[Privacy Act Issuances (2001)]
[From the U.S. Government Publishing Office, www.gpo.gov]
CORPORATION FOR NATIONAL AND COMMUNITY SERVICE
Notice of System of Records--Preliminary Statement
Corporation--when used in the notice refers to Corporation for
National and Community Service.
AmeriCorps--when used in the notice refers to the Volunteers In
Service To America (VISTA) program, the National Civilian Community
Corps (NCCC) program, the Leaders program, or the state and national
program.
Operating Units--The names of the operating units within the
Corporation to which a particular system of records pertains are
listed under the system manager and address section of each system
notice.
Official Personnel Files--Official personnel files of Federal
employees in the General Schedule and the Corporation's Alternative
Personnel System, in the custody of the Corporation are considered
the property of the Office of Personnel Management. Access to such
files shall be in accordance with such notices published by OPM.
Access to such files in the custody of the Corporation will be
granted to individuals to whom such files pertain upon request to the
Corporation for National and Community Service, Director, Human
Resources, 1201 New York Avenue, NW., Washington, DC 20525.
Various offices in the Corporation maintain files which contain
copies of miscellaneous personnel material affecting Corporation
employees. These include copies of standard personnel forms,
evaluation forms, etc. These files are kept only for immediate office
reference and are considered by the Corporation to be part of the
personnel file system. The Corporation's internal policy provides
that such information is a part of the general personnel files and
can be disclosed only through the Director, Human Resources, in order
that he or she may ensure that any material be disclosed is relevant,
current, and fair to the individual employees. Also, it is the policy
of the Corporation to limit the use of such files and to encourage
the destruction of as many as possible.
Statement of General Routine Uses
The following general routine uses are incorporated by this
reference into each system of records set forth herein, unless
specifically limited in the system description.
1. In the event that a record in a system of records maintained
by the Corporation indicates, either by itself or in combination with
other information in the Corporation's possession, a violation or
potential violation of the law (whether civil, criminal, or
regulatory in nature, and whether arising by statute or by
regulation, rule or order issued pursuant thereto), that record may
be referred, as a routine use, to the appropriate agency, whether
Federal, state, local or foreign, charged with the responsibility of
investigating or prosecuting such violation, or charged with
enforcing or implementing the statute, rule, regulation, or order
issued pursuant thereto. Such referral shall include, and be deemed
to authorize: (1) Any and all appropriate and necessary uses of such
records in a court of law or before an administrative board or
hearing; and (2) such other interagency referrals as may be necessary
to carry out the receiving agencies' assigned law enforcement duties.
2. A record may be disclosed as a routine use to designated
officers and employees of other agencies and departments of the
Federal government having an interest in the individual for
employment purposes including the hiring or retention of any
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of 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 involved,
provided, however, that other than information furnished for the
issuance of authorized security clearances, information divulged
hereunder as to full-time volunteers under Title I of the Domestic
Volunteer Service Act of 1973, as amended (42 U.S.C. 4951), and the
National and Community Service Act of 1990, as amended, shall be
limited to the provision of dates of service and a standard
description of service as heretofore provided by the Corporation.
3. A record may be disclosed as a routine use in the course of
presenting evidence to a court, magistrate or administrative tribunal
of appropriate jurisdiction and such disclosure may include
disclosures to opposing counsel in the course of settlement
negotiations.
4. A record may be disclosed as a routine use to a member of
Congress, or staff acting upon the constituent's behalf, when the
member or staff requests the information on behalf of and at the
request of the individual who is the subject of the record.
5. Information from certain systems of records, especially those
relating to applicants for Federal employment or volunteer service,
may be disclosed as a routine use to designated officers and
employees of other agencies of the Federal government for the purpose
of obtaining information as to suitability qualifications and loyalty
to the United States Government.
6. Information from a system of records may be disclosed to any
source from which information is requested in the course of an
investigation to the extent necessary to identify the individual,
inform the source of the nature and purpose of the investigation, and
to identify the type of information requested.
7. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies.
Information may also be disclosed to respond to general requests for
statistical information (without personal identification of
individuals) under the Freedom of Information Act.
8. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration in
records management inspections conducted under authority of 44 U.S.C.
2904 and 2906.
9. A record may be disclosed to a Federal or state grand jury
agent pursuant to a Federal or state grand jury subpoena or
prosecution request that such record be released for the purpose of
its introduction to a grand jury.
10. A record may be referred to suspension/debarment authorities,
internal to the Corporation, when the record released is germane to a
determination of the propriety or necessity for a suspension or
debarment action.
11. A record may be disclosed to a contractor, grantee or other
recipient of Federal funds when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure
of the record is for the purpose of permitting the recipient to
effect corrective action in the Government's best interests.
12. A record may be disclosed to a contractor, grantee or other
recipient of Federal funds when the recipient has incurred an
indebtedness to the Government through its receipt of Government
funds, and release of the record is for the purpose of allowing the
debtor to effect a collection against a third party.
13. Information in a system of records may be disclosed to
``Consumer reporting agencies'' (as defined in the Fair Credit
Reporting Act, 14 U.S.C. 1681a(f), or the Federal Claims Collection
Act of 1966, 31 U.S.C. 3701(a)(3)), the U.S. Department of the
Treasury or other Federal agencies maintaining debt servicing
centers, and to private collection contractors as a routine use for
the purpose of collecting a debt owed to the Federal government as
provided in regulations promulgated by the Corporation.
