[Privacy Act Issuances (1999)]
[From the U.S. Government Publishing Office, www.gpo.gov]
UNITED STATES INFORMATION AGENCY
Note: Under the Foreign Affairs Agencies Consolidation Act of
1998, Public Law 105-277, the Department of State assumed custody and
control of the system of records maintained by the United States
Information Agency except for systems of records relating to
broadcasting functions which will be maintained by the Broadcasting
Board of Governors, effective October 1, 1999. the existence and
distinct character of these systems will not change except for the
following:
1. The agency official who is responsible for access to the
systems of records is Margaret P. Grafeld, Information and Privacy
Coordinator and Director of the Office of Information Resources
Management Programs and Services, Department of State, 515 21st
Street, NW, Washington, DC 20522-6001, (202) 261-8300.
2. The procedures whereby an individual can be notified ifd the
system of records contains a record pertaining to him or her may now
be found at 22 cdr part 171, subpart C. These regulations are also
available at the Department's website located at http://
foia.state.gov.
3. The procedures whereby an individual can gain access to any
records pertaining to him or her contained in the system of records,
and how he or she can contest its content may now be found at 22 CFR
part 171, subpart C. These regulations are also available at the
Department's website located at http://foia.state.gov.
DEPARTMENT OF STATE AND BROADCASTING BOARD OF GOVERNORS
Table of Contents
USIA-1. IBB Director's Executive Secretariat Files--B.
USIA-2. Contract Talent Vendor Files--B/PA.
USIA-3. Employee Personnel Files--B/PA.
USIA-4. Congressional Liaison--CL.
USIA-5. Director's Secretariat Staff Files--D/SS.
USIA-6. Educational and Cultural Exchange Program--E.
USIA-7. Office of Arts America--E/D.
USIA-8. Cultural Property Advisory Committee--E/ZC.
USIA-9. Employee Statements of Financial Interest and
Confidential Statements of Employment and Financial Interest--GC.
USIA-10. Legal Files--GC.
USIA-11. Recruitment Records--GC.
USIA-12. Privacy and Freedom of Information Acts Files--GC/FOI.
USIA-13. Service Contributors--I/G.
USIA-14. Speaker Databank/Name--I/T.
USIA-15. Electronic Media Photographer--I/TEM.
USIA-16. Employee Parking USIA-M/A.
USIA-17. Mailing Lists--M/ADM.
USIA-18. Official Travel Records--M/ADT.
USIA-19. Salary Computation Records--M/CB.
USIA-20. Employee Payroll and Retirement System--M/CF.
USIA-21. Records on Shipment of Effects, Unaccompanied Baggage
and Automobiles--M/CF.
USIA-22. Travel Authorization Obligation File--M/CF.
USIA-23. Recruitment Records--M/HR.
USIA-24. Employment Requests--M/HRF and M/HRCO.
USIA-25. Employee Master Personnel Records--M/HRCS.
USIA-26. Foreign Service Location File--M/HRF.
USIA-27. Foreign Service Selection Board Files--M/HRF.
USIA-28. Career Counseling Records--M/HRF.
USIA-29. Officer/Specialist Assignment Requests--M/HRF.
USIA-30. Advisory, Referral and Counseling Records--M/HRL.
USIA-31. Employee Grievance Files--M/HRL.
USIA-32. Incentive Awards File--M/HRL.
USIA-33. Retirement and Insurance Records--M/HRL.
USIA-34. Senior Officer Files--M/HRL.
USIA-35. Solicitation Mailing List Application--M/K.
USIA-36. U.S. Information Agency (USIA) Procurement Personnel
Information System--M/K.
USIA-37. Employee Training Files--M/PT.
USIA-38. Personnel Security and Integrity Records--M/S.
USIA-39. Security Identification Cards and Automated Access
Control Files--M/S.
USIA-40. Locator Cards--M/TN.
USIA-41. Office of Civil Rights Complaint Files--OCR.
USIA-42. Office of Civil Rights General Files--OCR.
USIA-43. Minority Group Data--OCR.
USIA-44. Senior Officer and Prominent Employee Informaiton--PL/
USIA.
USIA-45. Office of Research--R.
USIA-46. Americans Residing in Foreign Countries--USIA.
USIA-47. Overseas Personnel Files and Records--USIA.
Appendix I--Prefatory Statement of General Routine Uses.
USIA-1
System name:
IBB Director's Executive Secretariat Files--B.
System location:
International Broadcasting (IBB) Bureau Director's Office,
Executive Secretariat, 330 Independence Avenue, SW, Washington, DC
20547.
Security classification:
Some documents may be classified confidential or secret.
Categories of individuals covered by the system:
Members of the White House Staff, Members of Congress and their
staff, heads of other executive agencies of the Federal government
and members of the general public.
Categories of records in the system:
Correspondence addressed to the Director of IBB, as well as the
Director of USIA, and copies of responses to requests for reports,
information and/or assistance of various kinds prepared by the IBB
Director or designated representative.
Authority for maintenance of the system:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3167;
Records Disposal Act of 1943, as amended, 44 U.S.C. 3301-3314.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Reference file to provide oversight of the flow of requests of
the IBB Director for reports on programming effectiveness of IBB
broadcasts, information and/or assistance of various kinds, and to
monitor the accomplishment of responses to such requests.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the IBB and the USIA as may be required in the
performance of their official duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in a computer maintained by and located within
the IBB Secretariat and maintained as paper records in file folders
in the Secretariat.
Retrievability:
Records are cross-indexed by individual name, organization,
subject file and by computer reference number.
Safeguards:
Computer records are accessible only to authorized employees of
the IBB Director's staff. Paper records are kept in locked file
cabinets which are contained in a secure area.
Retention and disposal:
Records are maintained indefinitely.
System manager(s) and address:
Supervisory Staff Analyst, Executive Secretariat, IBB, USIA, 330
Independence Avenue, SW, Washington, DC 20547.
Notification procedure:
Executive Secretariat, IBB, USIA, 330 Independence Avenue, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned.
Record source categories:
Unsolicited correspondence from U.S. Government officials and
members of the general public addressed to the IBB Director or the
Director of USIA concerning VOA, Worldnet, and/or Cuban Broadcasting.
Exemtpions claimed for the system:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4), (g), (h) and
(f). See 22 CFR 505.15.
USIA-2
System name:
Contract Talent Vendor Files--B/PA.
System location:
International Broadcasting Bureau (IBB), United States
Information Agency (USIA), Cohen Building, 330 Independence Avenue,
SW, Washington, DC 20547.
Security classification:
Individual documents up to Confidential.
Categories of individuals covered by the system:
All contract talent vendors who perform free-lance services for
the International Broadcasting Bureau (IBB).
Categories of records in the system:
Records and information pertaining to the testing and
qualification of vendors; security clearance applications and
approvals; copies of contracts, and detailed record of services
performed by vendors and payments made by IBB for these services.
Authority for maintenance of the system:
Pub. L. 80-402; United States Information and Educational
Exchange Act of 1948, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Provide necessary reference information for use by IBB
administrative offices in meeting their daily responsibilities of
advising on and coordinating programming and fiscal activities
relating to contracting in free-lance talent vendors.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is retained in document form in file folders and in
automated data base system.
Retrievability:
Document and computer files are indexed by vendor's name.
Safeguards:
Document files are locked in security-approved file cabinets.
Computer records require appropriate password to gain access. General
access to files is permitted only to administrative staffs and other
top management officials having a need to know such information in
the normal performance of their duties.
Retention and disposal:
Files are retained for three to four years after last date of
services rendered by vendor, after which time files are then
destroyed in accordance with established USIA records disposition
procedures.
System manager(s) and address:
Director of Administration, International Broadcasting Bureau
(IBB), USIA, Cohen Building, 330 Independence Avenue, SW, Washington,
DC 20547.
Notification procedure:
Director of Administration, International Broadcasting Bureau
(IBB), USIA, 330 Independence Avenue, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appeal in 22 CFR
part 505.
Record source categories:
Information is received from vendor (application forms); from
USIA Security Office (approval of security clearance request); from
documents generated through the normal process of using a vendor and
making payments for services rendered (purchase orders and payment
records).
Exemptions claimed for the system:
Not applicable.
USIA-3
System name:
Employee Personnel Files--B/PA.
System location:
International Broadcasting Bureau (IBB), United States
Information Agency (USIA), Cohen Building, 330 Independence Avenue,
SW., Washington DC 20547.
Security classification:
Individual documents up to Confidential.
Categories of individuals covered by the system:
International Broadcasting Bureau (IBB) domestic employees and
overseas American employees.
Categories of records in the system:
Records and information pertaining to the testing, recruitment
and appointment of employees (application forms, fiscal documents
covering related expenses); records concerning post-appointment
changes in employee skills, qualifications, and experience; copies of
SF-50 ``Notice of Personnel Action'' and payroll change slips.
Authority for maintenance of the system:
Pub. L. 80-402, United States Information and Exchange Act of
1948, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Files maintained for convenience due to physical separation from
Personnel Office; provide necessary background/reference information
for use by IBB Administrative Offices in meeting their daily
responsibilities of advising on and coordinating programming,
personnel and fiscal activities relating to recruitment, hiring and
employment of staff employees. Also see Prefatory Statement of
General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties. Information in these records is not normally
available to individuals or agencies outside the USIA but records may
be released to other government agencies who have statutory or other
lawful authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
All information is retained in document form in file folders and
is retained electronically.
Retrievability:
Files are indexed alphabetically by employee name.
Safeguards:
All files are locked in security-approved file cabinets,
automated systems require appropriate security procedures for access.
Access to files is permitted only to administrative staffs and other
top management officials having a need to know such information in
the normal performance of their duties.
Retention and disposal:
Files may be retained for up to two years then destroyed in
accordance with established USIA records disposal procedures. Copies
of documents for which originals exist in Office of Personnel Folders
and which are removed from official personnel folders when an
employee resigns, are also removed from administrative files and
destroyed.
System manager(s) and address:
Director of Personnel, International Broadcasting Bureau (IBB),
United States Information Agency (USIA), Cohen Building, 330
Independence Avenue, SW, Washington, DC 20547.
Notification procedure:
Director of Personnel, International Broadcasting Bureau (IBB),
United States Information Agency (USIA), Cohen Building, 330
Independence Avenue, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Information is received from employees (application forms); from
employees' supervisors (employees' experience, performance, and
recommendations for promotions, etc.); from organizational personnel
and fiscal elements (SF 50 personnel actions, payroll change clips,
etc.).
Exemptions claimed for the system:
Not applicable.
USIA-4
System name:
Congressional Liaison--CL.
System location:
Office of Congressional Liaison, United States Information Agency
(USIA), 330 Independence Avenue, SW, Washington, DC 20547.
Security classification:
None for the system. However, portions of the records are
classified at the level of confidential and secret.
Categories of individuals covered by the system:
Current and former Members of Congress and their staffs.
Categories of records in the system:
Incoming and outgoing correspondence to Members of Congress,
including requests for information and referral of job applicants by
Members. Also included are Agency records, cables and memorandums
dealing with individual Members and congressional staff and their
involvement in Agency programs.
Authority for maintenance of the system:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Reference file for oversight of Congressional reports. Also see
Prefatory Statement of General Routine Uses. Information is made
available on a need-to-know basis to personnel of the U.S.
Information Agency, but records may be released to other government
agencies who have statutory or other lawful authority to maintain
such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders and data base storage in mainframe
computer system.
Retrievability:
Indexed alphabetically by individual name.
Safeguards:
Maintained in bar-lock file cabinets and data base access is
password controlled at several levels of access by authorized
personnel as determined by the Director of USIA.
Retention and disposal:
Records are kept in active status as long as the individual is a
Member of Congress or the files are of active interest. Thereafter,
the records become inactive but are still maintained.
System manager(s) and address:
Director, Congressional Liaison, USIA, 301 4th Street, SW,
Washington DC 20547.
Notification procedure:
Director, Congressional Liaison, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/PA
Unit, Office of General Counsel, USIA, 301 4th Street, SW,
Washington, DC 20547.
To request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record categories:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appeal in 22 CFR
part 505.
Record source categories:
Communications from Members of Congress and copies of responses
generated by various Agency personnel.
Exemptions claimed for the system:
Not applicable.
USIA-5
System name:
Director's Secretariat Staff Files--D/SS.
System location:
Secretariat Staff, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
Security classification:
Some documents may be classified confidential, secret and top
secret.
Categories of individuals covered by the system:
Members of the White House Staff, Members of Congress, heads of
other executive agencies of the Federal Government, Federal Judges
and members of the general public.
Categories of records in the system:
Correspondence addressed to the Director of USIA, and copies of
responses to requests for reports, information and/or assistance of
various kinds prepared by the Director or her/his designated
representative.
Authority for maintenance of the system:
The Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3107;
Records Disposal Act of 1943, as amended. 4 U.S.C. 3301-3314.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Reference file to provide oversight of the flow of requests to
the USIA Director for reports, information and/or assistance of
various kinds' and to monitor the accomplishment of responses to such
requests. Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel of
the USIA as may be required in the performance of their official
duties. The information may also be released to other government
agencies who have statutory or other lawful authority to maintain
such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in a computer maintained by and located within
the USIA and maintained as paper records in file folders in USIA.
Retrievability:
Records are cross-indexed by individual names, titles, agencies
and by computer reference number.
Safeguards:
Computer records are accessible only to authorized employees of
the USIA or the Department of State. Paper records are kept in locked
file cabinets.
Retention and disposal:
Records are maintained indefinitely.
System manager(s) and address:
Deputy Chief of Staff, USIA, 301 4th Street, SW, Washington, DC
20547.
Notification procedure:
Deputy Chief of Staff, USIA, 301 4th Street, SW, Washington, DC
20547.
Record access procedures:
Requests from individuals should be addressed to the Director,
FOIA/Privacy Act Unit, Office of the General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547.
To request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Unsolicited correspondence from U.S. Government officials and
members of the general public addressed to the Director, USIA.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 522a (c)(3), (d), (e)(1), (e)(4) (G), (H) and
(f). See 22 CFR, Ch. V, Sec. 505.15.
USIA-6
System name:
Educational and Cultural Exchange Program--E.
System location:
Bureau of Educational and Cultural Affairs, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
Unclassified.
Categories of individuals covered by the system:
Applicants, recipients, and prospective recipients of Educational
and Cultural Exchange grants and Cultural Exchange grants and program
participants; ; members of the J. William Fulbright Foreign
Scholarship Board: American Executive Secretaries of Fulbright
Foundations and Commissions; individuals who may be asked to
participate in educational advising workshops.
Categories of records in the system:
Biographic information; project descriptions; evaluations of the
performances of former grantees; evaluations of performing artists
who may be potential grantees; copies of press releases; news
clippings; information related to the grant; related correspondence;
academic transcripts; letters of reference.
Authority for maintenance of the system:
Mutual Educational and Cultural Exchange Act of 1961; 22 U.S.C.
2451-58; 22 U.S.C. 2054-57; 22 U.S.C. 1431.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The primary function of the Educational and Cultural Exchange
Program records is the aiding in the selection of individuals for
educational and cultural exchange grants and for the administration
of such grants and programs.
Policies and practices for storing, retrieving, accessing,
retrieving, accessing, retaining, and disposing of records in the
system:
Storage:
Hard copy; magnetic computer media.
Retrievability:
By name of the individual.
Safeguards:
Records are maintained in secured file cabinets or in restricted
areas, access to which is limited to authorized personnel.
Retention and disposal:
Retention of these records varies from 3 years to an indefinite
period of time, depending upon the specific kind of record involved.
Records of non-recommended candidates are only maintained for up to
12 months after submission of the application. They are retired or
destroyed in accordance with published schedules of the USIA.
