: 31 U.S.C., generally,
Pub.L. 93-618 88 Stat. 1978, 19 U.S.C. 2171.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Records are used
by STR and GSA employees to maintain adequate payroll information for
STR employees and otherwise by STR and GSA employees who have a need
for the record in the performance of their duties.
Relevant records in the 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 violations of law or charged with enforcing or
implementing the statute, or rule, regulation or order issued
pursuant thereto.
A record from this system of records may be disclosed as a
``routine use'' to a federal, state or local agency maintaining
civil, criminal or other relevant enforcement information or other
pertinent information, such as current licenses, if necessary to
obtain information relevant to an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract or the issuance of a license
grant or other benefit.
A record from this system of records may be disclosed to a
federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision in the
matter.
A record from this system of records may be disclosed to an
authorized appeal grievance examiner, formal complaints examiner,
equal employment opportunity investigator, arbitrator of other duly
authorized official engaged in investigation or settlement or a
grievance, complaint, or appeal filed by an employee. A record from
this system of records may be disclosed to the United States Civil
Service Commission in accordance with the agency's responsibility for
evaluation and oversight of federal personnel management.
A record from this system of records may be disclosed to officers
and employees of a federal agency for purposes of audit.
The information contained in this system of records will be
disclosed to the Office of Management and Budget in connection with
the review of private relief legislation as set forth in OMB Circular
No. A-19 at any stage of the legislative coordination and clearance
process as set forth in that Circular.
Records also are released to GAO for audits; to the Internal
Revenue Service for investigation; and to private attorneys, pursuant
to a power of attorney.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper and microfilm.
Retrievability: Social Security Number.
Safeguards: Stored in guarded building; released only to authorized
personnel.
Retention and disposal: Disposition of records shall be in
accordance with the HB GSA Records Maintenance and Disposition System
(OAD P 1820.2).
System manager(s) and address: Administrative Officer, Office of
the Special Representative for Trade Negotiations, 1800 G St., NW,
Washington, DC 20506, Room 709.
Notification procedure: Contact system manager noted above.
Record access procedures: See STR access regulations in 15 CFR part
2005.
Contesting record procedures: See STR access regulations in 15 CFR
part 2005.
Record source categories: The subject individual; the STR.
OFFICE OF THE UNITED STATES TRADE REPRESENTATIVE
Title 15-Commerce and Foreign Trade
Subtitle C-Regulations Relating to Foreign Trade Agreements
ChapterXX-Office of the United States Trade Representatives
PART 2005--SAFEGUARDING INDIVIDUAL PRIVACY
Sec.
2005.0 Purpose and scope.
2005.1 Rules for determining if an individual is the subject of a
record.
2005.2 Requests for access.
2005.3 Access to the accounting of disclosure from records.
2005.4 Requests for copies of records.
2005.5 Requests to amend records.
2005.6 Request for review.
2005.7 Schedule of fees.
Authority: Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a(f)).
Source: 40 FR 48331, Oct. 14, 1975, unless otherwise noted.
Nomenclature changes:45 FR 12214, Feb. 25, 1980.
Sec. 2005.0 Purpose and scope.
The purpose of these regulations is to provide certain safeguards for
an individual against the invasion of his or her personal privacy by the
Special Representative for Trade Negotiations (hereinafter frequently
referred to as ``STR''). These regulations are promulgated pursuant to
the requirements for all Federal Agencies contained in 5 U.S.C. 552a(f).
Sec. 2005.1 Rules for determining if an individual is the subject
of a record.
(a) Individuals desiring to know if a specific system of records
maintained by STR contains a record pertaining to them should address
their inquiries to the Administrative Officer, Office of the Special
Representative for Trade Negotiations, Washington, DC 20506. The written
inquiry should contain a specific reference to the system of records
maintained by the STR listed in the STR Notice of Systems of Records or
it should describe the type of record in sufficient detail to reasonably
identify the system of records. Notice of STR systems of records subject
to the Privacy Act will be published in the Federal Register and copies
of the notices will be available upon request to the Administrative
Officer when so published. A compilation of such notices will also be
made and published by the Office of Federal Register, in accordance with
section 5 U.S.C. 552a(f).
(b) At a minimum, the request should also contain sufficient
identifying information to allow STR to determine if there is a record
pertaining to the individual making the request in a particular system
of records. In instances when the identification is insufficient to
insure disclosure to the individual to whom the information pertains in
view of the sensitivity of the information, STR reserves the right to
solicit from the person requesting access to a record additional
identifying information.
(c) Ordinarily the person requesting will be informed whether the
named system of records contains a record pertaining to such person
within 10 days of such a request (excluding Saturdays, Sundays, and
legal Federal holidays). Such a response will also contain or reference
the procedures which must be followed by the individual making the
request in order to gain access to the record.