14. The names, social security numbers, home addresses, dates of
birth, dates of hire, quarterly earnings, employer identifying
information, and State of hire of employees may be disclosed to the:
(a) Office of Child Support Enforcement, Administration for Children
and Families, Department of Health and Human Services Federal Parent
Locator System (FPLS), and Federal Tax Offset System for use in
locating individuals and identifying their income sources to
establish paternity, establishing and modifying orders of child
support, identifying sources of income, and for other child support
enforcement action; (b) Office of Child Support Enforcement for
release to the Social Security Administration for verifying social
security numbers in connection with the operation of the FPLS by the
Office of Child Support Enforcement; and (c) Office of Child Support
Enforcement for release to the U.S. Department of the Treasury for
payroll and savings bonds and other deduction purposes, and for
purposes of administering the Earned Income Tax Credit Program
(Section 32, Internal Revenue Code of 1986), and verifying a claim
with respect to employment on a tax return, as required by the
Personal Responsibility and Work Opportunity Reconciliation Act of
1996 (Pub. L. 104-193).
15. A record may be disclosed as a routine use to a contractor,
expert, or consultant of the Corporation (or an office within the
Corporation) when the purpose of the release is in order to perform a
survey, audit, or other review of the Corporation's procedures and
operations.
Locations of Corporation Service Centers/State Offices
The Corporation maintains five Service Centers with State Offices
within their service areas. The Services Centers, their addresses,
and the States within their service areas are listed below. In the
event of any doubt as to whether a record is maintained in a Service
Center or State Office, a query should be directed to the address of
the Service Center Director for the appropriate state under their
jurisdiction where the volunteer performed their service as listed
below. The Service Center Director shall furnish all assistance
necessary to locate a specified record.
Atlantic Service Center, 801 Arch Street, Suite 103,
Philadelphia, PA 19107-2416 (Connecticut, Delaware, Maine, Maryland,
Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania,
Puerto Rico, Rhode Island, Vermont, and the Virgin Islands).
Southern Service Center, 60 Forsyth, Street SW, Suite. 3M40,
Atlanta, GA 30303-3201 (Alabama, District of Columbia, Florida,
Georgia, Kentucky, Mississippi, North Carolina, South Carolina,
Tennessee, Virginia, and West Virginia).
North Central Service Center, 77 West Jackson Blvd., Suite 442,
Chicago, IL 60604-3511 (Illinois, Indiana, Iowa, Michigan, Minnesota,
Nebraska, North Dakota, Ohio, South Dakota, and Wisconsin).
Southwest Service Center, 1999 Bryan Street, Suite 2050,
Dallas, TX 75201 (Arizona, Arkansas, Colorado, Kansas, Louisiana,
Missouri, New Mexico, Oklahoma, and Texas).
Pacific Service Center, PO Box 29996, Building 386, Morgan
Avenue. Presidio of San Francisco, CA, 94129-09996 (Alaska, American
Samoa, California, Guam, Hawaii, Idaho, Montana, Nevada, Oregon,
Utah, Washington, and Wyoming).
Notification
Individuals may inquire whether any system of records contains
information pertaining to them by addressing the request to the
specific Records Liaison Officer for each file category in writing.
Such request should include the name and address of the individual,
his or her social security number, any relevant data concerning the
information sought, and, where possible, the place of assignment or
employment, etc. In case of any doubt as to which system contains a
record, interested individuals should contact the Corporation for
National and Community Service, Office of Administrative and
Management Services, Attn: Records Liaison Officer, 1201 New York
Avenue, NW., Washington, DC 20525, which has overall supervision of
records systems and will provide assistance in locating and/or
identifying appropriate systems.
Access and Contest
In response to a written request by an individual, the
appropriate Records Liaison Officer will arrange for access to the
requested record or advise the requester if no record exists. If an
individual wishes to contest the content of any record, he or she may
do so by addressing a written request to the State Program Director
in the state where the member performed their assigned duties. If the
State Program Director determines that a request to amend an
individual's record should be denied, the State Program Director
shall provide all necessary information regarding the request to the
Corporation's initial denial authority/Privacy Act Officer.
Locations of Corporation AmeriCorps National Civilian Community
Corps Campuses
The Corporation maintains five AmeriCorps*National Civilian
Community Corps Campuses (NCCC) under its jurisdiction. The Campuses,
and their addresses are listed below. In the event there is any doubt
as to whether a record is maintained at a campus location, questions
should be directed to the address of the AmeriCorps*NCCC Regional
Campus Director for the appropriate campus location where the
volunteer performed their service as listed below. The Regional
Campus Director shall furnish all assistance necessary to locate a
specified record.
AmeriCorps*NCCC Capitol Region Campus, 2 DC Village Lane, SW,
Washington, DC 20032.
AmeriCorps*NCCC Northeast Campus, VA Medical Center, Building
15, Room 9, Perry Point, MD 21902-0027.
AmeriCorps*NCCC Southeast Campus, 2231 South Hopson Avenue,
Charleston, S.C. 29405-2430.
AmeriCorps*NCCC Central Campus, 1059 South Yosemite Street,
Bldg 758, Room 213, Aurora, CO 80010-6062.