System manager(s) and address:
Associate Director, Bureau of Educational and Cultural Affairs,
USIA, 301 4th Street, SW, Washington, DC 20547.
Notification procedure:
Associate Director, Bureau of Educational and Cultural Affairs,
USIA, 301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547. To request another individual's
file, the requester must have a notarized signed statement from the
individual to whom the file pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
The individual public reference; other offices within the other
government agencies; other public and professional institutions
possessing relevant information.
Exemptions claimed for the system:
Certain records contained within this system of records are
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), (I),
and (F).
USIA-7
System name:
Office of Citizen Exchanges Cultural Program Staff--E/P.
System location:
Office of Citizen Exchanges Cultural Program Staff,United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Individuals who have traveled at U.S. Government expense under
USIA Private Sector grants in the performance of grant requirements.
Categories of records in the system:
Name, position, organizational affiliation, grantee organization,
grant number, date, destination, purpose of travel; biographic data,
address, telephone numberd, education, date and place of birth and
citizenship.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information relating to American Travelers in this system
will be used to compile an annual report for the Speaker of the House
of Representatives and the Chairman of the Senate Foreign Relations
Committee as required by Pub. L. 98-164. This file has no other use.
Users of this file will be employees of the USIA Office of Arts
America having a need to access the information.
Also see Prefatory Statement of General Routine Uses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information will be maintained in a word processor on list
processing with limited access and in file folders under individual
names.
Retrievability:
records are retrieved by name and organizational affiliation.
Safeguards:
Records of American travelers are maintained on a word processor
located in the USIA Office of Citizen Exchanges Cultural Program
Staff (E/P) and are password protected so that the file can only be
accessed by employees having a need to obtain information which is
available only in the file.
Retention and disposal:
Files will be retained for a minimum of 5 years but no longer
than 7 years, at which time they will be disposed of in accordance
with the USIA Disposition Schedule.
System manager(s) and address:
Director, Office of Arts America (E/P), USIA, 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Director, Office of Citizen Exhanges Cultural Program Staff E/P,
USIA, 301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547.
To request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Information obtained from grantee organizations and individual
grantee.
Exemptions claimed for the system:
Not applicable.
USIA-8
System name:
Cultural Property Advisory Committee--E/ZC.
System location:
Cultural Property Advisory Committee, United States Information
Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Current and former members of the Cultural Property Advisory
Committee. The Committee is comprised of experts in the international
sale of cultural property; experts in archaeology, anthropology,
ethnology or related fields; representatives of museums; and
representatives of the general public. They are private citizens
appointed by the President to three year terms.
Categories of records in the system:
Personnel, correspondence, travel. Incorporated therein are
curriculum vitae, correspondence between staff and members of the
Committee, travel and other documents generated during the members'
service on the Committee. Some documents are duplicated by other
agency elements, some are not.
Authority for maintenance of the system:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information relating to Committee members in this system is
used by the Committee staff. Also records may be used, on a need-to-
know basis, by USIA's administrative, personnel and security offices;
and, by the Director of USIA who may wish to make recommendations to
White House Personnel regarding appointments to the Committee.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is stored in file folders under individuals' names.
Retrievability:
Records are indexed alphabetically by individual name under three
separate categories: personnel; correspondence; and travel.
Safeguards:
Records are maintained in bar-lock file cabinets.
Retention and disposal:
Records are kept in active status as long as the Committee member
serves. Thereafter, the records become inactive but are maintained
until they are disposed of in accordance with the USIA disposition
schedules.
System manager(s) and address:
Executive Director, Cultural Property Advisory Committee (E/ZC);
USIA, 301 4th Street, SW, Washington, DC 20547.
Notification procedure:
Executive Director, Cultural Property Advisory Committee (E/ZC);
USIA, 301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547.
To request another individual's file the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Some information is obtained from individual Committee members,
some is staff/Agency generated, and some is obtained from the White
House.
Exemptions claimed for the system:
Not applicable.
USIA-9
System name:
Employee Statements of Financial Interest and Confidential
Statements of Employment and Financial Interest--GC.
System location:
Office of the General Counsel, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None for the system. However, some documents may be classified
confidential.
Categories of individuals covered by the system:
Experts or consultants, employees, paid at the Executive Schedule
level; employees classified at GS-13, and the Foreign Service
equivalent or above, who are in positions of responsibility for a
government decision or taking a government action in regard to: (1)
Contracting or procurement; (2) administering or monitoring grants or
subsidies; (3) regulating or auditing private or other non-Federal
enterprise; (4) required to report employment and financial interest
in order to avoid possible conflicts of interest.
Categories of records in the system:
Statements of personal and family shareholdings and other
interest in business enterprises; copies of blind trust and other
agreements pertaining to such interests; correspondence as to
insulation of control of conflicts of interests; opinions of counsel,
including recommendations on waivers.
Authority for maintenance of the system:
Executive Order (E.O.) 11222; 5 U.S.C. 7301; 18 U.S.C. 208;
Ethics in Government Act of 1948, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Review by Assistant General Counsel for possible conflict of
interest. Provide necessary reference information should allegations
of conflicts of interest arise. Also see Prefatory Statement of
General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in performance of their
official duties.
Information in Confidential Statements of Employment and
Financial Interest is not normally made available to individuals or
agencies outside USIA, but records may be released to other
government agencies who have statutory or other lawful authority to
maintain such information. Information in Statements of Financial
Interest is generally subject to public disclosure.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
Alphabetically by name and by Agency element or geographic area.
Safeguards:
Maintained in bar-lock cabinets.
Retention and disposal:
Disposed of six years after employee leaves a position in which a
statement is required.
System manager(s) and address:
General Counsel, USIA, 301 4th Street, SW, Washington, DC 02547.
Notification procedure:
General Counsel, USIA, 301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547.
To request another individual's Confidential Statement, the
requester must have a notarized signed statement from the individual
to whom the file pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
From the individual who filed the statement.
Exemptions claimed for the system:
Not applicable.
USIA-10
System name:
Legal Files--GC.
System location:
United States Information Agency (USIA), Office of the General
Counsel, 301 4th Street, SW, Washington, DC 20547.
Security classification:
None for the system. However, some documents may be classified
confidential.
Categories of individuals covered by the system:
Individuals who have filed grievances or discrimination
complaints; employees separated or considered for separation for
cause; officers selected out; individuals taking legal action against
the Agency or its employees; tort claimants and accident victims;
employees and related persons for whom legislative action is sought;
personal property loss claimants; employees and applicants raising
legal issues concerning rights or benefits.
Categories of records in the system:
Investigatory reports; litigation reports; pre-hearing and trial
prefatory material; evidence for discovery and submission to hearing
officers or courts; pleadings, briefs, transcripts, decisions and
other related documents.
Authority for maintenance of the system:
The Federal Records Act, as amended, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To represent the Agency in claims and other actions; to issue
legal opinions or determinations on further Agency action. Also see
Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
The principal users of this information outside the Agency are
the the U. S. Attorney's Office and other Administrative Tribunals,
the Department of Justice, Department of State, Office of Personnel
Management, Foreign Service Grievance Board and the Employee
Management Relations Committee.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
By the name of the individual and the nature of the legal action.
Safeguards:
Maintained in locked file cabinets.
Retention and disposal:
Records may be retained indefinitely or disposed of when no
longer useful or current.
System manager(s) and address:
General Counsel, USIA, 301 4th Street, SW, Washington, DC 20547.
Notification procedure:
General Counsel, USIA, 301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547.
To request another individual's Confidential Statement, the
requester must have a notarized signed statement from the individual
to whom the file pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Information provided by the individual and their attorneys or
representatives, and by employees of the Agency; information produced
in the processing of a claim, grievance, legal action or issue.
Exemptions claimed for the system:
Pursuant to 5 U.S.C. 552 a(k)(2) and (k)(5), all investigatory
material in the record which meets the criteria of these subsections
is exempted from the notice, access and contest requirements (under 5
U.S.C. 552a (c)(3), (d)(e)(1), (e)(4) (G), (H) and (I) and (f) of the
Agency regulations) in order for the Agency's legal staff to properly
perform its functions. See also 22 CFR 505.15.
USIA-11
System name:
Recruitment Records--GC.
System location:
Office of the General Counsel, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Applicants for legal and summer intern positions.
Categories of records in the system:
Inquiries from attorneys and law students seeking employment with
the Office of the General Counsel, resumes and responses to
inquiries.
Authority for maintenance of the system:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
For reference and screening of candidates for vacancies on the
Agency's legal staff.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the Agency, as may be required in the performance of
their official duties.
Information in these records is not normally made available to
individuals or agencies outside the USIA, although it may be released
to other agencies who have statutory or other lawful authority to
maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in the file folders.
Retrievability:
Filed alphabetically by name.
Safeguards:
Maintained in locked file cabinets.
Retention and disposal:
Records may be retained indefinitely or disposed of when no
longer useful or current.
System manager(s) and address:
Office of the General Counsel, USIA, 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Office of the General Counsel, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to the Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Unsolicited inquiries and job applications received from
individuals who are seeking employment with USIA's legal staff.
Exemptions claimed for the system:
Not applicable.
USIA-12
System name:
Privacy and Freedom of Information Acts Files--GC/FOI.
System location:
Office of the General Counsel, FOIA/PA Unit, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
Some documents may be classified Confidential, Secret and Top
Secret.
Categories of individuals covered by the system:
Individuals who have requested documents, records or other
information concerning themselves from the Agency pursuant to the
Privacy Act of 1974 (5 U.S.C. 552a) and the Freedom of Information
Act (5 U.S.C. 552).
Categories of records in the system:
Personal information that may be contained in reports, memoranda,
letters, or any other official or unofficial documents that are
relevant to the requests.
Authority for maintenance of the system:
5 U.S.C. 552a and 5 U.S.C. 552.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
For processing of requests received pursuant to the Privacy Act
and the Freedom of Information Act.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders and electronically.
Retrievability:
By name of individual or personal identifier.
Safeguards:
Records are under surveillance by authorized employees during
working hours and are stored in combination-lock cabinets and
combination-lock file rooms when not in use.
Retention and disposal:
Retired and destroyed in accordance with record disposition
schedules of the USIA.
System manager(s) and address:
Chief, FOIA/Privacy Act Unit, Office of the General Counsel,
USIA, 301 4th Street, SW, Washington, DC 20547.
Notification procedure:
Chief, FOIA/Privacy Act Unit, Office of General Counsel, USIA,
301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individual should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547. To request another individual's
file the requester must have a notarized signed statement from the
individual to whom the file pertains.
Contesting record procedures:
The right to contest records is limited to information which is
incomplete, irrelevant, incorrect or untimely. An individual may
contact the following official in order to request correction of or
amendment to the individual's records: Chief, FOIA/Privacy Act Unit,
Office of General Counsel, USIA, 301 4th Street, SW, Washington, DC
20547.
Record source categories:
Compiled as a result of requests under the Privacy Act and the
Freedom of Information Act.
Exemptions claimed for the system:
Certain records contained within the system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (c)(4) (G), (H), (I)
and (f). See 22 CFR 505.15.
USIA-13
System name:
Service Contributors--I/G.
System location:
U.S. Information Agency (USIA), 301 4th Street, SW, Washington,
DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Free-lance writers and translators who are available to USIA on
an intermittent, fixed-fee basis to perform services for the Agency
and authors of newspaper and magazine articles.
Categories of records in the system:
Copies of purchase orders issued to contributors; addresses,
phone numbers, specialities of contributors; data on number of time
contributors have been used and fees paid for services.
Authority for maintenance:
IAPR-191.103 issued under authority of 5 U.S.C., Chap. 3 and
Federal Property and Administrative Services Act of 1949 (Pub.L. 152,
81st Congress), as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Reference material used to select writers, as required, to
provide coverage of newsworthy events, such as interviews, with
foreign visitors and students, and coverage of conferences; used to
check on completion of assignment before payment for services is
approved; for office reference in identifying articles, locating
authors.
Information is made available on a need-to-know basis to
personnel of USIA as may be required in the performance of their
official duties.
Information in these files is not normally available to
individuals or agencies outside the Agency, but records may be
released to other government agencies who have statutory or other
lawful authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Purchase order paper records in file folders.
Retrievability:
By name and geographic location of the contribution; author files
maintained alphabetically by name.
Safeguards:
Maintained in locked file cabinets.
Retention and disposal:
Purchase orders retained for two years and then destroyed. Names,
addresses and phone numbers retained until contributor is no longer
available.
System manager(s) and address:
Executive Office, Press and Publications Services, USIA, 301 4th
Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Referrals by city editors of local newspapers; other free-lance
contributors; data on authors obtained from the newspaper or magazine
article in which the original article appeared, from the author
directly or from standard references such as ``Who's Who'' and
``Editor and Publisher.''
Exemptions claimed for the system:
Not applicable.
USIA-14
System name:
Speaker Databank/Name--I/T.
System location:
Office of Thematic Programs, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
American specialists and experts in a variety of fields who have
participated or been considered for participation in the Speaker/
Specialist Programs.
Categories of records in the system:
A typical file contains the following information on or about
speakers and prospective speakers in the Speaker/Specialist Program
administered by USIA: Biographic data including education and
professional experience, countries visited, travel dates, Grant
Authorization number and type, cost, fiscal year, correspondence
between the speaker and I/T, and communications between the Agency
and its overseas posts regarding the speaker's participation in the
program.
Authority for maintenance of the system:
Executive Order 11034, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Speakers Databank is maintained as a historical record of the
Speaker/Specialist Program. Both the Speaker Databank and the files
are used routinely by program development officers, program
assistants and clerical personnel in the daily conduct of the
Speaker/Specialist Program. They are occasionally consulted by other
Agency personnel for such purposes as preparing advance publicity on
speakers who will lecture abroad under USIA auspices.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The Speaker Databank is maintained on a personal computer. The
files are stored in individual folders by name and consist of the
types of information specified under ``Categores of Records.''
Retrievability:
Information can be retrieved from the Speaker Databank as needed.
File folders are indexed alphabetically by name.
Safeguards:
The files are kept in locked file cabinets, and when open during
office hours are always tended by one or more employees. Only
appropriate personnel are allowed to consult these files routinely.
Other Agency personnel interested are allowed to consult them only
for legitimate speaker recruitment activities. U.S. Government
personnel other than USIA very rarely seek access to these files.
When then do, they are asked to produce specific identification and
justification.
Retention and disposal:
These records are normally maintained for approximately three
years. Afterward, they are retired to the USIA archives for a period
of from 5-7 years.
System manager(s) and address:
Associate Director for programs, USIA, 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Associate Director for Programs, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Without significant exceptions, the information on individuals
maintained in these files has come from the individual concerned or,
occasionally, from others at the request of that individual.
Exemptions claimed for the system:
Not applicable.
USIA-15
System name:
Electronic Media Photographer--I/TEM.
System location:
Press and Publications Service, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Free-lance photographers and picture agents.
Categories of records in the system:
Personal data on free-lance photographers and picture agents such
as name, address, telephone number, prices charged for products and
services, specialities, availability of rights, evaluations of
previous USIA assignments and purchases.
Authority for maintenance of the system:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To select photographers for specific assignments; to acquire
existing pictures; for general photo research--all for use in the
Agency's overseas information program. Also see Prefactor Statement
of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA but records may be released to other government
agencies who have statutory or other lawful authority to maintain
such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Card file and paper records in file folders.
Retrievability:
Indexed alphabetically by individual name.
Safeguards:
Maintained in desk drawers and locked file cabinets.
Retention and disposal:
Records are maintained indefinitely.
System manager(s) and address:
Director, Press and publications Service, USIA 301 4th Street,
SW, Washington, DC 20547.