(d) Whenever a response cannot be made within the 10 days, the
Administrative Officer will inform the person making the request the
reasons for the delay and the date of which a response may be
anticipated.
Sec. 2005.2 Requests for access.
(a) Requirement for written requests. Individuals desiring to gain
access to a record pertaining to them in a system of records maintained
by STR must submit their request in writing in accordance with the
procedures set forth in paragraph (b) of this section. Individuals who
are employed by the STR may make their request on a regularly scheduled
workday (Monday through Friday, excluding legal Federal holidays)
between the hours of 9 am and 5:30 pm. Such requests for access by
individuals employed by STR need not be made in writing.
(b) Procedures--(1) Content of the request. The request for access to
a record in a system of records shall be addressed to the Administrative
Officer at the address cited above, and shall name the system of records
or contain a description (as concise as possible) of such system of
records. The request should state that the request is pursuant to the
Privacy Act of 1974. In the absence of such a statement, if the request
is for a record pertaining to the person requesting access which is
maintained by STR in a system of records, the request will be presumed
to be made under the Privacy Act of 1974. The request should contain
necessary information to verify the identity of the person requesting
access (see paragraph (b)(2)(vi) of this section). In addition, such
person should include any other information which may assist in the
rapid identification of the record for which access is being requested
(e.g. maiden name, dates of employment, etc.) as well as any other
identifying information contained in and required by the STR Notice of
Systems of Records.
(i) If the request for access follows a prior request under
Sec. 2005.1, the same identifying information need not be included in
the request for access if a reference is made to that prior
correspondence or a copy of the STR response to that request is
attached. If the individual specifically desires a copy of the record,
the request should so specify under Sec. 2005.4.
(2) STR action on request. A request for access will ordinarily be
answered within 10 days, except when the Administrative Officer
determines otherwise, in which case the person making the request will
be informed of the reasons for the delay and an estimated date by which
the request will be answered. When the request can be answered within 10
days, it shall include the following:
(i) A statement that there is a record as request or a statement that
there is not a record in the systems of records maintained by STR;
(ii) A statement as to whether access will be granted only by
providing a copy of the record through the mail; or the address of the
location and the date and time at which the record may be examined. In
the event the person requesting access is unable to meet the specified
date and time, alternative arrangements may be made with the official
specified in paragraph (b)(1) of this section.
(iii) A statement, when appropriate, that examination in person will
be the sole means of granting access only when the Administrative
Officer has determined that it would not unduly impede the right of
access of the person making the request.
(iv) The amount of fees charged, if any (see Secs. 2005.6 and 2005.7).
(Fees are applicable only to requests for copies);
(v) The name, title, and telephone number of the STR official having
operational control over the record; and
(vi) The documentation required by STR to verify the identity of the
person making the request. At a minimum, STR verification standards
include the following:
(A) Current or former STR Employees. Current or former STR employees
requesting access to a record pertaining to them in a system of records
maintained by STR may, in addition to the other requirements of this
section, and at the sole discretion of the official having operational
control over the record, have his or her identity verified by visual
observation. If the current or former STR employee cannot be so
identified by the official having operational control over the records,
identification documentation will be required. Employee identification
cards, annuitant identification, driver licenses, or the ``employee
copy'' of any official personnel document in the record are examples of
acceptable identification validation.
(B) Other than current or former STR employees. Individuals other than
current or former STR employees requesting access to a record pertaining
to them in a system of records maintained by STR must produce
identification documentation of the type described in paragraph
(b)(2)(vi)(A) of this section, prior to being granted access. The extent
of the identification documentation required will depend on the type of
record for which access is requested. In most cases, identification
verification will be accomplished by the presentation of two forms of
identification. Any additional requirements will be specified in the
system notices published pursuant to 5 U.S.C. 552a(e)(4).
(C) Access granted by mail. For records to be made accessible by mail,
the Administrative Officer shall, to the extent possible, establish
identity by a comparison of signatures in situations where the data in
the record is not so sensitive that unauthorized access could cause harm
or embarrassment to the individual to whom they pertain. No
identification documentation will be required for the disclosure to the
person making the request of information required to be made available
to the public by 5 U.S.C. 552. When, in the opinion of the
Administrative Officer the granting of access through the mail could
reasonably be expected to result in harm or embarrassment if disclosed
to a person other than the individual to whom the record pertains, a
notarized statement of identity or some similar assurance of identity
will be required.
(D) Unavailability of identification documentation. If an individual
is unable to produce adequate identification documentation the
individual will be required to sign a statement asserting identity and
acknowledging that knowingly or willfully seeking or obtaining access to
records about another person under false pretenses may result in a fine
of up to $5,000. In addition, depending upon the sensitivity of the
records to which access is sought, the official having operational
control over the records may require such further reasonable assurances
as may be considered appropriate; e.g., statements of other individuals
who can attest to the identity of the person making the request.