AmeriCorps*NCCC Western Campus, 2650 Truxtun Road, San Diego,
CA 92106-6001.
Access and Contest
In response to a written request by an individual, the
appropriate Records Liaison Officer arranges for access to the
requested record or advises the requester if no record exists. If an
individual wishes to contest the content of any record, he or she may
do so by addressing a written request to the AmeriCorps*NCCC Regional
Campus Director, located at the pertinent address for each campus
location as listed above. If the Regional Campus Director determines
that a request to amend an individual's record should be denied, the
Regional Campus Director shall provide all necessary information
regarding the request to the Corporation's initial denial authority/
Privacy Act Officer.
Location of the Corporation AmeriCorps*VISTA Alumni Office
The AmeriCorps*VISTA Alumni Office is located at the
Corporation's Headquarters in Washington, DC. This office maintains
an electronic history of former VISTA and AmeriCorps*VISTA members.
Notification
Members may inquire whether this system of records contains
information pertaining to them by addressing their request to the
Corporation for National and Community Service, Attn: Alumni
Coordinator, 1201 New York Avenue, Washington, DC 20525, who has
overall supervision of this record system. Such request should
include the member's name, social security number, and approximate
dates of volunteer service.
Access and Contest
In response to a written request by a member, the Alumni
Coordinator will arrange for access to the requested record or advise
the requester if no record exists. If an individual wishes to contest
the content of any record, he or she may do so by addressing a
written request to the Corporation for National and Community
Service, Attn: Alumni Coordinator, 1201 New York Avenue, Washington,
DC 20525. If the Alumni Coordinator determines that the request to
amend a member's record should be denied, the Alumni Coordinator
shall provide all necessary information regarding the request to the
Corporation's initial denial authority/Privacy Act Officer.
Listing of System of Records
Momentum Financials Open Obligations and Automated
Disbursement Files--Corporation-I
Momentum Financials Accounts Receivable Files--
Corporation-2
Domestic Full-time Member Census Master File--
Corporation-3
AmeriCorps Full-time Member Personnel Files--
Corporation-4
Employee and Applicant Records Files--Corporation-5
Employee/Member Occupation Injury/Illness Reports and
Claim Files--Corporation-6
Travel Files--Corporation-7
AmeriCorps Member Individual Accounts--Corporation-8
Counselors' Report Files--Corporation-9
Discrimination Complaint Files--Corporation-10
Employee Pay and Leave Record Files--Corporation-11
Freedom of Information Act and Privacy Act Request
Files--Corporation-12
Legal Office Litigation/Correspondence Files--
Corporation-13
Merit Promotion Plan Files--Corporation-14
Office of the Inspector General Investigative Files--
Corporation-15
Travel Authorization Files--Corporation-16
Momentum Financials Vendor Files--Corporation-17
AmeriCorps*VISTA Volunteer Management System Files--
Corporation-8
CORPORATION-1
System name:
Momentum Financials Open Obligations and Automated Disbursement
Files.
System location:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW Washington, DC 20525.
Categories of individuals covered by the system:
Individuals to whom the agency owes money.
Categories of records in the system:
Name of payee, address, ABA routing number, financial institution
name and address, depositor account number, taxpayer identification
number, amount owed, date of liability, amount paid, schedule number
authorizing the U.S. Department of the Treasury to issue payment and
returned or cancelled payments.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the
Budget and Accounting Procedures Act of 1950, as amended; the Chief
Financial Officer Act of 1990; and the Debt Collection Improvement
Act of 1996.
Purpose(s):
To maintain a current record of amounts owed and paid by the
Corporation.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement. Data
is also released to the Internal Revenue Service in accordance with
the Internal Revenue Code.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained electronically and file folders are stored
in locked metal file cabinets.
Retrievability:
Hardcopy records are indexed alphabetically by name and
electronic records may be accessed by name or TIN.
Safeguards:
Records are available only to staff in the Office of Accounting
and Financial Management Services and other appropriate Corporation
officials with the need for such records in the performance of their
duties.
Retention and disposal:
Hardcopy records are held for three (3) years and then retired to
the Federal Records Center. Electronic records are archived
periodically.
System manager(s) and address:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system about
individual, that individual should submit a request in writing to the
Records Liaison Officer giving name, taxpayer identification number,
and address.
Record access procedures:
See Notification procedures.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the Records Liaison Officer at the address
given and set forth the basis for which the record is believed to be
incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by
Corporation officials involved with managing and disbursing funds.
Exemptions claimed for the system:
None.
CORPORATION-2
System name:
Momentum Financials Accounts Receivable Files.
System location:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Categories of individuals covered by the system:
Individuals owing money to the Corporation.
Categories of records in the system:
Name of debtor, address, taxpayer identification number, amount
owed, date of liability, and amount collected or amount forwarded to
the U.S. Treasury for further collection action as mandated by DCIA
of 1996.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended; the Budget
and Accounting Procedures Act of 1950, as amended, and the Debt
Collection Improvement Act of 1996.
Purpose(s):
To maintain a current record of amounts owed and paid to the
Corporation.