Notification procedure:
Director, Press and Publications Service, USIA, 301 4ht Street,
SW, Washington, DC 20547.
Record access procedures:
Request from individuals should be addresses to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
From the individual's concerned; from publications; photo
agencies, and photographer associations.
Exemptions claimed for the system:
Not applicable.
USIA-16
System name:
Employee Parking USIA--M/A.
System location:
Office of Administration, Bureau of Management, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Agency employees assigned USIA controlled parking spaces;
employees awaiting assignment of vacated parking spaces.
Categories of records in the system:
Names, office locations and telephone number of employees
assigned parking space; participants in carpools; records on
employees with physical handicaps and doctors or others to contact in
case of emergency; waiting list of employees desiring assignment of
official parking space.
Authority for maintenance of the system:
Code of Federal Regulations (41 CFR part 101) prescribing
regulations regarding the use of federally controlled parking spaces.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Assignment of parking space to Agency executives; to assure
fairness in the assignment of parking space to employees and to give
priority to the handicapped and to carpools. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel to the USIA as may be required in the performance of their
official duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records maintained in file folders and word processing
lists in mainframe computer system.
Retrievability:
By name of the employee.
Safeguards:
Maintained in bar-lock cabinets and computer access is password
controlled.
Retention and disposal:
Records destroyed three months after employee relinquishes
assigned parking space or is separated from the Agency. GRS-11.4(a).
System manager(s) and address:
Director, Office of Administration, United States Information
Agency (USIA), 301 4th Street, SW, Rm. 618, Washington, DC 20547.
Notification procedure:
Director, Office of Administration, United States Information
Agency (USIA), 301 4th Street, SW, Rm. 618, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing initial determination by the individual concerned appear in
22 CFR part 505.
Record source categories:
Information obtained from individuals concerned, and responses
generated by various Agency personnel.
Exemptions claimed for the system:
Not applicable.
USIA-17
System name:
Mailing Lists--M/ADM.
System location:
Office of Administration, Mail and Telephone Branch, United
States Information Agency (USIA), 301 4th Street, SW, Washington, DC
20547.
Security classification:
None.
Categories of individuals covered by the system:
USIA/USIA domestic and Foreign Service Officers; radio station
managers and technicians, foreign correspondents; American and
foreign diplomats; librarians; scholars; Members of Congress;
Information counselors of other Federal agencies and the military;
officers of international organizations; American journalists;
newspaper and magazine editors and publishers; public relations
officers; musicians; historians.
Categories of records in the system:
Records contain name, address, occupation, title and profession
of individuals who need to have access to, or have requested
information concerning: Agency publication; news pictures; reports on
current issues and other reports; messages for overseas distribution;
press releases; USIA Manual of Operations and Administration.
Authority for maintenance of the system:
Pub. L. 402.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Mailing lists are used by Agency elements to distribute printed
materials to Agency personnel who need access to such information in
the performance of their duties, and to members of the public listed
under Categories of Individuals Covered by the System as shown above
who have requested such information or who have a professional need
and interest in acquiring such information. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Computer database.
Retrievability:
By code number of the distribution list and the subject matter of
the printed material, and then by name arranged alphabetically.
Safeguards:
Computer Security System.
Retention and disposal:
Records of database are updated frequently.
System manager(s) and address:
Chief, Mail Branch, USIA, 301 4th Street, SW, Rm. 146,
Washington, DC 20547.
Notification procedure:
Chief, Mail Branch, USIA, 301 4th Street, SW, Rm. 146,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing initial determinations by the individual concerned appear
in 22 CFR part 505.
Record source categories:
From the individual concerned and from public documents such as
Congressional and professional directories and journals.
Exemptions claimed for the system:
Not applicable.
USIA-18
System name:
Official Travel Records--M/ADT.
System location:
Office of Administration, Travel and Transportation Branch,
United States Information Agency (USIA), 301 4th Street, SW,
Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Past and present USIA employees and private citizens who have
traveled under Agency auspices.
Categories of records in the system:
(a) Travel documents and correspondence relating to shipment and
storage of personal effects and automobiles; (b) records of active
passports and visa requests from foreign embassies; and (c) records
of temporary duty travel.
Authority for maintenance of the system:
Supplemental Appropriation Act of 1995, Pub. L. 663, S1331 (82
Congress) (31 U.S.C. 200); section 367, the Revised Statutes, as
amended, Anti-deficiency Act (31 U.S.C. 665).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by the staff of the Travel and Transportation Branch: (a) To
make payments for travel services provided. Agency travelers and the
packing and storage or shipment of their household effects and
automobiles; (b) to obtain passports and visas for Agency employees
and other Agency travelers; and (c) to prepare various reports on
Agency travel activities.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records maintained in file folders in Lektriever storage
file, loose leaf binders, and index cards. Computer files also
maintained for the shipment and storage of household effects.
Retrievability:
Indexed alphabetically by name.
Safeguards:
Passports and related material as well as all other classified
material are kept in bar-lock cabinets. Other records are kept in
unlocked files which are under surveillance of authorized employees
during the working day, and by security guards after official working
hours.
Retention and disposal:
Temporary duty travel authorizations are maintained for four
years and then sent to a Federal records center. Household effects
records are maintained for approximately seven years. Passport
records are kept for ten years for Agency employees and five years
for other travelers.
System manager(s) and address:
Chief, Travel and Transportation Branch, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Notification procedure:
Chief, Travel and Transportation Branch, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Travel request forms initiated by various Agency elements,
information regarding personal and household effects obtained from
the traveler and from carriers, and passport information received
from the Department of State's Passport Office.
Exemptions claimed for the system:
Not applicable.
USIA-19
System name:
Salary Computation Records--M/CB.
System location:
Office of the Comptroller, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Persons employed by the Agency during any past fiscal year and
the current fiscal year.
Categories of records in the system:
Bi-weekly liquidation abstract data; staffing patterns.
Authority for maintenance of the system:
Executive Order 10477 of August 1, 1953; Executive Order 10822 of
May 20, 1953, implementing section 2(s) of the Reorganization Plan No
8 of 1953; Budget-Treasury Regulation No. 1 (revised); The Economy
Act (31 U.S.C. 686), section 601; section 3679 of the revised
statutes as amended (31 U.S.C. 665).
Purpose(s):
For the use of the Program Support Branch only for salary
computations for Agency budget purposes.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
For the use of the Program Support Branch only for salary
computations for Agency budget purposes.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records maintained in files.
Retrievability:
By name of individual.
Safeguards:
1. Authorized users: Accounts analyst and supervisor.
2. Physical Safeguards: Security provided by surveillance of
authorized employees during working hours and by security guards
after working hours.
3. Procedural (or technical) safeguards: Access to records is
strictly limited to those staff members who have a need-to-know.
4. Implementation guidelines: USIA Manual of Operations.
Retention and disposal:
Retained until no longer needed.
System manager(s) and address:
Chief, Program Support Branch, Budget Operations Division, USIA,
301 4th Street, SW, Washington, DC 20547.
Notification procedure:
Chief, Program Support Branch, Budget Operations Division, USIA,
301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Office of Personnel Services; Agency's Payroll Department.
Exemptions claimed for the system:
Not applicable.
USIA-20
System name:
Employee Payroll and Retirement System--M/CF.
System location:
Office of the Comptroller, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Employees currently on Agency rolls (payroll); all employees on
Agency rolls (retirement).
Categories of records in the system:
Civil Service Retirement System, Foreign Service Retirement and
Disability System. Federal Employees Retirement System (FERS), and
Foreign Service Pension System; time and attendance records (domestic
employees only); master employee registers (domestic only); payroll
folders.
Authority for maintenance of the system:
Section 113 of the budget and Accounting Procedures Act of 1950,
as amended.
Purpose(s):
To assure proper salary payment to domestic Agency employees and
for reference regarding salary history; master record of domestic
employee accumulation of annual and sick leave, recording of employee
contributions to the Civil Service Retirement System and FERS;
recording of employee withholdings for transmission to Federal, State
and local taxing authorities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To assure proper salary payment to (domestic) employees and for
reference regarding salary history; master record of (domestic)
employee accumulation of annual and sick leave; recording of employee
contributions to the Civil Service Retirement, Foreign Service
Retirement and Disability, Federal Employees Retirement and Foreign
Service Pension Systems; to record and transmit on a biweekly basis
employee Thrift Savings Plan contributions to the Federal Retirement
Thrift Investment Board; recording of employee withholdings for
transmission to Federal, State and local taxing authorities.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
The principal users of this information outside the USIA are the
U.S. Treasury, the Office of Personnel Management, and the Director
General of the Foreign Service, U.S. Department of State. The
information may also be released to other government agencies who
have statutory or other lawful authority to maintain such
information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Time and attendance is maintained on 8\1/2\ x 11 time and
attendance sheets or electronically; retirement records are recorded
on 8\1/2\ x 11 cards and maintained in a file cabinet or on the
mainframe computer; the master employee register is a computer
report; payroll records are maintained in manila folders; overseas
pay cards are manually prepared or maintained as a computer report,
depending upon the facilities at various overseas locations.
Retrievability:
By the name of the individual employee (payroll); by name and/or
social security number (retirement).
Safeguards:
1. Authorized users: Limited access to staff members on a need
to-know basis.
2. Physical safeguards: Security provided by surveillance of
authorized employees during working hours and by security guards
after working hours.
3. Procedural (or technical) safeguards: Access to records is
strictly limited to those staff members who have a need-to-know.
4. Implementation guidelines: USIA Manual of Operations.
Retention and disposal:
Retirement records are forwarded to the Office of Personnel
Management for domestic employees, and the State Department for
foreign service employees, upon retirement, resignation or transfer
of employee. Payroll records are retired to Federal Records Center,
St. Louis, after three years.
System manager(s) and address:
Chief, Financial Operations Division, USIA, 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Chief, Financial Operations Division, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing initial determinations by the individual concerned appeal
in 22 CFR part 505.
Record source categories:
Various forms provided by individual and by USIA's Office of
Personnel, i.e., personnel action forms, payroll change forms,
Federal and State withholding exemption certificates, employee
allotment deduction forms, time and attendance sheets.
Exemptions claimed for the system:
Not applicable.
USIA-21
System name:
Records on Shipment of Effects, Unaccompanied Baggage and
Automobiles--M/CF.
System location:
Office of the Comptroller, Financial Operations, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Foreign service employees authorized to ship effects and
automobiles overseas at USIA expense.
Categories of records in the system:
Paper cards listing payments made to packers, carriers, etc., in
connection with shipment of effects, baggage and automobiles pursuant
to travel authorizations.
Authority for maintenance of the system:
31 U.S.C. 66a.
Purpose(s):
To determine if unauthorized charges were incurred due to excess
shipments, indirect routing or other reasons.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To determine if unauthorized charges were incurred due to excess
shipments, indirect routing or other reasons.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records maintained in tub file.
Retrievability:
Filed alphabetically by company name.
Safeguards:
1. Authorized users: Accounts analyst and supervisor.
2. Physical safeguards: Security provided by surveillance of
authorized employees during working hours and by security guards
after working hours.
3. Procedural (or technical) safeguards: Access to records is
strictly limited to those staff members who have a need-to-know.
4. Implementation guidelines: USIA Manual of Operations.
Retention and disposal:
Records destroyed four years after the fiscal year in which
shipment is authorized.
System manager(s) and address:
Chief, Financial Operations Division, USIA, 301 4th Street, SW,
Washington, DC 20547
Notification procedure:
Chief, Financial Operations Division, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing initial determinations by the individual concerned appeal
in 22 CFR part 505.
Record source categories:
USIA offices offering travel authorizations, travel vouchers
submitted by employees; invoices submitted by carriers for payment.
Exemptions claimed for the system:
Not applicable.
USIA-22
System name:
Travel Authorization Obligation File--M/CF.
System location:
Office of the Comptroller, Financial Operations Division, United
States Information Agency (USIA), 301 4th Street, SW, Washington, DC
20547.
Security classification:
None.
Categories of individuals covered by the system:
Individuals authorized to travel for which costs of travel are
chargeables to USIA appropriations.
Categories of records in the system:
Copies of travel authorizations and copies of paid vouchers and/
or abstracts or other documents relating to payments for authorized
travel.
Authority for maintenance of the system:
31 U.S.C. 66a.
Purpose(s):
To support recording of obligations of funds for travel; for
audit of travel and transportation vouchers prior to certification
and payment control to avoid duplicate payment of claims.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To support recording of obligations of funds for travel; for
audit of travel and transportation vouchers prior to certification
and payment; control to avoid duplicate payment of claims. Also see
Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper files maintained in file cabinets, tubs, or accordion
folders.
Retrievability:
By name, date and/or social security number; cross-reference to
travel authorization number filed by appropriation/allotment
chargeable.
Safeguards:
1. Authorized users: Limited to those staff members who have a
need-to-know.
2. Physical safeguards: Security provided by surveillance of
authorized employees during working hours and by security guards
after working hours.
3. Procedural (or technical) safeguards: Access to records is
strictly limited to those staff members who have a need-to-know.
4. Implementation guidelines: USIA Manual of Operations.
Retention and disposal:
Alphabetical copy of travel authorizations destroyed after 3
years after close of fiscal year in which issued. Folders destroyed
between 4 and 10 years after the close of the fiscal year, depending
upon the type of travel.
System manager(s) and address:
Chief, Financial Operations Division, USIA, 301 4th Street SW,
Washington, DC 20547.
Notification procedure:
Chief, Financial Operations Division, USIA, 301 4th Street SW,
Washington, DC 20547.
Record access procedures:T1
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing initial determinations by the individual concerned appeal
in 22 CFR part 505.
Record source categories:
Standard forms and Agency forms prepared in connection with
official travel by personnel.
Exemptions claimed for the system:
Not applicable.
USIA-23
System name:
Recruitment Record--M/HR.
System location:
Office of Human Services, United States Information Agency
(USIA), 301 4th Street, SW., Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Applicants for foreign service or domestic employment; applicants
for personnel or management intern positions; employees hired under
the worker-trainee program, individuals certified by the Office of
Personnel Management (OPM) for appointment consideration.
Categories of records in the system:
Employment application forms; resumes and replies to employment
inquiries; personnel security data forms; results of written
examination; notes on interviews by selection panels; records on
availability of job applicants; OPM employment certificates.
Authority for maintenance of the system:
44 U.S.C. 3101; FPM 333 Subchapter 1-1; FPM Chapter 713. FPM
Bulletin 713-31, FPM 332, Appendix B, FPM Chapter 731, FPM Chapter
732.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used for recruitment and evaluating employment applicants; to
determine Agency employment needs; evaluation of minority hiring
practices; selection of candidates for intern and other programs;
evaluation of progress of employees on worker-trainee programs;
monitor status of pre-employment security investigation. Also see
Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties. The principle users of this information outside the
USIA are the Office of Personnel Management, the Director General of
the Foreign Service, Department of State, accredited investigators;
and the Board of Examiners for the Foreign Service.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders:
Retrievability:
By name of the individual.
Safeguards:
Maintained in locked file cabinets.
Retention and disposal:
Records of successful employment candidates transferred to
official personnel folder; records of unsuccessful candidates
destroyed after two years; OPM certificates retained indefinitely;
security files destroyed after candidate is given security clearance;
other records retained indefinitely or disposed of in accordance with
Agency's internal regulations.
System manager(s) and address:
Chief, Employment Branch, Office of Human Services, USIA, 301 4th
Street, SW., Washington, DC 20547.