(E) Access by the parent of a minor, or by a legal guardian. A parent
of a minor, upon presenting suitable personal identification, may act on
behalf of the minor to gain access to any record pertaining to the minor
maintained by STR in a system of records. A legal guardian may similarly
act on behalf of an individual declared to be incompetent due to
physical or mental incapacity or age by a court of competent
jurisdiction, upon the presentation of the documents authorizing the
legal guardian to so act, and upon suitable personal identification of
the guardian.
(F) Granting access when accompanied by another individual. When an
individual requesting access to his or her record in a system of records
maintained by STR wishes to be accompanied by another individual during
the course of the examination of the record, the individual making the
request shall submit to the official having operational control of the
record, a signed statement authorizing that person access to the record.
(G) Denial of access for inadequate identification documentation. If
the official having operation control over the records in a system of
records maintained by STR determines that an individual seeking access
has not provided sufficient identification documentation to permit
access, the official shall consult with the Administrative officer prior
to finally denying the individual access.
(vii) Medical records. The records in a system of records which are
medical records shall be disclosed to the individual to whom they
pertain in such manner and following such procedures as the
Administrative Officer shall direct. When STR in consultation with a
physician, determines that the disclosure of medical information could
have an adverse effect upon the individual to whom it pertains, STR may
transmit such information to a physician named by the individual.
(viii) Exceptions. Nothing in this section shall be construed to
entitle an individual the right to access to any information compiled in
reasonable anticipation of a civil action or proceedings.
Sec. 2005.3 Access to the accounting of disclosures from records.
Rules governing the granting of access to the accounting of
disclosures are the same as those for granting access to the records
(including verification of identity) outlined in Sec. 2005.2.
Sec. 2005.4 Requests for copies of records.
Rules governing requests for copies of records are the same as those
for the granting of access to the records (including verification of
identity) outlined in Sec. 2005.2. (See also Sec. 2005.7 for rules
regarding fees.)
Sec. 2005.5 Requests to amend records.
(a) Requirement for written requests. Individuals desiring to amend a
record that pertains to them in a system of records maintained by STR
must submit their request in writing in accordance with the procedures
set forth herein unless this requirement is waived by the official
having responsibility for the system of records. Records not subject to
the Privacy Act of 1974 will not be amended in accordance with these
provisions. However, individuals who believe that such records are
inaccurate may bring this to the attention of STR.
(b) Procedures. (1) (i) The request to amend a record in a system of
records shall be addressed to the Administrative Officer. Included in
the request shall be the name of the system and a brief description of
the record proposed for amendment. In the event the request to amend the
record is the result of the individual's having gained access to the
record in accordance with the provisions concerning access to records as
set forth above, copies of previous correspondence between the
individual and STR will serve in lieu of a separate description of the
record.
(ii) When the individual's identity has been previously verified
pursuant to Sec. 2005.2(b)(2)(vi) herein, further verification of
identity is not required as long as the communication does not suggest
that a need for verification has reappeared. If the individual's
identity has not been previously verified, STR may require
identification validation as described in Sec. 2005.2(b)(2)(vi).
Individuals desiring assistance in the preparation of a request to amend
a record should contact the Administrative Officer at the address cited
above.
(iii) The exact portion of the record the individual seeks to have
amended should be clearly indicated. If possible, the proposed
alternative language should also be set forth, or at a minimum, the
facts which the individual believes are not accurate, relevant, timely,
or complete should be set forth with such particularity as to permit STR
not only to understand the individual's basis for the request, but also
to make an appropriate amendment to the record.
(iv) The request must also set forth the reasons why the individual
believes his record is not accurate, relevant, timely, or complete. In
order to avoid the retention by STR of personal information merely to
permit verification of records, the burden of persuading STR to amend a
record will be upon the individual. The individual must furnish
sufficient facts to persuade the official in charge of the system of the
inaccuracy, irrelevancy, untimeliness, or incompleteness of the record.
(2) STR action on the request. To the extent possible, a decision upon
a request to amend a record will be made within 10 days, excluding
Saturdays, Sundays, and legal Federal holidays. In the event a decision
cannot be made within this time frame, the individual making the request
will be informed within 10 days of the expected date for a decision. The
decision upon a request for amendment will include the following:
(i) The decision of the STR whether to grant in whole, or deny any
part of the request to amend the record.
(ii) The reasons for the determination for any portion of the request
which is denied.
(iii) The name and address of the official with whom an appeal of the
denial may be lodged.
(iv) The name and address of the official designated to assist, as
necessary, and upon request of, the individual making the request in the
preparation of the appeal.
(v) A description of the review of the appeal within STR (see
Sec. 2005.6).