Routine uses of records in the system, including categories of
users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement. Data
may be disclosed to the U.S. Department of Justice for litigation
action; the U.S. Department of the Treasury to pursue further
collection action when the Corporation is unable to collect a debt
through its own efforts and/or recommended write-off; or to the
General Accounting Office in connection with inquiries, audits or
investigations related to the Corporation's debt activities.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets.
Retrievability:
Records are indexed alphabetically by name.
Safeguards:
Records are available only to staff in the Office of Accounting
and Financial Management Services, other authorized Corporation
officials with the need for such records in the performance of their
duties or forwarded to the U.S. Treasury for further collection
action.
Retention and disposal:
Records are held for three (3) years and then retired to the
Federal Records Center.
System manager(s) and address:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system about an
individual, that individual should submit a request in writing to the
Records Liaison Officer giving name, taxpayer identification number,
and address.
Record access procedures:
See Notification procedures.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the Records Liaison Officer and set forth the
basis for which the record is believed to be incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by
Corporation officials involved with managing and collecting debts.
Exemptions claim for the system:
None.
CORPORATION-3
System name:
Domestic Full-time Member Census Master File.
System location:
Corporation for National and Community Service, AmeriCorps*VISTA,
1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Any person who has served as a VISTA, or an AmeriCorps*VISTA
member.
Categories of records in the system:
The records maintained contain information extracted from the
member's application, information about the member's period of
service, and information about the member's history with the
Corporation.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended.
Purpose(s):
The system of records was established to maintain service
histories on all former VISTA and AmeriCorps*VISTA members.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are stored in electronic database form on the
Corporation's internal computer network.
Retrievability:
The member's name and/or social security number retrieves
records.
Safeguards:
The material is available only to Corporation and
AmeriCorps*VISTA staff. It is not available to anyone else without
the express written consent from the individual to release his/her
information.
Retention and disposal:
These records are maintained permanently.
System manager(s) and address:
Director of AmeriCorps*VISTA, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
Notification procedure:
A former member wishing to determine if this system contains
their records should contact the Corporation for National and
Community Service, Attn: Alumni Coordinator, 1201 New York Avenue,
NW, Washington, DC 20525, and provide their name, social security
number, and approximate dates of volunteer service.
Record access procedures:
A former member wishing access to information about his/her
record should contact the Corporation for National and Community
Services, Attn: Alumni Coordinator, 1201 New York Avenue, NW,
Washington, DC 20525.
Contesting record procedures:
Any former member wishing to amend information maintained in his/
her electronic record may do so by addressing such request to the
Corporation for National and Community Service, Office of the General
Counsel, Attn: Corporation Privacy Act Officer, 1201 New York Avenue,
NW, Washington, DC 20525.
Record source categories:
The data is obtained from the member's application, status
change, and payroll change notices.
Exemptions claimed for the system:
None.
CORPORATION-4
System name:
AmeriCorps Full-time Member Personnel Files.
System location:
All Corporation State Offices, AmeriCorps*Leaders Office at
Corporation Headquarters, and NCCC Regional Campuses.
Categories of individuals covered by the system:
All active AmeriCorps members assigned under programs operated by
the Corporation.
Categories of records in the system:
Records maintained contain member application and reference
forms, member status and payroll information, member travel vouchers,
future plans forms, including evaluation of service, and general
correspondence.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended.
Purpose(s):
This system of records was established to maintain information on
AmeriCorps while they are assigned to their respective programs.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The content of these records may be disclosed to the member's
sponsor (VISTA) and other Corporation officials concerning placement,
performance, support and related matters for AmeriCorps members.
Also, see General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets.
Retrievability:
Records are retrievable alphabetically by last name.
Safeguards:
Records in the system are available only to appropriate
Corporation staff in State Offices, the AmeriCorps*Leaders Office at
Corporation Headquarters, and Regional NCCC Campuses, and other
appropriate officials of the Corporation with need for such records
in the performance of their duties.
Retention and disposal:
Records are retained for one (1) year after the member has
terminated and then retired to the Federal Records Center where they
are maintained for six (6) years.
System manager(s) and address:
The System Manager for VISTAs is the State Program Director in
each Corporation State Office; the Regional NCCC Campus Director at
each Campus location; and the Director, AmeriCorps*Leaders at
Corporation Headquarters.
Notification procedure:
Members wishing to determine if this system contains their
records should contact the Corporation State Office (VISTAs) for the
state where the member performed their service; NCCC Campus where the
member was assigned, and the AmeriCorps*Leaders Office at Corporation
Headquarters.
Record access procedures:
Members wishing access to information about their records should
contact the particular Corporation State Office, NCCC Regional Campus
where the member was assigned or performed their service, and the
AmeriCorps*Leaders Office at Corporation Headquarters, and provide
name, social security number, and dates and location of where the
member performed their service.
Contesting record procedures:
A member wishing to amend his or her record may do so by
addressing a request to the Corporation for National and Community
Service, Office of the General Counsel, Attn: Corporation Privacy Act
Officer, 1201 New York Avenue, NW, Washington, DC 20525.
Record source categories:
The data is supplied by the member or through forms signed and
executed by the member, or by Corporation personnel.
Exemptions claimed for the system:
None.
CORPORATION-5
System name:
Employee and Applicant Records Files.
System location:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Current and former employees; applicants; any individual involved
in a grievance or grievance appeal or who has filed a complaint with
the Department of Labor, Federal Labor Relations Council, Federal
Mediation and Conciliation Service, or similar organization; and
individuals considered for access to classified information.