Notification procedure:
Chief, Employment Branch, Office of Human Services, USIA, 301 4th
Street, SW., Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Employment applicants; college transcripts and other recruitment
sources; test scores provided by testing Agency; notes prepared by
selection panels; the OPM; and the USIA Office of Security.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4) (G), (H), (I)
and (f). See 22 CFR 505.15.
USIA-24
System name:
Employment Requests--M/HRF and M/HRCO.
System location:
Office of Human Resources, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Certain individuals seeking employment with the Agency such as
Congressional referrals, referrals of Director, etc.
Categories of records in the system:
Letters, memos, resumes, recommendation, biographic Personnel,
for the purpose of soliciting employment with the Agency.
Authority for maintenance of the system:
The Federal Records Act, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To answer inquiries from Members of Congress regarding employment
opportunities for constituents; referrals to Agency elements for
qualification evaluations. Also see Prefatory Statement of General
Routine uses.
Information is made available on a need-to-know basis to
personnel to the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
By name of individual and month of response.
Safeguards:
Maintained in bar-lock file cabinets.
Retention and disposal:
Records retained until no longer useful, or until after two years
from date of submission, whichever is first. Records are destroyed by
burning.
System manager(s) and address:
Chief, Special Services Branch (M/DS), Domestic Personnel
Division, Office of Human Resources, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 02547.
Notification procedure:
Chief, Special Services Branch (M/PDS), Domestic Personnel
Division, Office of Personnel, USIA, 301 4th Street, SW, Washington,
DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Unsolicited information or referrals submitted to the Agency by
individuals seeking information on employment possibilities.
Exemptions claimed for the system:
Not applicable.
USIA-25
System name:
Employee Master Personnel Records--M/HRCS.
System location:
Office of Human Resources, United States Information Agency
(USIA), 301 4th Street, SW., Washington, DC 20547. Computer tape and
disc records are located in M/HRCS at same address.
Security classification:
None.
Categories of individuals covered by the system:
All Agency employees and reimbursables from other agencies.
Categories of records in the system:
Data on employee's work experience, assignments, promotions,
transfers, within-grade increases, personnel actions, commendations,
evaluations of work performance, medical information, training
certificates, home address, next-of-kin information, information
related to security clearance, suspense reports on various events,
such as appointment expiration dates, date probation ends, date
promotion eligibility, expiration of LWOP, etc.
Authority for maintenance of the system:
Executive Order 10561; FPM Chapter 291-93; 5 U.S.C. 13-2, 2951,
4118, 4308, 4506, FPM Chapter 713, Subchapter 3; Executive Order
14492; 44 U.S.C. 3101; FPM Chapter 732.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To prepare reports required by the Office of Personnel Management
(OPM), Congress and OMB; used by OPM and investigatory agencies to
verify employee statements on applications for employment with other
agencies; investigation of discrimination complaints; statistical
reporting to OPM on minority employment, handicap programs, and other
special programs; control of personnel ceilings; project and assess
personnel movement dynamics; conducting security checks and updating
security clearances; preparation of employee performance ratings and
evaluations; used by Selection Boards and Merit Promotion Panels to
determine whether employees should be recommended for promotion; used
for routine personnel management and administration. Also see
Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of USIA as may be required in the performance of their
official duties.
Principal users of this information outside USIA are: The Office
of Personnel Management (OPM); the Department of State; the Office of
Management and Budget (OMB); the General Accounting Office (GAO); and
personnel offices of other government agencies when an employee seeks
transfer or detail; accredited investigators.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Computer disc and magnetic tape; computer printouts, visual card
files, paper records in file folders.
Retrievability:
By employee name, agency element, employee identification number,
grade/class, tenure code, and other date elements.
Safeguards:
Computer files are stored internally in the computer or in locked
tape file cabinets and cannot be physically accessed except by
authorized personnel; paper files and card trays in metal cabinets
secured in a locked room; access controlled by ``sign out'' records;
computer access restricted to those with user identification and pass
words.
Retention and disposal:
Computer printouts destroyed by shredding or burning when new
listings are produced; computer tapes retained indefinitely; other
records retained until employee is separated, and then disposed of by
transfer to OPM, other employing agency, Federal Records Center, or
destruction as directed by internal agency regulations.
System manager(s) and address:
For paper or automated records--Chief, System Support Team (M/
HRCS), Office of Human Resources, USIA, 301 4th Street, SW.,
Washington, DC 20547.
Notification procedure:
Chief, System Support Team, M/HRCS, Office of Human Resources,
USIA, 301 4th Street, SW., Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Employee; employment application; official personnel records,
personnel action forms; administrative file; budget and personnel
authorizations; employees' supervisors; USIA Office of Security;
training officers and other officials involved in personnel
management.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e), (1), (e)(4) (G), (H),
(I) and (f). See 22 CFR 505.15.
USIA-26
System name:
Foreign Service Location File--M/HRF.
System location:
Foreign Service Lounge, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
All Agency foreign service employees and foreign service
retirees.
Categories of records in the system:
Foreign service employees' nature of assignment overseas;
position held, home address, address of next-of-kin, last home
address of retirees, if retired within last three years.
Authority for maintenance of the system:
The Federal Records Act, 44 U.S.C. 3101; Foreign Service Act of
1980, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by USIA officials to locate a Foreign Service employee;
inform next-of-kin in emergency situations.
Also see Prefatory Statement of GeneralRoutine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information maintained on 5 x 8 index cards in metal cabinets,
and in the limited access personnel computer database.
Retrievability:
By the Foreign Service employee's name.
Safeguards:
Records are under surveillance by authorized employee during the
working hours; in locked metal cabinets after hours.
Retention and disposal:
Locator information deleted when employee separates, except by
retirement, in which case computer files are maintained for three
years.
System manager(s) and address:
Chief, Foreign Service Personnel Division, USIA, 301 4th Street,
SW, Washington, DC 20547.
Notification procedure:
Chief, Foreign Service Personnel Division, USIA, 301 4th Street,
SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
From the officer concerned; copies of Personnel Action Forms (SF-
50); travel memos.
Exemptions claimed for the system:
Not applicable.
USIA-27
System name:
Foreign Service Selection Board Files--M/HRF.
System location:
Foreign Service Division, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
Confidential.
Categories of individuals in the system:
5 x 8 cards containing data such as name, class, specialty code,
position; date OER received by M/HRF; as appropriate, letters of
commendation or low-ranking and comments of the selection boards on
foreign service promotions contained in letter files.
Authority for maintenance of the system:
Foreign Service Act of 1946, as amended, sec. 611; 44 U.S.C. 3101
and Foreign Service Act of 1980.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Preparation of promotion and limited career extension projections
and Foreign Service Officer commissioning actions; used to monitor
and control receipt of Officer Evaluation Reports by M/HRF; used to
prepare files and other information for Selection Boards; maybe by
Agency's Equal Employment Opportunity Officer, or the Labor Relations
Branch (grievance examiners) in the event of an employee grievance.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties. The principal user of this information outside USIA
is the Director General of the Foreign Service, United States
Department of State.
The information may be released to other government agencies who
have statutory or other lawful authority to maintain such
information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper and card records are in file folders or metal card files.
Some material derived from these records has been computerized.
Retrievability:
Paper files manually retrieved by individual names and classes;
statistical material retrieved from computer base.
Safeguards:
Paper records maintained in locked file cabinets. Computer
material retrieval requires use of appropriate keys. This section
adequately describes all safeguards which are applicable to records
in the system, including the categories of employees who have access
to the records.
Retention and disposal:
Maintained during period of employment with the Agency; records
destroyed upon separation of the employee.
System manager(s) and address:
Executive Secretary for the Selection and Commissioning Boards,
Foreign Service Division, USIA, 301 4th Street, SW, Washington, DC
20547.
Notification procedure:
Executive Secretary for the Selection and Commissioning Boards,
Foreign Service Division, USIA, 301 4th Street, SW, Washington, DC
20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Reports of Selection Boards on the review of pertinent promotion
documentation such as officer evaluations; notification of personnel
action; foreign service professional experience profiles;
notification to officers of low ranking; materials submitted by
officers on their own behalf. All current record sources are included
and are correctly stated.
Exemptions claimed for the system:
Certain records contained in this system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4) (G), (H), (I)
and (f). See 22 CFR 505.15.
USIA-28
System name:
Career Counseling Records--M/HRF.
System location:
Office of Personnel Services, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Computer listing of work experience; biographic data; assignment
history date; education data; position data; grade; title; post of
assignment; date of employment; dependents' proposed position detail
to ``pipeline'' complement; roster of personnel available for
domestic assignments; notes of personnel discussions between
counselors and individual clients on preferences and other factors
bearing on assignments.
Authority for maintenance of the system:
The Foreign Service Act of 1980, as amended; 22 U.S.C. 4023.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by career counselors and personnel officers for assignment,
detail or rotation of Agency Foreign Service Officers, within USIA or
to other Federal agencies. Also see Prefatory Statement of General
Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Card records and paper records in file folders.
Retrievability:
By individual name, by date or place of assignment or both.
Safeguards:
Maintained in bar-locked file cabinets.
Retention and disposal:
Biographic data and personnel statistical data subject to update
periodically; old records destroyed by shredding when no longer
needed or when employee separates.
System manager(s) and address:
Career Counselors, Foreign Service Personnel Division (M/HRF),
USIA, 301 4th Street, SW, Washington, DC 20547.
Notification procedure:
Chief, Foreign Service Personnel Division (M/HRF), USIA, 301 4th
Street, SW, Washington, DC 20547.
Record access procedure:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Officer Evaluation Reports, Official Personnel File (OPF);
records of interviews and correspondence with officer, minutes of
meeting of the career management staff held to discuss assignment of
Foreign Service Officers.
Exemptions claimed for the system:
Not applicable.
USIA-29
System name:
Officer/Specialist Assignment Requests--M/HRF.
System location:
Foreign Service Personnel Division (M/HRF), United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Agency officers who have written or spoken to the Director,
Office of Personnel Services, regarding assignment preferences or
problems.
Categories of records in the system:
Letters, memos, and occasionally biographic data submitted by the
individual seeking particular assignments; written answers to
specific requests.
Authority for maintenance of the system:
The Federal Records Act, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used exclusively by the Director and the Deputy Director, Office
of Personnel Services, for discussion of assignments and officer
career interests.
Also see Prefatory Statement of General Routine Uses. Information
is made available on a need-to-know basis to personnel of the USIA as
may be required in the performance of their official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining , and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
By the name of the individual.
Safeguards:
Maintained in metal bar-locked file cabinets. System scheduled to
be automated.
Retention and disposal:
Usually retained until officer is assigned or for longer period
depending upon the assignment actions; destroyed when no longer
needed.
System manager(s) and address:
Chief, Foreign Service Personnel Division (M/HRF), USIA, 301 4th
Street, SW, Washington, DC 20547.
Notification procedure:
Chief, Foreign Service Personnel Division (M/HRF), USIA, 301 4th
Street, SW, Washington, DC 20547.
Record access procedure:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
From the officer requesting assignment consultation; replies of
the Director, Office of Personnel Services, to such requests.
Exemptions claimed for the system:
Not applicable.
USIA-30
System name:
Advisory, Referral and Counseling Records--M/HRL.
System location:
Office of Personnel Service, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
Confidential.
Categories of individuals covered by the system:
Employees with serious personal, job related or medical problems
such as alcoholism, drug abuse, or behavioral problems.
Categories of records in the system:
Confidential statements relating to specific problems.
Authority for maintenance of the system:
Pub. L. 91-616, section 201 (Comprehensive Alcohol Abuse and
Alcoholism Prevention Treatment and Rehabilitation Act of 1970); Pub.
L. 92-255, section 413 (Drug Abuse Treatment Act of 1972).
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
Used on occasion to provide necessary background to medical
personnel to arrange for medical examinations, treatment of
employees, or for in-house counseling purposes. The program is a
confidential resource within the Agency available voluntarily to
employees for assistance with personal or job related problems.
Employees are advised of rights, obligations as well as benefits
available; referrals of employees to professional resources within
the government and in the community; continuing on-the-job counseling
available.
Also see Prefatory Statement of General Routine Uses.
Without the express written consent of the employee, this
information is not available to other personnel of the USIA. The only
users of this information outside the USIA are appropriate medical
personnel of the Department of State and appropriate health
professionals in the community, only with the employee's consent.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
By the name of the individual.
Safeguards:
Records are maintained in a combination bar-locked cabinet at all
times, accessible only to the Advisory, Referral and Counseling
personnel.
Retention and disposal:
Records retained as long as individual is an employee of the
Agency; file destroyed by shredding when employee is separated, or
when ARCS personnel considers there is no need to retain file, or
when incumbent counselor is separated from the Agency; exceptions to
rules for retention can be made only with the concerned employee's
specific approval.
System manager(s) and address:
Director, M/HR, Office of Human Resources, USIA, 301 4th Street,
SW, Washington, DC 20547.
Notification procedure:
Chief, Policies and Services Staff (M/HRL), Office of Personnel
Services, USIA, 301 4th Street, SW, Washington, DC 20547.
Record access procedure:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Principally from the individual employee concerned; background
information provided by the person who initiates referral of the
employee, such as supervisors, union representatives, or medical
personnel.
Exemptions claimed for the system:
Not applicable.
USIA-31
System name:
Employee Grievance Files--M/HRL.
System location:
Office of Personnel, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
Security classification:
Sensitive--Unclassified.
Categories of individuals covered by the system:
Agency employees who have filed informal grievances or
complaints, or who have filed formal grievances for Agency level
review; employees for whom special disciplinary action is in process.
Categories of records in the system:
All documents necessary in the processing of a grievance or
special disciplinary actions, such as position descriptions,
performance evaluations, grievance investigation reports, special
investigation reports, OIG reports, Post Audit and Inspection Report;
statements of supervisors, witnesses, representatives of grievants;
arbitration awards, Foreign Service Grievance Board letters and
decisions; and miscellaneous housekeeping records.
Authority for maintenance of the system:
5 U.S.C. 1302, 3301, 3302, 7301; 22 U.S.C. 3901; 5 U.S.C. 7121;
44 U.S.C. 3101; Pub. L. 93-181; Agency's Manual of Operations and
Administration (MOA); FPM 511-Subchapter 6; FPM-- Letter 630-22; FPM
Chapter 335, 752, 831; Foreign Affairs Manual (3 FAM 660).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Investigation and resolution of employee grievances; to provide
information and documentation to the greivant's counsel or
representatives, Arbitrators, the Foreign Service Grievance Board,
Federal Appeals Board, United States Courts, and to Members of
Congress on the written request of the individual; to provide
information to the Agency's General Counsel in connection with the
processing of a grievance, an appeal, or an adverse action.
Information is also available on a need-to-know basis to personnel of
the USIA in the performance of their official duties. The principal
users of this information outside the USIA are: The Office of
Personnel Management (OPM); Department of Justice; other government
agencies which have statutory or legal authority to access or
maintain such information. Also see Prefatory Statement of General
Routine Uses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders, filed alphabetically, and stored
in metal cabinets with bar-locks.
Retrievability:
Alphabetically by name of individuals.
Safeguards:
Authorized users--personnel of the USIA on a substantial need-to-
know basis and in the performance of their official duties, e.g.,
General Counsel staff, Labor Relations Officers (grievance examiners
and investigators); ``deciding officials'' (under negotiated or
Agency Grievance Procedures); members of the Foreign Service
Grievance Board and Staff; grievants and representative of grievants.
Physical safeguards: Documents classified in the national
security interest pursuant to E.O. 12958, thus the files are afforded
a high level of protection against unauthorized access. Security
guards perform random checks on the physical security of the files
data.
Procedural safeguards: Access to records is strictly limited to
those staff members with substantial need-to-know, who have been
thoroughly indoctrinated on Privacy Act provisions and requirements.