(vi) A description of any other procedures which may be required of
the individual in order to process the appeal.
Sec. 2005.6 Request for review.
(a) Individuals wishing to request a review of the decision by STR
with regard to an initial request to amend a record in accordance with
the provisions of Sec. 2005.5, should submit the request for review in
writing and, to the extent possible, include the information specified
in Sec. 2005.5(a). Individuals desiring assistance in the preparation of
their request for review should contact the Administrative Officer at
the address provided herein.
(b) The request for review should contain a brief description of the
record involved or in lieu thereof, copies of the correspondence from
STR in which the request to amend was denied and also the reasons why
the individual believes that the disputed information should be amended.
The request for review should make reference to the information
furnished by the individual in support of his claim and the reasons, as
required by Sec. 2005.5, set forth by STR in its decision denying the
amendment. Appeals filed without a complete statement by the person
making the request setting forth the reasons for the review will, of
course, be processed. However, in order to make the appellate process as
meaningful as possible, such person's disagreement should be
understandably set forth. In order to avoid the unnecessary retention of
personal information, STR reserves the right to dispose of the material
concerning the request to amend a record if no request for review in
accordance with this section is received by STR within 180 days of the
mailing by STR of its decision upon an initial request. A request for
review received after the 180 day period may, at the discretion of the
Administrative Officer, be treated as an initial request to amend a
record.
(c) The request for review should be addressed to the Freedom of
Information Appeals Committee (established in 15 CFR 2004.7) Office of
the Special Representative for Trade Negotiations, Room 719, 1800 G St.
NW, Washington, DC 20506.
(d) Final determinations on requests for reviews within STR will be
made by the Freedom of Information Appeals Committee, chaired by the
Special Representative for Trade Negotiations. Additional information
may be requested by the Committee from the person requesting a review if
necessary to make a determination.
(e) The FOI Appeals Committee will inform the person making the
request in writing of the decision on the request for review within 30
days (excluding Saturdays, Sundays, and legal Federal holidays) from the
date of receipt by STR of the individual's request for review, unless
the Committee extends the 30 day period for good cause. The extension
and the reasons therefor will be sent by STR to the individual within
the initial 30 day period. Included in the notice of a decision being
reviewed, if the decision does not grant in full the request for review,
will be a description of the steps the individual may take to obtain
judicial review of such a decision, and a statement that the individual
may file a concise statement with STR setting forth the individual's
reasons for his disagreement with the decision upon the request for
review. The STR Administrative Officer has the authority to determine
the ``conciseness'' of the statement, taking into account the scope of
the disagreement and the complexity of the issues. Upon the filing of a
proper concise statement by the individual, any subsequent disclosure of
the information in dispute will have the information in dispute clearly
noted and a copy of the concise statement furnished, setting forth its
reasons for not making the requested changes, if STR chooses to file
such a statement. A copy of the individual's statement, and if it
chooses, STR's statement, will be sent to any prior transferee of the
disputed information who is listed on the accounting required by 5
U.S.C. 552a(c).
Sec. 2005.7 Schedule of fees.
(a) Prohibitions against charging fees. Individuals will not be
charged for:
(1) The search and review of the record;
(2) Any copies of the record produced as a necessary part of the
process of making the record available for access; or
(3) Any copies of the requested record when it has been determined
that access can only be accomplished by providing a copy of the record
through the mail.
(b) Waiver. The Administrative Officer may, at no charge, provide
copies of a record if it is determined the production of the copies is
in the interest of the Government.
(c) Fee schedule and method of payment. Fees will be charged as
provided below except as provided in paragraphs (a) and (b) of this
section.
(1) Duplication of records. Records will be duplicated at a rate of
$.10 per page for all copying of 4 pages or more. There is no charge for
duplicating 3 or fewer pages.
(2) Where it is anticipated that the fees chargeable under this
section will amount to more than $25, the person making the request
shall be promptly notified of the amount of the anticipated fee or such
portion thereof as can readily be estimated. In instances where the
estimated fees will greatly exceed $25, an advance deposit may be
required. The notice or request for an advance deposit shall extend an
offer to the person requesting to consult with the Administrative
Officer in order to reformulate the request in a manner which will
reduce the fees, yet still meet the needs of individuals making the
request.
(3) Fees must be paid in full prior to issuance of requested copies.
In the event the person requesting is in arrears for previous requests
copies will not be provided for any subsequent request until the arrears
have been paid in full.
(4) Remittances shall be in the form either of a personal check or
bank draft drawn on a bank in the United States, or a postal money
order. Remittances shall be made payable to the order of the Treasury of
the United States and mailed or delivered to the Administrative Officer,
Office of the Special Representative for Trade Negotiations, 1800 G St.,
NW, Washington, DC 20506.
(5) A receipt for fees paid will be given upon request.