Categories of records in the system:
(1) The Staff Security Files contain investigative information
regarding an individual's character, conduct, behavior in the
community where he or she lives; loyalty to the U.S. Government;
arrest and convictions for any violations against the law; reports or
interviews with former supervisors, coworkers, associates, educators,
etc., about qualifications of an individual for a specific position;
reports of inquires with law enforcement agencies, former employers,
educational institutions attended; and other similar information
developed from the above.
(2) The Grievance, Appeal and Arbitration Files contain copies of
petitions, complaints, charges, responses, rebuttals, evidentiary
materials, briefs, affidavits, statements, records of hearings and
decisions or findings of fact with respect thereto and incidental
correspondence regarding complaints and appeals with respect to
grievances and arbitration matters.
(3) The Employees Indebtedness Files contain records which are
primarily correspondence regarding alleged indebtedness of
Corporation employees, including employees' responses, the
Corporation's response to the employee and/or creditor and
administrative correspondence and records relating to agency
assistance to the employee in resolving the indebtedness, if
appropriate.
(4) The Employee Reemployment and Repromotion Priority
Consideration Files list a person's name and the positions he or she
was considered for, dates of consideration and a copy of the
individual's latest Standard Form 171 and performance evaluation.
(5) The Performance Evaluation File consists of the annual
evaluations of employee performance prepared by supervisors and
reviewed by supervisory reviewing officials, together with comments,
if any by the employee evaluated.
(6) The Management-Union Records System consists of automated
data printouts showing an employee's name, grade, series, title,
organizational entity and other data which determine inclusion or
exclusion from the bargaining unit under the existing union contract.
The record also contains a printout showing the amount of dues
withheld from each employee who has authorized such withholding, and
other related data.
(7) The Human Resources Management Information System is a
computer based record which includes data relating to tenure,
benefits eligibility, awards, etc., and other data needed by the
Office of Human Resources and Corporation managers.
(8) The Personnel History Program contains a record of personnel
actions made during employment, forwarding address, reason for
leaving, social security number, date of birth, tenure, information
regarding date and reason for termination.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended; provisions of
the Federal Personnel Manual; Executive Orders concerning management
relations with employee organizations; Executive Order 10450; and
various acts of Congress relating to personnel investigations
authorizing the same by the Office of Personnel Management whose
responsibility can, under Civil Service regulations and law, be
delegated in whole or in part to agencies.
Purpose(s):
To provide an information system which documents and supports the
Corporation's personnel management process including those categories
listed above.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
As indicated below, the subsystems incorporate all or some of the
published routine uses.
(1) Staff Security Files--in addition to our general routine uses
may be disclosed to the Office of Personnel Management as part of the
central personnel investigation records system.
(2) Grievance, Appeal and Arbitration Records and Files--in
addition to our general routine uses may be disclosed and used: (a)
To OPM; the Merit System Protection Board; and the Office of Special
Counsel, Merit System Protection Board, on request in conjunction
with any appeal or in conjunction with its official duties with
regard to personnel matters and investigations regarding complaints
of Federal employees and applicants; and (b) To designated hearing
examiners, arbitrators and third-party appellate authorities involved
in the hearing or appeal procedures.
(3) Employees Indebtedness Records and Files--may be released
under our routine uses numbers 1, 2, and 3 except that under routine
use number 1, records may be released only to an appropriate Federal
agency and the records may also be referred to a court of law or any
administrative board of hearing on matters related to probation and
parole.
(4) Employee Reemployment and Repromotion Priority Consideration
Records and Files--in addition to our general routine uses may be
disclosed to: (a) OPM as part of the OPM personnel management
evaluation system; and (b) to OPM for information concerning
reemployment and repromotion rights.
(5) Performance Evaluation Files--in addition to our general
routine uses may be disclosed to OPM in connection with any request
for information or inquiry as to Federal personnel regulation.
(6) Management Union Records--in addition to the general routine
uses may be disclosed to and used for: (a) The Corporation employees
union for maintenance of its dues and inclusion in the bargaining
unit; (b) the Treasury Department for preparation of payroll checks
with appropriate withholding of dues; and (c) OPM for reports of
management/labor relations.
(7) Human Resources Management Information System--used by
Corporation officials for day-to-day work information; statistical
reports without personal identifiers and for in-house reports
relating to management. Information contained in this record is
reflected in the individual's official personnel folder.
(8) Personnel History Program--is used by the Human Resources
staff to verify service and for day-to-day information.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders, floppy disks, lists or
loose-leaf binders, and are stored in metal file cabinets with a lock
or in secured rooms with access limited to those employees whose
duties require access. Where data is obtained via computer,
controlled access is maintained through computer security control
procedures.
Retrievability:
Records are indexed by name, social security number or employee
number.
Safeguards:
Records are generally available to Corporation employees having a
need for such records in the performance of their duties. Generally,
the Security Files are available only to office heads or security
personnel.
Retention and disposal:
After termination, death or retirement or consideration of an
applicant, the Staff Security Files are kept in the security office
three (3) years and then retired to a Federal Records Center for
twenty-seven (27) years and then destroyed. The Grievances, Appeals
and Arbitration Files are retained indefinitely in Human Resources.