Staff members are also responsible for protecting grievance records
from the general public entering the grievance office areas.
Implementation guidelines: Safeguards implemented are developed
in accordance with ``Access to and Protection of Records on
Individuals,'' USIA MOA V-A (Domestic), Sections 560-565.
Retention and disposal:
Records are maintained in the active file for 3 years or until no
longer needed; records removed from the ``active files'' are stored
in metal file cabinets, bar-locked, and in a secure, locked room with
controlled access.
System manager(s) and address:
Chief, Labor Relations Staff (M/HRL), Office of Human Resources,
USIA, 301 4th Street, SW, Washington, DC 20547.
Notification procedure:
Office of Human Resources, USIA, 301 4th Street, SW, Washington,
DC 20547.
Record access procedure:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
Part 505.
Record source categories:
Individual employee concerned, Agency officials, testimony of
witnesses, employee's representative, relevant documents.
Exemptions claimed for the system:
Certain records in the system may be exempted from 5 U.S.C. 552
(a), (c)(3), (d), (e)(1), (e)(4), (G), (H), (I), and (f). See 22 CFR
505.15.
USIA-32
System name:
Incentive Awards File--M/HRL.
System location:
Office of Human Resources, Civil Service Division, Operations
Team, United States Information Agency (USIA), 301 4th Street, SW,
Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Employees who are nominated for Special, Honor, Unit, Cash or
other incentive awards; employees who are to receive Length-of-
Service Certificates.
Categories of records in the system:
Nomination forms or narratives; copies of award certificates with
citations; cards containing name, award, and date awarded.
Authority for maintenance of the system:
3 FAM 640; 5 CFR part 451; FPM Chapter 451; MOOA V-A/B 570.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used only by awards staff selection committee and approving
officials to process and record nominations and for presentation of
incentive and length of service awards; used to prepare annual
statistical reports for the OPM. Also see Prefatory Statement of
General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Temporary paper records in file folders.
Retrievability:
Manually by name and/or type of award.
Safeguards:
File folders maintained in locked file cabinets.
Retention and disposal:
Record cards, a copy of the award nomination and the award
certificate, if one was issued, are maintained indefinitely.
System manager(s) and address:
Office of Human Resources, civil Service Division, Operations
Team, United States Information Agency (USIA), 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Chief, Labor, Policies and Benefits Staff, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Nominations; supervisors; official personnel folders; awards
committee and approving officials.
Exemptions claimed for the system:
Not applicable.
USIA-33
System name:
Retirement and Insurance Records--M/HRL.
System location:
Office of Human Resources, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
None for the system. Treated as privacy sensitive.
Categories of individuals covered by the system:
USIA employees in retirement processing, approaching mandatory
retirement, or actually retired from USIA. (Contact VOA/P for VOA
employees.)
Categories of records in the system:
Retirement service history (USIA only); computer listings of: (1)
Persons retiring mandatorily; (2) persons who are projected to retire
within 5 years. Lists give name, date of birth, service computation
date, grade/step, salary, location code, and retirement code.
Authority for maintenance of the system:
From Supplement 830-1; 3 FAM 670; Federal Records Act of 1950, as
amended, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Processing retirement applications and counseling prospective
retirees on annuities and other benefits. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in individual file folders.
Retrievability:
Manually by name of employee.
Safeguards:
Maintained in locked file cabinets.
Retention and disposal:
Employee retirement files retained indefinitely. After
retirement, retained one year and then destroyed since records
transferred to the retirement system. Old computer listings destroyed
when updated; individual retirement computation worksheets filed in
employee's retirement file.
System manager(s) and address:
Senior Benefits Officer, Labor Policy and Benefits Division (M/
HRL), Office of Human Resources, USIA, 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Chief, Labor Policy and Benefits Division, Office of Human
Resources, USIA, 301 4th Street, SW, Washington, DC 20547.
Record access procedure:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Employees; Official Personnel File; supervisors; Agency's payroll
and leave office; appropriate retirement systems of the Office of
Personnel Management, or Department of State.
Exemptions claimed for the system:
Not applicable.
USIA-34
System name:
Senior Officer Files--M/HRL.
System location:
Office of Human Resources, United States Information Agency
(USIA), 301 4th Street, SW., Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Employees in grades GS-14, 15, 16, 17, 18 and Foreign Service
Officer Class equivalents.
Categories of records in the system:
Biolographical, professional and experience information on
employees nominated for senior level positions, position descriptions
and position evaluations.
Authority for maintenance in the system:
FPM 305, Supp. 305-1, FPM-300, Subchapter 3.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Reference material for the Director's staff, element heads and
personnel officers; placement of high level employees in proper
management positions and to ensure their consideration for vacancies
governmentwide; used by personnel officers for personnel management
functions; requested from time to time by OPM, and OMB, and Congress
for position control of supergrade employees. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties. The principal users of this information outside the
USIA are: The Office of Personnel Management (OPM); the Office of
Management and Budget (OMB); the Congress; personnel officers in
other government agencies as a result of a transfer or potential
transfer of the individual to whom the record pertain.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
By name and grade of individual, or combinations of name and
grade
Safeguards:
Maintained in locked file cabinet.
Retention and disposal:
Records maintained indefinitely, or until employee is separated,
at which time pertinent information is filed in the Official
Personnel File; all other material is destroyed as provided in Agency
internal regulations.
System manager(s) and address:
Chief, Domestic Personnel Division, USIA, 301 4th Street, SW.,
Washington, DC 20547.
Notification procedure:
Chief, Domestic Personnel Division, USIA, 301 4th Street, SW.,
Washington, DC 20547.
Record access procedures:
Request from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Official Personnel Files; from the employee; element heads;
position classifiers.
Exemptions claimed for the system:
Not applicable.
USIA-35
System name:
Solicitation Mailing List Application--M/K.
System location:
Office of Contracts, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Prospective government contractors and Agency contractors.
Categories of records in the system:
Information is contained on a standard form which requests the
individual's name and address, type of business, number of employees,
average annual sales or receipts, facilities (space), net worth,
security clearances held, and a certification of the accuracy of the
information provided on the form.
Authority for maintenance of the system:
Federal Acquisition Regulation (48 CFR 14.205-1(c) and
53.214(e)).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To prepare the Agency's Solicitation Mailing List and for use of
contracting specialists to determine adequacy of facilities, and
financial responsibility of prospective contractors. Also see
Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
The principal user of this information outside the USIA is the
General Services Administration.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information included on Standard Form 129 is entered in an
automated procurement information software system. The SF-129 hard
copies are destroyed.
Retrievability:
By the name of the individual.
Safeguards:
1. Authorized users: Contracting personnel and other authorized
Agency personnel.
2. Physicial safeguards: Records are stored now automated in the
procurement information software system.
3. Procedural safeguards. All users of the information stored in
these systems protect the information from public view and
unauthorized personnel. Data stored in computers are accessed through
the use of passwords known only to authorized personnel.
4. Implementation guidelines: USIA Manual of Operations and
Administration (MOA) III-500; Records Management Handbook (Domestic)
Section 560-565.
Retention and disposal:
A routine update of information is conducted approximately every
3 years. Outdated information is disposed of internally.
System manager(s) and address:
Director, Office of Contracts, USIA, 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Director, Office of Contracts, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Information provided by individuals, companies and corporations.
Exemptions claimed for the system:
Not applicable.
USIA-36
System name:
United States Information Agency (USIA) Procurement Personnel
Information System--M/K.
System location:
Office of Contracts, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
USIA employees involved with procurement activities.
Categories of records in the system:
Names, office, position title, series and grade, service
computation date, position description, education, training,
experience, professional recognition, career objectives.
Authority for maintenance of the system:
Authority for this system is derived from the Federal Records
Act, 44 U.S.C. 3101, and Federal Acquisition Regulation, subpart 1-6.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Identification of employees who have met standards of experience,
education, and training for appointment as Contracting Officers and
to analyze procurement system performance such as functional
placement, system training needs, and workforce size. Information is
available to personnel of the USIA as may be required for performance
of official duties. Information on individual will not normally be
available outside the USIA as it falls within the expected guidelines
of the Privacy Act (PA).
Also see Prefatory Statement of General Routine Uses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
All information will be maintained in a paper hard copy file
which will be automated as soon as possible.
Retrievability:
Records are retrieved by name, office, series and grade.
Safeguards:
1. Authorized users: Office of Contracts personnel.
2. Physical safeguards: Files are maintained in a locked file
cabinet. During non-duty hours the room is locked.
3. Procedural safeguards: All users of personal information in
connection with the performance of their jobs protect information
from public view and from unauthorized personnel entering into the
office. Access to records is strictly limited to the Office of
Contract Personnel.
4. Implementation guidelines: USIA Manual of Operations and
Administration (MOA) III-500, Records Management Handbook (Domestic)
Section 560-565.
Retention and disposal:
Files will be retained as long as the individual remains an
employee of the USIA, and will be destroyed upon the employee's
separation.
System manager(s) and address:
Director, Office of Contracts, USIA, 301 4th Street, SW,
WAshington, DC 20547.
Notification procedure:
Director, Office of Contracts, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Information is provided by the individual concerned.
Exemptions claimed for the system:
Not applicable.
USIA-37
System name:
Employee Training Files--M/PT.
System location:
Training and Development Division, Office of Human Resources,
United States Information Agency (USIA), 330 C Street, SW,
Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Agency employees receiving training: Workshops, language,
lectures, or seminars, university or service colleges, personnel and
management interns.
Categories of records in the system:
Employee training applications, biographic data, educational
background, record of training received by the Agency, outline of
training program, performance evaluation extracts; language
proficiency and test scores, course grade, and employee's evaluation
of training courses.
Authority for maintenance of the system:
Pub. L. 85-507, 72 Stat. 335, Reorganization Plan No. 8 of 1953,
22 U.S.C. 1461, 67 Stat. 642, Pub. L. 79-724, Foreign Service Act of
1980, as amended, FPM 410, Subchapter 3.
Purpose(s):
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Background material used to determine eligibility for training;
assignment and progress in language courses; used by career
counselors to determine training needs; justification of training
reports and record-keeping; evaluation of intern training and
potential for job growth; used to evaluate and select lecturers for
agency workshops or seminars; preparation of reports to Congress and
other government agencies on training provided and costs, as well as
projected training needs and costs. Also see Prefatory Statement of
General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties. The principal users of this information outside the
USIA are: The Office of Personnel Management (OPM); personnel
officers in other government agencies as a result of transfer of the
individual to whom the records pertain; other agencies considering
employees for detail purposes; accredited investigators.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records stored in file folders. Computer records stored on
magnetic tape or disc.
Retrievability:
Manually retrieved by name, by computer generated lists of
training statistics or by training course title.
Safeguards:
1. Authorized users: Access to files is limited to only
authorized USIA individuals having a substantiated need for the
information.
2. Physical safeguards: All files are maintained in locked
cabinets during non-duty hours and are protected by office personnel
when being used during duty hours.
3. Procedural safeguards: All users of personal information in
connection with the performance of their jobs protect information
from public view and from unauthorized personnel entering an
unsupervised office. Access to records is strictly limited to those
staff members trained in accordance with the Privacy Act.
4. Implementation guidelines: Privacy Act guidelines covered in
the USIA Manual of Operations and Administration (MOA) are strictly
observed.
Retention and disposal:
Training records maintained until employee is separated, at which
time records are included with official personnel folder, other
records are included with official personnel folder, other records
are retained indefinitely or until no longer needed; budget records
and cost statistics retained indefinitely.
System manager(s) and address:
Chief, Training and Development Division (M/PT), Office of Human
Resources, USIA, 330 C Street, SW, Washington, DC 20547.
Notification procedure:
Chief, Training and Development Division (M/PT), Office of Human
Resources, USIA, 330 C Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
The employee; employment applications; official personnel
records; personnel action forms; personnel officers; training
officers and other officers involved in personnel management;
supervisors; training records; application for training; trainee
evaluation of courses.
Exemptions claimed for the system:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e) (4)(G), (H), (I),
and (f). See 22 CFR 505.15.
USIA-38
System name:
Personnel Security and Integrity Records--M/S.
System location:
Office of Security, Untied States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547. Retired records stored at
Washington National Records Center, 4205 Suitland Road, Suitland,
Maryland 20409.
Security classification:
Most records are unclassified, but include records classified
confidential, secret and top secret.
Categories of individuals covered by the system:
All persons currently or formerly employed by USIA, within the
last five years in the United States; all Americans currently or
formerly employed by USIA in other countries; some but not all
foreign nationals currently or formerly employed in other countries;
some but not all persons currently or formerly used under contract,
both in the United States and in other countries; some persons whose
services are or were otherwise utilized by USIA, whether compensated
or not; some former applicants who were not employed; some
prospective spouses of USIA employees; some other persons who were
significantly identified with persons whose services were at one time
utilized or considered in one or more of the capacities described
herein; some persons who were significantly involved in non-security
related administrative inquiries conducted by M/S; some persons of
counterintelligence interest whose names appeared in the press, or
are contained in documents furnished by other agencies of the U.S.
Government.
Categories of records in the system:
Application and security forms provided by subject of records;
reports of investigation conducted by M/S, and by other Government
agencies; Personnel Security Worksheet Records evaluating
investigative material; security clearance and security certification
forms; intra-office, intra-Agency and inter-agency correspondence
relating to investigations security and suitability determinations,
and administrative matters; correspondence to and from Federal law
enforcement and counterintelligence agencies; correspondence to and
from state and local law enforcement jurisdictions, credit bureaus,
private employers, schools, and individuals relating to investigative
inquiries; records regarding briefings and debriefings, security
certifications to other agencies, contact reports, and security
violations; photographs, Cross Reference Sheets, and Records of
Release of Information; records from Security Identification Card
System (USIA-39) concerning former employees; not all files, however,
contain all of the above elements.
Authority for maintenance of the system:
The authority of M/S to collect and maintain security data is
based on section 1001 of the U.S. Information and Education Act of
1948, 62 Stat. 13, 22 U.S.C. 1434, as amended, 66 Stat. 43 (1952);
Reorganization Plan No. 8 of 1953, 67 Stat. 642; Executive Order
10477 of August 1, 1953, as amended; the Act of August 26, 1950, 64
Stat. 476; 5 U.S.C.A. 3571, 7312, 7501, 7412 and 7532; Executive
Order 10450 of April 27, 1953, as amended; Executive Order 10450 of
April 27, 1953, as amended; Executive Order 12048 of March 27, 1978;
the Act of August 24, 1982, 96 Stat. 291, and Executive Order 12968
of August 2, 1995 and Executive Order 12958 of April 17, 1995, the
authority of M/S to collect and maintain certain administrative data,
as an investigative arm of the USIA is based on 22 U.S.C. 1494; the
Foreign Service Act of 1946, sec. 611; Reorganization Plan No. 8;
Executive Order 10477, and 5 U.S.C. Chap. 33.
Purpose(s):
To collect and maintain record information necessary to make
security and suitability determinations regarding applicants for
employment with and employees of the USIA; make security
determinations regarding the advisability of assigning certain
employees to certain areas of the world, or to certain positions
within the USIA domestically; make security determinations regarding
the advisability of certain promotions, as required by USIA
regulations; make determinations regarding the advisability of
granting employees special clearances, as required for certain jobs;
make determinations regarding the effect on an employee's security
clearance of marriage to a non-U.S. citizen; make determinations
whether certain non-citizen employees of USIA abroad should be
granted security certification; disclose information to the Office of
Inspector General as necessary for that office to carry out its
investigative and other responsibilities; disclose information to
certain officials of the Office of Personnel and other USIA elements,
as necessary for them to make required decisions.
Records are used by the Director and Deputy Director of M/S as
reference in contacts and correspondence with USIA Director, Deputy
Director, General Counsel, Associate Directors, and other Agency
officials when necessary to resolve specific personnel security
matters.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Data may be disclosed to Foreign Service Board of Examiners as
necessary to determine qualifications and suitability of an
applicant; data may be disclosed to the Department of State, Office
of Medical Services, as necessary to determine whether applicant or
employee should be granted or retain medical clearance; data may be
disclosed to other Government agencies as necessary for those
agencies to determine whether employees should be granted special
clearances required in connection with USIA duties; relevant data may
be disclosed in advising duly authorized security officers of other
agencies of significant security information in the file of a USIA
employee or applicant; relevant data may be disclosed in advising the
Office of Personnel Management that significant security or
suitability information was developed or obtained regarding an
applicant or employee; USIA investigative material having counter-
intelligence significance may be disclosed to other U.S. Government
agencies with responsibilities in that area; records may be used by
the Director of M/S in correspondence and contacts with officials of
other Government agencies when it becomes necessary to inform them of
information available to the USIA Office of Security.
Also see Prefatory Statement of General Routine Uses.
Data may be disclosued to the appropriate Office of Human
Resources/Personnel employees for making employment suitability
determinations.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records kept in file folders.
Retrievability:
By name of individual to whom record pertains, and number
assigned (chronologically) to each file. Names are filed
alphabetically in card index, and index cards provide file numbers.
Safeguards:
1. Authorized users: Employees of the Records Management Unit,
and all other employees of M/S, with the exception of Guard Staff.
2. Physical safeguards: Files are maintained in a secure room
which during duty hours is staffed by Records Unit personnel. Room is
locked and alarmed during non-duty hours. Files in possession of
other authorized users are kept in approved safe or locked cabinets
when not in use and during non-duty hours. Entire building is secured
during non-duty hours, and security guards patrol.
3. Procedural (or technical) safeguards: Records Management Unit
personnel furnish files to other authorized users in exchange for
properly executed ``Chargeout Record'' form. Records Management Unit
is provided properly executed ``Recharge'' form if file is passed
from one authorized user to another. All personnel having routine
access to records have appropriate security clearances, and
need-to-know.
4. Citation of implementing guidelines: Volume 12, Foreign
Affairs Manual, Chapter 500, Executive Order 12958, and the Privacy
Act of 1974 (5 U.S.C. 552a). Top secret records are maintained
separately in accordance with provisions of 12 FAM 500.
Retention and disposal:
Files pertaining to employees, contractors, and others whose
relationship with USIA required a security clearance or certification
may be transferred to Washington National Records Center after
individual leaves Agency. Records may be destroyed upon notification
of death or not later than five years after separation or transfer of
employee or termination of contract, whichever is applicable. Files
pertaining to unsuccessful applicants may be transferred to
Washington National Records Center 120 days after non-selection, and
destroyed ten years after date of last action; index and cross-index
cards may be destroyed as files are destroyed. All destruction under
appropriate security controls.
System manager(s) and address:
Director, Office of Security, USIA, 301 4th Street., SW,
Washington, DC 20547.
Notification procedure:
Director, Office of Security, USIA, 301 4th Street, SW.,
Washington, DC 20547. Provide full name, name(s) used while
affiliated with or an applicant to USIA, and date and place of birth.
Record access procedures:
Persons requesting access should furnish full name, including
name(s) while affiliated with or when applicant was with USIA, date
and place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit,
USIA, 301 4th Street, SW., Washington, DC 20547. To request another
individual's file, the requester must have a notarized signed
statement from the individual to whom the file pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505. The right to contest records is limited to information
which is incomplete, irrelevant incorrect or untimely.
Record source categories:
Biographic and personal history information furnished voluntarily
by the subject individual on application and security forms; the
subject individual during personal interviews; reports of
investigation conducted by M/S; reports of investigation conducted by
the Office of Personnel Management, Department of State, Federal
Bureau of Investigation and other Government agencies; other Federal
agencies, state and local law enforcement agencies, credit bureaus,
current and former employers, supervisors, co-workers, schools,
teachers, rental and real estate agencies, landlords, neighbors,
references and other acquaintances; records of professional
organizations, baptismal records and medical records;
counterintelligence reports relating to USIA interests which are
furnished by other Federal agencies; various public records and
indices such as those produced by committees of Congress; other
elements of USIA; employees of USIA, employees of other Government
agencies, nongovernment entities, and members of the public at large
who occasionally furnish information to M/S in the interests of
national security or the integrity of the Federal service;
photographs from Security Identification Card File (USIA-39).
Exemptions claimed for the system:
Records in this system of the types described in 5 U.S.C.
552a(k)(1), (k)(2) and (k)(5) may be exempted from 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I) and/or (f).
See 22 CFR 505.15.
USIA-39
System name:
Security Identification Cards and Automated Access Control
Files--M/S.
System location:
Office of Security, United States Information Agency (USIA), 301
4th Street, SW., Washington, DC 20547.
Security classification:
All records are unclassified.
Categories of individuals covered by the system:
Current employees of USIA, some contractors, members of advisory
committees, student interns, and persons on detail from other
Government agencies.
Categories of records in the system:
Identification card and related information including full face
photograph, electronic signature, social security number, date of
birth, access code(s), citizenships code, department, position
sensitivity, security clearance, M/S file number (USIA-38),
authorized access in USIA buildings.
Authority for maintenance of the system:
Executive Order 10450 dated April 27, 1953, as amended, and
Executive Order 12968 dated April 2, 1995, and Executive Order 12958
of April 17, 1995.
Purpose(s):
Provide positive identification of employees, contractors and
others for entry into and movement within USIA premises.
Provide photographs for use by the Office of Public Liaison and
other USIA elements having official need for visual identification
records.
Provide photographs to employees for other official uses. Provide
automated records of access to select areas/facilities within USIA
buildings.
Routine uses of records mainTtained, including categories of users
and the purposes of such uses:
Employees may use identification cards to verify USIA employment
when seeking entry to other U.S. Government agencies with which they
have official business.
Disclosure may be made to other Government agencies having
statutory authority or other lawful authority to receive such
information.
Also see Prefatory Statement of General Routine Uses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
All records are stored in electronic form on magnetic tape.
Retrievability:
Name, social security number, ID card number, and any combination
of search criteria formed from other related fields (see Categories
of Records in the System) which are met.
Safeguards:
1. Authorized users: Access is limited to employees of the
Physical Security Division and authorized investigative personnel.
2. Physical safeguards: Records database and photographs are
stored in locked room with limited access during duty hours. During
non-duty hours, the room is locked and alarmed.
3. Procedural (or tchnical) sfeguards: Electronic records are
safeguarded from unauthorized disclosure/modification through use of
physical access controls and ID/password usage.
Retention and disposal:
Records remain in system as long as person to whom they pertain
is employed by or affiliated with USIA. Records of all former
employees and persons with past affiliations are retained in their
electronic format for five years. All destruction is accomplished
under appropriate security controls.
System manager(s) and address:
Chief, Physical Security Division, Office of Security, USIA, 301
4th Street, SW, Washington, DC 20547.
Notification procedure:
Chief, Physical Security Division, Office of Security, USIA, 301
4th Street, SW, Washington, DC 20547.
Record access procedures:
Persons requesting access should furnish full name, date of
birth, present mailing address (including zip code), and telephone
number to the Chief, FOI/Privacy Act Unit, USIA, 301 4th Street, SW,
Washington, DC 20547. Documentary proof of identity may be required
if there is reason to question whether the requester is the subject
of the record.
Subject of record may request an accounting of disclosures.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505. The right to contest records is limited to information
which is incomplete, irrevelant, incorrect or untimely.
Record source categories:
Personnel Security and Integrity Records (USIA--38), photographs,
and access control readers.
Exemptions claimed for the system:
Not applicable.
USIA-40
System name:
Locator Online System--M/TN.
System location:
Office of Technology, Networks and System Support Division,
United States Information Agency (USIA), 301 4th Street, SW,
Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Past and present domestic employees of USIA.
Categories of records in the system:
Locator file prepared for each domestic employee, containing the
name, social security number, office location, telephone number, home
address and telephone number of person to contact in case of
emergency.
Authority for maintenance of the system:
USIA's Manual of Operations and Administration, part II 495.1.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To assist USIA elements and others in locating employees; basic
input source for telephone directory; also see Prefatory Statement of
General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Material maintained in computer file.
Retrievability:
Filed alphabetically by name, sorted as active and inactive.
Safeguards:
Files maintained by Telephone Office with safeguards.
Retention and disposal:
Files retained for one year after departure of employee and
disposed by deleting.
System manager(s) and address:
Chief, Communications Branch, USIA, 301 4th Street, SW,
Washington, DC 20547
Record access procedures:
Persons requesting access should furnish full name, including
names(s) while affiliated with or when applicant was with USIA, date
and place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit,
USIA, 301 4th Street, SW, Washington, DC 20547. To request another
individual's file, the requester must have a notarized signed
statement from the individual to whom the file pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
The individual on whom information is maintained.
Exemptions claimed for the system:
Not applicable.
USIA-41
System name:
Office of Civil Rights Complaint Files--OCR.
System location:
Office of Civil Rights, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Any grieved employee with USIA who believes she or he has been
discriminated against because of race, color, religion, sex, national
original, age, and/or handicap, or retaliated against for having
filed a previous compliant of discrimination, and who has consulted
with an Office of Civil Rights Counselor of the Agency or a member of
the OCR staff about the matter.
Authority for maintenance of the system:
42 U.S.C. 2000e-16; 29 U.S.C. 633a; 29 U.S.C. 206(d).
Purpose(s):
To record actions taken, with verifying statements, regarding
employees' and employment applicants' complaints of discrimination.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Principal users of this information outside the Agency are the
Department of Justice and the Merit Systems Protection Board. The
information may also be released to other government agencies having
statutory or other lawful authority to maintain such information.
Information is made available on a need-to-know basis to
personnel of the Agency as may be required in the performance of
their official duties. Also see Prefatory Statement of General
Routine Uses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Partially automated system. Most information is stored in paper
folders; however, some is also maintained on computer disks.
Safeguards:
Access is limited to OCR staff and contract EEO investigators.
Records are stored in cabinets with bar locks. Files are not removed
from the OCR office; however, copies are provided to complainant and/
or complainant representative, and may be provided to authorized
government agencies. Computer-stored data is accessed by use of
password known only to OCR officials. Maintained as per USIA MOA, V-A
(Domestic), Sections 560-565.
System manager(s) and address:
Director, Office of Civil Rights, USIA, 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Director, Office of Civil Rights, USIA, 301 4th Street, SW,
Washington, DC 20547.
The individual must furnish name, status (current or former
employee, applicant, etc.), reason for inquiry, address and telephone
number, and social security number.
Record access procedures:
Persons requesting access should furnish full name, including
name(s) while affiliated with or when applicant was with USIA, date
and place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit,
USIA, 301 4th Street, SW, Washington, DC 20547. To request
individual's file, the requester must have a notarized signed
statement from the individual to whom the file pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Personal interviews, affidavits, USIA Personnel and Employment
Records and Procedures. Transcript of Hearings, and related
correspondence.
Exemptions claimed for the system:
Not applicable.
USIA-42
System name:
Office of Civil Rights General Files--OCR.
System location:
Office of Civil Rights, United States Information Agency (USIA),
301 4th Street, SW., Washington, DC 20547.
Security classification:
Some documents may be classified confidential.
Categories of individuals covered by the system:
Employees of the Agency, applicants for positions in the Agency,
organizations and institutes of higher education applying for grants
from the Agency, recruitment contacts, prominent individuals who may
be appropriate contacts for promotion panels, speakers, Amparts,
electronic media experts, and other individuals with whom the office
is in contact, such as contractors and consultants.
Categories of records in the system:
Copies of applications, resumes, correspondence and
bibliographical information regarding the individuals covered by the
system, including memoranda to the files of employees covered by the
system, who seek career counseling. General administrative files,
including those dealing with travel, budget, training and personnel
matters. Various affirmative action plans, correspondence with Agency
officials, and others such as correspondence with other agencies and
individuals requesting information. Chron files and historical files
outlining a variety of actions taken by the office and others in the
area of EEO and Civil Rights. Computer generated lists of employees,
and statistical studies of various parts of the Agency. Medical
records of applicants and employees with disabling conditions and
compliance records containing information about the EEO status of
Agency grantee organizations and action taken on their applications.
Authority for maintenance of the system:
29 CFR parts 1613 et seq.
Purpose(s):
To enable the office to carry out activities designed to recruit,
hire, train, promote, assign and otherwise provide equal employment
opportunity to employees of and applicants for employment in the
USIA. Compliance Review files containing information about grant
applicant's implementation of Titles VI, VII, and IX of the Civil
Rights Act of 1964, as amended, the Rehabilitation Act of 1974, as
amended, and the Age Discrimination in Employment Act, as amended,
enable the office to monitor and implement Federal regulations as
stipulated in these statutes.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See Standardized General Routine Uses (not including 12 through
18). Also this information is made available on a need-to-know basis
to Personnel Officers of the USIA as may be required in the
performance of their duties. It may also be provided to Congressional
Committees, individual Members of Congress, the White House, the
Department of Justice, the Office of Personnel Management, the Equal
Employment Opportunity Commission and to other government entities
who have statutory or other lawful authority to maintain such
information. Compliance Review information may also be released to
grant applicants on request. Also see Prefatory Statement of General
Routine Uses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The system is partially automated. Some information is also
maintained on discs, and some in paper folders:
Retrievability:
Records are retrieved by name and types of activities, i.e.,
affirmative action plans, travel, training, Amparts, etc.
Safeguards:
1. Authorized users include OCR staff members and contract EEO
investigators who are authorized to have access to the system of
records in the performance of their duties.
2. Physical safeguards include bar-locked safes, back-up discs,
fire extinguisher within twenty feet, security guard patrol (off-duty
hours).
3. Procedural safeguards include separate maintenance of tables
linking codes, data encryption, security software providing
restricted commands programs, employee training, procedures for
recording and reporting security violations, computer log-on codes.
Contract investigator has security clearance and is supervised by an
OCR staff member.
System manager(s) and address:
Director, Office of Civil Rights, USIA 301 4th Street, SW.,
Washington, DC 20547.
Notification procedure:
Director, Office of Civil Rights, USIA, 301 4th Street, SW.,
Washington, DC 20547.
The individual must furnish name, status (current or former
employee, applicant, etc.), reason for inquiry, address and telephone
number, and social security number.
Record access procedures:
Persons requesting access should furnish full name, including
name(s) while affiliated with or when applicant was with USIA, date
and place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit,
USIA, 301 4th Street, SW., Washington, DC 20547. To request another
individual's file, the requester must have a notarized signed
statement from the individual to whom the file pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Correspondence, memos of conversation, Agency records of
personnel actions, published biographical sources.
Exemptions claimed for the system:
Not applicable.
USIA-43
System name:
Minority Group Data--OCR.
System location:
Office of Civil Rights, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
All employees of USIA and some applicants for employment in USIA.
Categories of records in the system:
Records are categorized by name, race, sex, national origin, age,
grade or wage level, handicap or lack thereof and may contain medical
records.
Authority for maintenance of the system:
29 CFR 1613.301, 29 CFR 1613.302.
Purpose(s):
To compile statistical records of women, minorities, and
individuals with disabling conditions who are considered for
employment, hired, promoted, assigned, training, awarded,
disciplined, and/or separated or who resign from USIA. To measure EEO
progress and to identify problems.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties, in implementing affirmative action plans and in
processing complaints of discrimination. Information is not normally
available to individuals or agencies outside the USIA, but records
may be released to other government agencies having a statutory or
other lawful authority to maintain such information. The principal
users of this information outside of USIA are the Equal Employment
Opportunity Commission, the Office of Personnel Management, the
Department of Justice, the Department of State, and the Congress.