The Employee Indebtedness Files are destroyed on a bi-annual basis or
when the problem is resolved. The Employee Reemployment and
Repromotion Priority Consideration Files are retained according to
length of reemployment or repromotion eligibility. The Performance
Evaluation Files are retained one year or until superseded. The Human
Resources Management Information System records and the Personnel
Program data are kept indefinitely in the Office of Human Resources.
The Management-Union Lists are retained until superseded by a
corrected or updated list.
System manager(s) and address:
Director, Human Resources, Corporation for National and Community
Service, 1201 New York Avenue, NW, Washington, DC 20525.
Notification procedure:
See the Notification paragraph in the Preliminary Statement.
Record access procedures:
See the Notification paragraph in the Preliminary Statement.
Contesting recORD SOURCE CATEGORIES:
Same as ``Record Access Procedures''.
Record source categories:
From the individual; the official personnel folder; statistical
and other information developed by Human Resource staff, such as
enter on duty date and within grade increase due dates; agency
supervisors and reviewing officials; individual employee fiscal and
payroll records; alleged creditors of employees; witnesses to
occurrences giving rise to a grievance, appeal or other action;
hearing records and affidavits and other documents used or usable in
connection with grievance, appeal and arbitration hearings.
Information contained in the Staff Security files is obtained from:
(a) Applications and other personnel and security forms furnished by
the individual; (b) investigative material furnished by other Federal
agencies; (c) personal investigation or written inquiry from
associates, police departments, courts, credit bureaus, medical
records, probation officials, prison officials, and other sources as
may be developed from the above; and (d) the individual.
Exemptions claimed for the system:
None.
CORPORATION-6
System name:
Employee/Member Occupational Injury/Illness Reports and Claim
Files.
System location:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Corporation staff and full-time volunteers.
Categories of records in the system:
Reports of work related injuries and illnesses and claims for
workers' compensation submitted to Department of Labor.
Authority for maintenance of the system:
Federal Employees Compensation Act & Occupational Safety and
Health Administration Act.
Purpose(s):
To maintain injury/illness reports data and to track workers'
compensation claims on behalf of Corporation staff and full-time
members.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To determine annual work related injury/illness data re:
Corporation staff, and to identify trends if possible. To prepare and
submit workers' compensation claims. Also, generally, see General
Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets.
Retrievability:
Records are maintained by name in alphabetical sequence.
Safeguards:
Records are available only to claimants and Corporation staff who
demonstrate a need to know.
Retention and disposal:
Official files are kept seven (7) years following year of
occurrence. Disposal of records is by shredding.
System manager(s) and address:
OWCP Liaison Officer, Human Resources, Corporation for National
and Community Service, 1201 New York Avenue, NW, Washington, DC
20525.
Notification procedure:
Claimant writes request for data to the address listed above.
Record access procedures:
Requester should give OWCP claim number, but it is not mandatory.
Data requests may be requested in the name of injured employee/
volunteer.
Contesting record procedures:
Claimant or injured employee/member may submit any data deemed
relevant to the case to address listed.
Record source categories:
Individual who suffers work related injury/illness submits any
pertinent data necessary; medical reports, witness statements, time
and attendance records, medical bills, legal briefs.
Exemptions claimed for the system:
None.
CORPORATION-7
System name:
Travel Files.
System location:
Office of Administrative and Management Services, Travel Unit,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Categories of individuals covered by the system:
All Corporation Staff, Consultants, Invitational Travelers, and
Relocated Staff.
Categories of records in the system:
Individuals' records and special event records.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended, and the
National Community Service Act of 1990, as amended.
Purpose(s):
To maintain travel files on all persons traveling on official
Corporation business.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
RETAINING AND DISposing of records in the system:
Storage:
Files are maintained in individual folders in a locked metal file
cabinet when not in immediate use.
Retrievability:
Individual's name in alphabetical order and Travel Authorization
number.
Safeguards:
Access only to appropriate personnel and Corporation officials.
The metal travel file cabinet is locked when not in use.
Retention and disposal:
Retention three (3) years. Disposal of records is by shredding.
System manager(s) and address:
Travel Analyst, Office of Administrative and Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW., Washington, DC 20525.
Notification procedure:
Send to address listed.
Record access procedures:
Travel Analyst, Office of Administrative and Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW., Washington, DC 20525.
Contesting record procedures:
Send to address listed.
Record source categories:
Submitted by Corporation employees etc.
Exemptions claimed for the system:
None.
CORPORATION-8
System name:
AmeriCorps Member Individual Accounts.
System location:
Corporation for National and Community Service, National Service
Trust Operations, 1201 New York Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Any person who has served or is serving as a member or other
full-time, stipended member under a Corporation program.
Categories of records in the system:
The records maintained contain information extracted from the
application, information about the period of service, and information
about the member's service history.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended, and the
National and Community Service Act of 1990, as amended.
Purpose(s):
The system of records was established to maintain service
histories on all current and former and other full-time stipend
volunteers serving in the Corporation programs and earning an
education award.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are stored on magnetic tape, disks, electronic image,
hard copy, and are kept in a locked room when not in use.
Retrievability:
Records are retrieved by social security number.
Safeguards:
The material on tapes and disks is generally available only to
the Corporation's OIT and Accounting staff, and is so coded as to be
unavailable to anyone else. Hard copy records are available only to
Corporation staff with a need for such records in the performance of
their duties.