Also see Prefatory Statement of General Routine Uses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records and computer disks.
Retrievability:
By name, race, sex, age, handicap, national origin, agency
location, date of entry or separation, date of last promotion, grade
or wage level.
Safeguards:
1. Authorized users are members of the OCR staff and certain
authorized members of the Office of Personnel, Policy and Services
Staff.
2. Physical safeguards include bar-locked safes, back-up discs,
fire extinguisher within twenty feet, security guard patrol (off-duty
hours).
3. Procedural safeguards include separate maintenance of tables
linking codes, data encryption, security software providing
restricted commands programs, employee training, procedures for
recording and reporting security violations. Contractors are
supervised by employees with security clearances.
4. The source of security standards is 29 CFR 1613.301 et seq.
System manager(s) and address:
Director, Office of Civil Rights, USIA, 301 4th Street, SE,
Washington, DC 20547.
Notification procedure:
Director, Office of Civil Rights, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Persons requesting access should furnish full name, including
name(s) while affiliated with or when applicant was with USIA, date
and place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit,
USIA, 301 4th Street, SW, Washington, DC 20547. To request another
individual's file, the requester must have a notarized signed
statement from the individual to whom the file pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
From the employee or applicant concerned, USIA personnel data,
visual inspection of the employee or applicant.
Exemptions claimed for the system:
Not applicable.
USIA-44
System name:
Senior Officer and Prominent Employee Information--PL/USIA.
System location:
Office of Public Liaison (PL), United States Information Agency
(USIA), 301 4th Street, SW., Washington, DC 20547.
Security classification:
None.
Categories of individuals covered by the system:
Leaders of the USIA and other prominent employees.
Categories of records in the system:
Photographs, biographic data sheets and press releases.
Authority for maintenance of the system:
Federal Records Act, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
For responding to press inquiries and in the preparation of
Agency press releases concerning leaders of the USIA and prominent
employees. Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records and photographs in file folders.
Retrievability:
By name of the individual employee.
Safeguards:
Maintained in locked file cabinets.
Retention and disposal:
Records are disposed of in accordance with Federal Records
Management procedures.
System manager(s) and address:
Director, Office of Public Liaison (PL), USIA, 301 4th Street,
SW., Washington, DC 20547.
Notification procedure:
Director, Office of Public Liaison (PL), USIA, 301 4th Street,
SW., Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
The Department of State Biographic Register, ``Who's Who;'' from
the individual concerned; and from press releases concerning the
individual.
Exemptions claimed for the system:
Not applicable.
USIA-45
System name:
Office of Research--R.
System location:
Office of Research, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
Security classification:
None. However a portion of the records are classified at the
level of Confidential and Secret.
Categories of individuals covered by the system:
Job applicants, prospective contractors or vendors, and any other
individuals from whom services (compensated or not) may be formally
solicited by the Office of Research.
Categories of records in the system:
Resumes, employment inquiries, and related correspondence, and
records on the security clearance status of prospective vendors.
Authority for maintenance of the system:
Federal Record Act of 1950, as amended, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To review qualifications of candidates for employment, to comply
with security regulations in procurement actions or when soliciting
services from outsiders. Also see Prefatory Statement of General
Routine Uses.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
Indexed alphabetically by individual name.
Safeguards:
Maintained in bar-locked file cabinets or combination lock safes.
Retention and disposal:
Records on security clearance status of contractors and vendors
are maintained indefinitely; employee applications and inquiries are
retained for two years or as long as there is an interest or prospect
of employment of the individual with disposal in accordance with
internal disposal requirements.
System manager(s) and address:
Director, Office of Research, USIA, 301 4th Street, SW,
Washington, DC 20547.
Notification procedure:
Director, Office of Research, USIA, 301 4th Street, SW,
Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
From the individuals concerned and from USIA's Office of
Security.
Exemptions claimed for the system:
Not applicable.
USIA-46
System name:
Americans Residing in Foreign Countries--USIA.
System location:
The United States Information Agency (USIA) maintains
establishments overseas in 147 foreign countries which are designated
as mission posts, branch posts, regional service centers, VOA relay
stations and media extensions. A current listing of names and
addresses of overseas establishments is not considered practical for
Privacy Act purposes due to the fact that such a list would require
frequent amendment. Changing of office locations, opening of new
offices, closing of established offices and realignment of geographic
areas have become practical realities in conducing the Agency's
mission overseas. Individuals who feel that records pertaining to
themselves are maintained at any of our overseas locations may
contact the Director, USIA, 301 4th Street, SW, Washington, DC 20547.
The Agency maintains a current listing of overseas posts, which is
available to the public as indicated in 22 CFR ch. V, Sec. 504.2.
Security classification:
None.
Categories of individuals covered by the system:
American citizens and aliens admitted for permanent U.S.
residence who are residing overseas, i.e., journalists, businessmen,
scholars, artists, representatives of other U.S. government agencies,
missionaries.
Categories of records in the system:
Name and addresses.
Authority for maintenance of the system:
Pub. L. 80-402, Information and Educational Exchange Act of 1948,
as amended; Federal Records Act 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Distribution of printed matter; invitation lists of official
social functions and programs; selection of candidates for temporary
employment, as needed; location of specialists to arrange, conduct,
appear in or appraise Agency programs organized overseas; press
briefings for American journalists residing in foreign countries;
appraisal for American specialists whose services are utilized in
Agency programming overseas.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Addressograph plates or paper records in file folders.
Retrievability:
By name of the individual.
Safeguards:
Records are kept in locked file cabinets or in locked rooms when
not is use.
Retention and disposal:
Records are updated regularly and plates or paper files no longer
useful or current are destroyed.
System manager(s) and address:
See ``System Location'' above.
Notification procedure:
Director, USIA, 301 4th Street, SW, Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Information obtained from the individuals concerned.
Exemptions claimed for the system:
Not applicable.
USIA-47
System name:
Overseas Personnel Files and Records--USIA.
System location:
The United States Information Agency (USIA) maintains
establishments overseas in 147 foreign countries which are designated
as mission posts, branch posts, regional service centers, VOA relay
stations and media extensions. A current listing of names and
addresses of overseas establishments is not considered practical for
Privacy Act purposes due to the fact that such a list would require
frequent amendment. Changing of office locations, opening of new
offices, closing of established offices and realignment of geographic
areas have become practical realities in conducting the Agency's
mission overseas. Individuals who feel that records pertaining to
themselves are maintained at nay of our overseas locations may
contact the Freedom of Information Unit (GC/FOI) of the United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
Security classification:
Some of the records are classified at the level of Confidential
and Secret.
Categories of individuals covered by the system:
Foreign Service employees of the U.S. Information Agency who are
serving or have served at any of the Agency's overseas
establishments.
Categories of records in the system:
Personnel evaluation reports, travel orders, personnel action
forms, payroll change forms, residency and dependency reports,
correspondence related to transfer of duty station or training
assignments.
Authority for maintenance of the system:
The Foreign Service Act of 1980.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Maintained for convenience due to separation from main office;
for use by senior USIA officers at overseas establishments in
evaluating the performance of subordinate officers; for planning
future staffing requirements, dates of reassignment of officers,
entitlement to foreign service allowances, home address and next of
kin in the United States in case of emergency, settlement of personal
business after departure of employee from the overseas establishment.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to
personnel of the USIA as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released
to other government agencies who have statutory or other lawful
authority to maintain such information.
The principal user of this information outside the USIA is the
Department of State.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders.
Retrievability:
Alphabetically by name of individual.
Safeguards:
Maintained in locked file cabinets.
Retention and disposal:
Some information is kept as long as an employee remains with
USIA, while other information is destroyed three years after
employee's departure from post. (Reference USIA's Manual of
Operations and Administration, Part III, Exhibit 630-A-3, page 3.)
System manager(s) and address:
Chief, Foreign Service Personnel Division, Office of Human
Resources, USIA, 301 4th Street, SW, Washington, DC 20547.
Notification procedure:
Chief, Foreign Service Personnel Division, Office of Human
Resources, USIA, 301 4th Street, SW., Washington, DC 20547.
Record access procedures:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
Contesting record procedures:
The Agency's rules fro access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
Record source categories:
Documents contained in these records include both materials
generated by the Agency's Foreign Service Personnel Division and by
other elements of the U.S. Information Agency or, in some instances,
by the Department of State.
Exemptions claimed for the system:
Not applicable.
Appendix I--Prefatory Statement of General Routine Uses
The following routine uses apply to and are incorporated by
reference into each system of records set forth above.
1. In the event that a system of records maintained by the Agency
to carry out its function indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program pursuant
thereto, the 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 such violation or charged with enforcing
or implementing the statute, or rule, regulation or order issued
pursuant thereto.
2. 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.
3. A record from this system of records may be disclosed, as a
routine use, 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 on the matter.
4. A record from this system of records may be disclosed, as a
routine use, in the course of presenting evidence to a court,
magistrate or administrative tribunal, including disclosure to
opposing counsel in the course of settlement negotiations.
5. A record in this system of records which contains medical
information may be disclosed, as a routine use, to the medical
advisor of any individual submitting a request for access to the
record under the Act and 22 CFR part 505 if, in the sole judgment of
the Agency, disclosure could have an adverse effect upon the
individual, under the provisions of 5 U.S.C. 552a(f)(3) and
implementing regulations at 22 CFR 505.6.
6. 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.
7. A record from this system of records may be disclosed to an
authorized appeal grievance examiner; a formal complaints examiner;
an equal employment opportunity investigator; an arbitrator or other
duly authorized official engaged in investigation or settlement of a
grievance, complaint or appeal filed by an employee. A record from
this system of records may be disclosed to the Office of Personnel
Management in accordance with the Agency's responsibility for
evaluation and oversight of Federal personnel management.
8. A record from this system of records may be disclosed to
authorized employees of a Federal agency for purposes of audit.
9. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
10. A record from this system of records may be disclosed, as a
routine use, to the Department of State and its posts abroad for the
purpose of transmission of information between organizational units
of the Agency, or for purposes related to the responsibilities of the
Department of State in conducting foreign policy or protecting United
States citizens, such as the assignment of employees to positions
abroad, the reporting of accidents abroad, evacuation of employees
and dependents, and other purposes for which officers and employees
of the Department of State have a need for the records in the
performance of their official duties.
11. A record in this system of records may be disclosed, as a
routine use, to a foreign government or international agency when
necessary to facilitate the conduct of U.S. relations with that
government or agency through the issuance of such documents as visas,
country clearances, identification cards, drivers' licenses,
diplomatic lists, licenses to import or export personal effects, and
other official documents and permits routinely required in connection
with the official service or travel abroad of the individual and her
or his dependents.
12. A record in this system of records may be disclosed, as a
routine use, to Federal agencies with which the Agency has entered
into an agreement to provide services to assist the Agency in
carrying out its functions under the Foreign Assistance Act of 1961,
as amended. Such disclosures would be for transmitting information
between organizational units of the Agency, for providing to the
original employing agency information concerning the services of its
employee while under the supervision of the Agency, including
performance evaluations, reports of conduct, awards and commendations
and information normally obtained in the course of personnel
administration and employee supervision, or for providing other
information directly related to the purpose of the inter-agency
agreement as set forth therein, and necessary and relevant to its
implementation.
13. A record in this system of records may be disclosed, as a
routine use, to the Department of Justice to determine whether
disclosure thereof is required by the Freedom of Information Act (5
U.S.C. 552).
14. A record in this system of records may be disclosed, as a
routine use, when the information is subject to exemption under the
Freedom of Information Act (5 U.S.C. 552), but the Agency, in its
discretion, determines not to assert the exemption.
15. A record from this system of records may be disclosed, as a
routine use, only to state and local taxing authorities with which
the Secretary of the Treasury has entered into agreements and only to
those state and local taxing authorities for which the employee is
subject to tax (whether or not tax is withheld).
BROADCASTING BOARD OF GOVERNORS
BROADCASTING BOARD OF GOVERNORS
22 CFR PART 505--PRIVACY ACT POLICIES AND PROCEDURES
Sec.
505.1 Purpose and scope.
505.2 Definitions.
505.3 Procedures and requests.
505.4 Requirements and identification for making requests.
505.5 Disclosure of information.
505.6 Medical records.
505.7 Correction or amendment of record.
505.8 Agency review of requests for changes.
505.9 Review of adverse Agency determination.
505.10 Disclosure to third parties.
505.11 Fees.
505.12 Civil remedies and criminal penalties.
505.13 General exemptions (Subsection (j)).
505.14 Specific exemptions (Subsection (k)).
505.15 Exempt systems of records used.
Authority: Pub. L. 93-579, 88 Stat. 1897; 5 U.S.C. 552a; 55 FR 31940,
Aug. 6, 1990, as amended.
Source: 62 FR 10630, Mar. 7, 1997.
Nomenclature changes: FR 54539, Oct. 7, 1999.
Sec. 505.1 Purpose and scope.
The Broadcasting Board of Governors will protect individuals' privacy
from misuse of their records, and grant individuals access to records
concerning them which are maintained by the Board's domestic and
overseas offices, consistent with the provisions of Public Law 93-579,
88 Stat. 1897; 5 U.S.C. 552a, the Privacy Act of 1974, as amended. The
Board has also established procedures to permit individuals to amend
incorrect records, to limit the disclosure of personal information to
third parties, and to limit the number of sources of personal
information. The Board has also established internal rules restricting
requirements of individuals to provide social security account numbers.
Sec. 505.2 Definitions.
(a) Access Appeal Committee (AAC)--the body established by and
responsible to the Director of Broadcasting Board of Governors for
reviewing appeals made by individuals to amend records held by the
Board.
(b) Board --The Broadcasting Board of Governors, its offices,
divisions, branches and its Foreign Service establishments.
(c) Amend--To make a correction to or expunge any portion of a record
about an individual which that individual believes is not accurate,
relevant, timely or complete.
(d) Individual--A citizen of the United States or an alien lawfully
admitted for permanent residence.
(e) Maintain--Collect, use, store, disseminate or any combination of
these record-keeping functions; exercise of control over and hence
responsibility and accountability for systems of records.
(f) Record--Any information maintained by the Agency about an
individual that can be reproduced, including finger or voice prints and
photographs, and which is retrieved by that particular individual's name
or personal identifier, such as a social security number.
(g) Routine use--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. The common and ordinary purposes for which
records are used and all of the proper and necessary uses, even if any
such uses occur infrequently.
(h) Statistical record--A record in a system of records maintained for
statistical research or reporting purposes only and not used in whole or
in part in making any determination about an identifiable individual,
except as provided in 13 U.S.C. 8.
(i) System of records--A group of records under the maintenance and
control of the Board from which information is retrieved by the name or
personal identifier of the individual.
(j) Personnel record--Any information about an individual that is
maintained in a system of records by the Board that is needed for
personnel management or processes such as staffing, employee
development, retirement, grievances and appeals.
(k) Post--Any of the foreign service branches of the Board.
Sec. 505.3 Procedures for requests.
(a) The Board will consider all written requests received from an
individual for records pertaining to herself/himself as a request made
under the Privacy Act of 1974, as amended (5 U.S.C. 552a) whether or not
the individual specifically cites the Privacy Act when making the
request.
(b) All requests under the Privacy Act should be directed to the
Broadcasting Board of Governors, Office of the General Counsel, FOIA/
Privacy Act Unit (GC/FOI), 301 4th Street, SW, Washington, DC 20547,
which will coordinate the search of all systems of records specified in
the request. Requests should state name, date of birth, and social
security number.