Retention and disposal:
These records are maintained for a period of (7) seven years from
date the volunteer earns an education award and then forwarded to the
Federal Records Center for (3) three years. Electronically imaged
documents will be maintained permanently.
System manager(s) and address:
Director, National Service Trust Operations, Corporation for
National and Community Service, 1201 New York Avenue, NW.,
Washington, DC 20525.
Notification procedure:
Persons wishing to determine if this system contains their
records should contact the Corporation for National and Community
Service, Director, National Service Trust Operations, 1201 New York
Avenue, NW., Washington, DC 20525, and provide name, social security
number, and dates of volunteer service.
Record access procedures:
Persons wishing access to information about their records should
contact the Corporation for National and Community Services,
Director, National Service Trust Operations, 1201 New York Avenue,
NW., Washington, DC 20525.
Contesting record procedures:
A person wishing to amend his or her record may do so by
addressing such request to the Corporation for National and Community
Service, Office of the General Counsel, Attn: Corporation Privacy Act
Officer, 1201 New York Avenue, NW., Washington, DC 20525.
Record source categories:
The data is obtained from enrollment and exit forms.
Exemptions claimed for the system:
None.
CORPORATION-9
System name:
Counselors' Report Files.
System location:
Equal Opportunity Office, Corporation for National and Community
Service, 1201 New York, Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Any employee or applicant for employment, service member, or
applicant or trainee for volunteer or service status, or employee of
a grantee who has contacted or requested a Corporation Equal
Opportunity Counselor for counseling but has not filed a formal
discrimination complaint.
Categories of records in the system:
Counselors' Reports, Privacy Act notice, confidentiality
agreement, notice to members of collective bargaining agreement,
notice of final interview, notes and correspondence, and copies of
personnel records or other documents relevant to the matter presented
to the Counselor, and any other records relating to the counseling
instance.
Authority for maintenance of the system:
Titles VI and VII of the Civil Rights Act of 1964, as amended;
Age Discrimination in Employment Act, as amended; Rehabilitation Act
of 1973, as amended; Title IX of the Education Amendments of 1972, as
amended; Domestic Volunteer Service Act of 1973, as amended; National
and Community Service Act of 1990, as amended; and the Age
Discrimination Act, as amended.
Purpose(s):
To enable Equal Opportunity Counselors to look into matters
brought to their attention, provide counseling, attempt to resolve
the matter, and document actions taken.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Referral or disclosure: (a) To a Federal, state, or local
agency charged with the responsibility of investigating, enforcing,
or implementing the statute, rule, regulation, or order; (b) to an
investigator, Counselor, grantee or other recipient of Federal
financial assistance, or hearing officer or arbitrator charged with
the above responsibilities; (c) any and all appropriate and necessary
uses of such records in a court of law or before an administrative
board or hearing; and (d) such other referrals as may be necessary to
carry out the enforcement and implementation of the statutes, rules,
regulations, or orders.
2. Disclosure to the Congressional committees having legislative
jurisdiction over the program involved, including when actions are
proposed to be undertaken by suspending or terminating or refusing to
grant or to continue Federal financial assistance for violation of
the statutes, rules, regulations, or orders for recipients of Federal
financial assistance from the Corporation.
3. Disclosure to any source, either private or governmental, to
the extent necessary to secure from source information relevant to,
and sought in furtherance of, a legitimate investigation or EO
counseling matter.
4. Disclosure to a contractor, grantee or other recipient of
Federal financial assistance, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure
of the record is for the purpose of permitting the recipient to
effect corrective action in the Government's best interests.
5. Disclosure to any party pursuant to the receipt of a valid
subpoena.
6. Disclosure during the course of presenting evidence to a court
magistrate or administrative tribunal of appropriate jurisdiction and
such disclosure may include disclosure to opposing counsel in the
course of settlement negotiations.
7. Disclosure to a member of Congress submitting a request
involving an individual who is a constituent of such member who has
requested assistance from the member with respect to the subject
matter of the record.
8. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies.
Information may also be disclosed to respond to general requests for
statistical information (without personal identification of
individuals) under the Freedom of Information Act.
9. Information in any system of records to be disclosed to a
Congressional office, in response to an inquiry from any such office,
made at the request of the individual to whom the record pertains.
10. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration, in
records management inspection conducted under authority of 44 U.S.C.
209 and 290.
11. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual seeking to
be licensed.
12. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data.
13. Disclosure to the Department of Justice in order to obtain
the Department's advice regarding Corporation's disclosure
obligations under the Freedom of Information Act.
14. Disclosure of the Office of Management and Budget (OMB) or
the Equal Employment Opportunity Commission (EEOC) in order to obtain
OMB's advice regarding Corporation's obligations under the Privacy
Act.
Note: The Agency-wide statement of general routine uses does not
apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Files are maintained in folders or computer diskettes and locked
in metal file cabinets when not in immediate use.
Retrievability:
Retrievability is by the name of the person who contacted the
Counselor.
Safeguards:
Records in the system are available only to appropriate personnel
in the Office of Equal Opportunity and other designated officials of
the Corporation with a need for such records in the performance of
their duties.
Retention and disposal:
Two (2) years after completion of counseling, the files are
destroyed.