(c) Requests directed to the Board's overseas posts which involve
routine unclassified, administrative and personnel records available
only at those posts may be released to the individual by the post if the
post determines that such release is authorized by the Privacy Act. All
other requests shall be submitted by the post to the Office of the
General Counsel, FOIA/Privacy Act Unit (GC/FOI), 301 4th Street, SW,
Washington, DC 20547, and the individual shall be so notified of this
section in writing, when possible.
(d) In those instances where an individual requests records pertaining
to herself/himself, as well as records pertaining to another individual,
group, or some other category of the Board's records, only that portion
of the request which pertains to records concerning the individual will
be treated as a Privacy Act request. The remaining portions of such a
request will be processed as a Freedom of Information Act request by the
office noted in paragraph (b) of this section.
Sec. 505.4 Requirements and identification for making requests.
(a) Individuals seeking access to Board records may present their
written request or may mail their request to the Broad, Office of
General Counsel, FOI/Privacy Act (GC/FOI) Unit, 301 4th Street, SW,
Washington, DC 20547. The GC/FOI Unit may be visited between the hours
of 9 a.m. and 4 p.m., Monday through Friday, except for legal holidays.
(b) Individuals, seeking access to Agency records, will be requested
to present some form of identification. Individuals should state their
full name, date of birth and a social security number. An individual
must also include her/his present mailing address and zip code, and if
possible a telephone number.
(c) When signing a statement confirming one's identity, individuals
should understand that knowingly and willfully seeking or obtaining
access to records about another individual under false pretenses is
punishable by a fine of up to $5,000.
Sec. 505.5 Disclosure of information.
(a) In order to locate the system of records that an individual
believes may contain information about herself/himself, an individual
should first obtain a copy of the Board's Notice of Systems of Records.
By identifying a particular record system and by furnishing all the
identifying information requested by that record system, it will enable
the Agency to more easily locate those records which pertain to the
individual. At a minimum, any request should include the information
specified in Sec. 505.4(b) above.
(b) In certain circumstances, it may be necessary for the Agency to
request additional information from the individual to ensure that the
retrieved record does, in fact, pertain to the individual.
(c) All requests for information on whether or not the Agency's
system(s) of records contain information about the individual will be
acknowledged within ten working days of receipt of the request. The
requested records will be provided as soon as possible thereafter.
(d) If the Agency determines that the substance of the requested
record is exceptionally sensitive, the Board will require the individual
to furnish a signed, notarized statement that she/he is in fact the
person named in the file before granting access to the records.
(e) Original records will not be released from the custody of the
records system manager. Copies will be furnished subject to and in
accordance with fees established in Sec. 505.11.
(f) Denial of access to records:
(1) The requirements of this section do not entitle an individual
access to any information compiled in reasonable anticipation of a civil
action or proceeding.
(2) Under the Privacy Act, the Board is not required to permit access
to records if the information is not retrieable by the individual's name
or other personal identifier; those requests will be processed as
Freedom of Information Act requests.
(3) The Agency may deny an individual access to a record, or portion
thereof, if following a review it is determined that the record or
portion falls within a system of records that is exempt from disclosure
pursuant to 5 U.S.C. 552a(j) and 552a(k). See Secs. 505.13 and 505.14
for a listing of general and specific exemptions.
(4) The decision to deny access to a record or a portion of the record
is made by the Board's Privacy Act Officer, Office of the General
Counsel. The denial letter will advise the individual of her/his rights
to appeal the denial (See Sec. 505.9 on Access Appeal Committee's
review).
Sec. 505.6 Medical records.
If, in the judgment of the Board, the release of medical information
directly to the requester could have an adverse effect on the requester,
the Board will arrange an acceptable alternative to granting access of
such records to the requester. This normally involves the release of the
information to a doctor named by the requester. However, this special
procedure provision does not in any way limit the absolute right of the
individual to receive a complete copy of her or his medical record.
Sec. 505.7 Correction or amendment of record.
(a) An individual has the right to request that the Board amend a
record pertaining to her/him which the individual believes is not
accurate, relevant, timely, or complete. At the time the Board grants
access to a record, it will furnish guidelines for requesting amendments
to the record.
(b) Requests for amendments to records must be in writing and mailed
or delivered to the Board Privacy Act Officer, Office of the General
Counsel, 301 4th Street, SW, Washington, DC 20547, who will coordinate
the review of the request to amend a record with the appropriate
office(s). Such requests must contain, at a minimum, identifying
information needed to locate the record, a brief description of the item
or items of information to be amended, and the reason for the requested
change. The requester should submit as much documentation, arguments or
other data as seems warranted to support the request for amendment.
(c) The Board will review all requests for amendments to records
within 10 working days of receipt of the request and either make the
changes or inform the requester of its refusal to do so and the reasons
therefore.
Sec. 505.8 Agency review of requests for changes.
(a) In reviewing a record in response to a request to amend or correct
a file, the Board shall incorporate the criteria of accuracy, relevance,
timeliness, and completeness of the record in the review.
(b) If the Board agrees with an individual's request to amend a
record, it shall:
(1) Advise the individual in writing;
(2) Correct the record accordingly;
(3) And, to the extent that an accounting of disclosure was
maintained, advise all previous recipients of the record of the
corrections.
(c) If the Board disagrees with all or any portion of an individual's
request to amend a record, it shall:
(1) Advise the individual of the reasons for the determination;
(2) Inform the individual of her/his right to further review (see
Sec. 505.9).
Sec. 505.9 Review of adverse agency determination.
(a) When the Board determines to deny a request to amend a record, or
portion of the record, the individual may request further review by the
Board's Access Appeal Committee. The written request for review should
be mailed to the Chairperson, Access Appeal Committee, USIA, Office of
Public Liaison, 301 4th Street, SW, Washington, DC 20547. The letter
should include any documentation, information or statement which
substantiates the request for review.
(b) The Board's Access Appeal Committee will review the Agency's
initial denial to amend the record and the individual's documentation
supporting amendment, within 30 working days. If additional time is
required, the individual will be notified in writing of the reasons for
the delay and the approximate date when the review is expected to be
completed. Upon completion of the review, the Chairperson will notify
the individual of the results.
(c) If the Committee upholds the Board's denial to amend the record,
the Chairperson will advise the individual of:
(1) The reasons for the Board's refusal to amend the record;
(2) Her/his right and the procedure to add to the file a concise
statement supporting the individual's disagreement with the decision of
the Board;
(3) Her/his right to seek judicial review of the Agency's refusal to
amend the file.
(d) When an individual files a statement disagreeing with the Board's
refusal to amend a record, the Board will clearly annotate the record so
that the fact that the record is disputed is apparent to anyone who may
subsequently have access to, use of, or reason to disclose the file. If
information is disclosed regarding the area of dispute, the Board will
provide a copy of the individual's statement in the disclosure. Any
statement which may be included by the Board regarding the dispute will
be limited to the reasons given to the individual for not amending the
record. Copies of the Agency's statement shall be treated as part of the
individual's record, but will not be subject to amendment by the
individual under these regulations.
Sec. 505.10 Disclosure to third parties.
The Board will not disclose any information about an individual to any
person or another agency without the prior consent of the individual
about whom the information is maintained, except as provided for in the
following paragraphs.
(a) Medical records. May be disclosed to a doctor or other medical
practitioner, named by the individual, as prescribed in Sec. 505.6
above.
(b) Accompanying individual. When a requester is accompanied by any
other person, the agency will require that the requester sign a
statement granting consent to the disclosure of the contents of the
record to that person.
(c) Designees. If a person requests another person's file, she or he
must present a signed statement from that person of record which
authorizes and consents to the release of the file to the designated
individual.
(d) Guardians. Parent(s) or legal guardian(s) of dependent minors or
of an individual who has been declared by a court to be incompetent due
to physical, mental or age incapacity, may act for and on behalf of the
individual on whom the Agency maintains records.
(e) Other disclosures. A record may be disclosed without a request by
or written consent of the individual to whom the record pertains if such
disclosure conditions are authorized under the provisions of 5 U.S.C.
552a(b). These conditions are:
(1) Disclosure within the Board. This condition is based upon a
``need-to-know'' concept which recognizes that Board personnel may
require access to discharge their duties.
(2) Disclosure to the public. No consent by an individual is necessary
if the record is required to be released under the Freedom of
Information Act (FOIA), 5 U.S.C. 552. The record may be exempt, however,
under one of the nine exemptions of the FOIA.
(3) Disclosure for a routine use. No. consent by an individual is
necessary if the condition is necessary for a ``routine use'' as defined
in S505.2(g). Information may also be released to other government
agencies which have statutory or other lawful authority to maintain such
information. (See Appendix I--Prefatory Statement of General Routine
Uses).
(4) Disclosure to the Bureau of the Census. For purposes of planning
or carrying out a census or survey or related activity. Title 13 U.S.C.
Section 8 limits the uses which may made of these records and also makes
them immune from compulsory disclosure.
(5) Disclosure for statistical research and reporting. The Board will
provide the statistical information requested only after all names and
personal identifiers have been deleted from the records.
(6) Disclosure to the National Archives. For the preservation of
records of historical value, pursuant to 44 U.S.C. 2103.
(7) Disclosure for law enforcement purposes. Upon receipt of a written
request by another Federal agency or a state or local government
describing the law enforcement purpose for which a record is required,
and specifying the particular record. Blanket requests for all records
pertaining to an individual are not permitted under the Privacy Act.
(8) Disclosure under emergency circumstances. For the safety or health
of an individual (e.g., medical records on a patient undergoing
emergency treatment).
(9) Disclosure to the Congress. For matters within the jurisdiction of
any House or Senate committee or subcommittee, and/or joint committee or
subcommittee, pursuant to a written request from the Chairman of the
committee or subcommittee.
(10) Disclosure to the General Accounting Office (GAO). For matters
within the jurisdiction of the duties of the GAO's Comptroller General.
(11) Disclosure pursuant to court order. Pursuant to the order of a
court of competent jurisdiction. This does not include a subpoena for
records requested by counsel and issued by a clerk of court.
Sec. 505.11 Fees.
(a) The first copy of any Agency record about an individual will be
provided free of charge. A fee of $0.15 per page will be charged for any
additional copies requested by the individual.
(b) Checks or money orders should be made payable to the United States
Treasurer and mailed to the Freedom of Information Act/Privacy Act Unit,
Office of the General Counsel, 301 4th Street, SW, Washington, DC 20547.
The Board will not accept cash.
Sec. 505.12 Civil remedies and criminal penalties.
(a) Grounds for court action. An individual will have a remedy in the
Federal District Courts under the following circumstances:
(1) Denial of access. Individuals may challenge an Board decision to
deny them access to records to which they consider themselves entitled.
(2) Refusal to amend a record. Under conditions prescribed in 5 U.S.C.
552a(g), an individual may seek judicial review of the Board's refusal
to amend a record.
(3) Failure to maintain a record accurately. An individual may bring
suit against the Board for any alleged intentional and willful failure
to maintain a record accurately, if it can be shown that the individual
was subjected to an adverse action resulting in the denial of a right,
benefit, entitlement or employment the individual could reasonably have
expected to be granted if the record had not been deficient.
(4) Other failures to comply with the Act. An individual may bring an
action for any alleged failure by the Agency to comply with the
requirements of the Act or failure to comply with any rule published by
the Agency to implement the Act provided it can be shown that:
(i) The action was intentional or willful;
(ii) The Board's action adversely affected the individual; and
(iii) The adverse action was caused by the Board's actions.
(b) Jurisdiction and time limits. (1) Action may be brought in the
district court for the jurisdiction in which the individual resides or
has a place of residence or business, or in which the Board records are
situated, or in the District of Columbia.
(2) The statute of limitations is two years from the date upon which
the cause of action arises, except for cases in which the Board has
materially and willfully misrepresented any information requested to be
disclosed and when such misrepresentation is material to the liability
of Board. In such cases the statute of limitations is two years from the
date of discovery by the individual of the misrepresentation.
(3) A suit may not be brought on the basis of injury which may have
occurred as a result of the Board's disclosure of a record prior to
September 27, 1975.
(c) Criminal penalties.--(1) Unauthorized disclosure. It is a criminal
violation of the provisions of the Act for any officer or employee of
the Board knowingly and willfully to disclose a record in any manner to
any person or agency not entitled to receive it, for failure to meet the
conditions of disclosure enumerated in 5 U.S.C. 552a(b), or without the
written consent or at the request of the individual to whom the record
pertains. Any officer or employee of the Agency found guilty of such
misconduct shall be fined not more than $5,000.
(2) Failure to publish a public notice. It is a criminal violation of
the Act to willfully maintain a system of records and not to publish the
prescribed public notice. Any officer or employee of the Board found
guilty of such misconduct shall be fined not more than $5,000.
(3) Obtaining records under false pretenses. The Act makes it a
criminal offense to knowingly and willfully request or gain access to a
record about an individual under false pretenses. Any person found
guilty of such an offense may be fined not more than $5,000.
Sec. 505.13 General exemptions (Subsection (j)).
(a) General exemptions are available for systems of records which are
maintained by the Central Intelligence Agency (Subsection (j)(1)), or
maintained by an agency which performs as its principal function any
activity pertaining to the enforcement of the criminal laws (Subsection
(j)(2)).
(b) The Act does not permit general exemption of records complied
primarily for a noncriminal purpose, even though there are some quasi-
criminal aspects to the investigation and even though the records are in
a system of records to which the general exemption applies.
Sec. 505.14 Specific exemptions (Subsection (k)).
The specific exemptions focus more on the nature of the records in the
systems of records than on the agency. The following categories of
records may be exempt from disclosure:
(a) Subsection (k)(1). Records which are specifically authorized under
criteria established under an Executive Order to be kept secret in the
interest of national defense or foreign policy, and which are in fact
properly classified pursuant to such Executive Order;
(b) Subsection (k)(2). Investigatory records compiled for law
enforcement purposes (other than material within the scope of subsection
(j)(2) as discussed in Sec. 505.13(a)). If any individual is denied any
right, privilege, or benefit for which she/he would otherwise be
eligible, as a result of the maintenance of such material, the material
shall be provided to the individual, unless disclosure of the material
would reveal the identify of a source who has been pledged
confidentiality;
(c) Subsection (k)(3). Records maintained in connection with
protection of the President and other VIPs accorded special protection
by statute;
(d) Subsection (k)(4). Records required by statute to be maintained
and used solely as statistical records;
(e) Subsection (k)(5). Records complied solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment, military service, Federal contracts, or access to
classified information, but only if disclosure of the material would
reveal the identify of a confidential source that furnished information
to the Government;
(f) Subsection (k)(6). Testing or examination records used solely to
determine individual qualifications for appointment or promotion in the
Federal service when the disclosure of such would compromise the
objectivity or fairness of the testing or examination process;
(g) Subsection (k)(7). Evaluation records used to determine potential
for promotion in the armed services, but only if disclosure would reveal
the identify of a confidential source.
Sec. 505.15 Exempt systems of records used.
USIA is authorized to use exemptions (k)(1), (k)(2), (k)(4), (k)(5),
and (k)(6). The following Board components currently maintain exempt
systems of records under one or more of these specific exemptions:
Executive Secretariat; Education and Cultural Exchange Program; Legal
Files; Privacy Act and Freedom of Information Act Files; Employee
Grievance Files; Recruitment Records; Employee Master Personnel Records;
Foreign Service Selection Board Files; Employee Training Files;
Personnel Security and Integrity Records; International Broadcasting
Bureau Director's Executive Secretariat Files; and International
Broadcasting Bureau Employee Personnel Files.