System manager(s) and address:
Director, Equal Opportunity, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
Notification procedure:
Request by individuals on whether a record is maintained about
himself or herself should be addressed to the System Manager.
Record access procedures:
Request for access to these records should be addressed to the
System Manager.
Contesting record procedures:
Contest to information included in these records should be
addressed to the System Manager.
Record source categories:
Data in this system is obtained from the following categories of
sources: (1) Aggrieved persons, witnesses, etc., in counseling
matters; (2) Counselors' Reports; (3) Copies of documents relevant to
any counseling matter; and (4) Correspondence.
Exemptions claimed for the system:
None.
CORPORATION-10
System name:
Discrimination Complaint Files.
System location:
Equal Opportunity Office, Corporation for National and Community
Service, 1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Any employee or applicant for employment, AmeriCorps member or
applicant or trainee for volunteer or service status, or employee of
a grantee, or program beneficiary who has filed a formal complaint
with or against the Corporation.
Categories of records in the system:
Formal complaints, Reports of Investigation, Counseling
documents, case decisions, and relevant correspondence, including
settlement agreements.
Authority for maintenance of the system:
Titles VI and VII of the Civil Rights Act of 1964, as amended;
the Age Discrimination in Employment Act, as amended; the
Rehabilitation Act of 1973, as amended; Title IX of the Education
Amendments of 1972, as amended; the Domestic Volunteer Service Act of
1973, as amended; the National and Community Service Act of 1990, as
amended; and the Age Discrimination Act, as amended.
Purpose(s):
To enable the Corporation to investigate and adjudicate
complaints of discrimination.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Referral or disclosure: (a) To a Federal, state, or local
agency charged with the responsibility of investigating, enforcing,
or implementing the statute, rule, regulation, or order; (b) to an
investigator, counselor, grantee or other recipient of Federal
financial assistance or hearing officer or arbitrator charged with
the above responsibilities; (c) any and all appropriate and necessary
uses of such records in a court of law or before an administrative
board or hearing; and (d) such other referrals as may be necessary to
carry out the enforcement and implementation of the statutes, rules,
regulations, or orders.
2. Disclosure to the Congressional committees having legislative
oversight over the program involved, including when actions are
proposed to be undertaken by suspending or terminating or refusing to
grant or to continue Federal financial assistance for violation of
the statutes, rules, regulations, or orders for recipients of Federal
financial assistance from the Corporation.
3. Disclosure to any source, either private or governmental, to
the extent necessary to secure from source information relevant to,
and sought in furtherance of, a legitimate investigation or EO
counseling matter.
4. Disclosure to a contractor, grantee or other recipient of
Federal financial assistance, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure
of the record is for the purpose of permitting the recipient to
effect corrective action in the Government's best interests.
5. Disclosure to any party pursuant to the receipt of a valid
subpoena.
6. Disclosure during the course of presenting evidence to a
court, magistrate or administrative tribunal of appropriate
jurisdiction and such disclosure may include disclosures to opposing
counsel in the course settlement negotiations.
7. Disclosure to a member of Congress submitting a request
involving an individual who has requested assistance from the member
with respect to the subject matter of the record.
8. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies.
Information may also be disclosed to respond to general requests for
statistical information (without personal identification of
individuals) under the Freedom of Information Act.
9. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration, in
records management inspections conducted under authority of 44 U.S.C.
2094 and 2906.
10. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual seeking to
be licensed.
11. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data.
12. Disclosure to the Department of Justice in order to obtain
the Department's advice regarding the Corporation's disclosure
obligations under the Freedom of Information Act.
13. Disclosure to the Office of Management and Budget (OMB) or
the Equal Employment Opportunity Commission (EEOC) in order to obtain
OMB's advice regarding the Corporation's obligations under the
Privacy Act.
Note: The Agency-wide statement of general routine uses does not
apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Files are maintained in folders or on computer diskettes which
are locked in metal file cabinets when not in immediate use.
Retrievability:
Files are retrieved by the complainant's name.
Safeguards:
Records in the system of records are available only to
appropriate personnel in Equal Opportunity and other designated
officials of the Corporation with a need of such records in the
performance of their duties.
Retention and disposal:
Records are destroyed four (4) years after the close of the case.
System manager(s) and address:
Director, Equal Opportunity, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
Notification procedure:
Request by individuals on whether a record is maintained about
himself or herself should be addressed to the System Manager.
Record access procedures:
Request for access to these records should be sent to the System
Manager.
Contesting record procedures:
Contest of information included in these records should be sent
to the System Manger.
Record source categories:
Data in this system is obtained from the following categories of
sources: (1) Complainants, witnesses, etc., in discrimination
complaints; (2) Reports of investigations and Counselors' Reports;
(3) Copies of documents relevant to any EO investigation; (4) Records
of hearings on complaint; and (5) Correspondence.
Exemptions claimed for the system:
None.
CORPORATION-11
System name:
Employee Pay and Leave Record Files.
System location:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Corporation employees and former employees.
Categories of records in the system:
Personnel actions; employing, promoting and terminating
employees; savings bond applications; advises of allotments; IRS tax
withholdings, applications, and records regarding collections for
overpayments; and time and attendance records.
Authority for maintenance of the system:
GAO Policy and Procedures Manual; 31 U.S.C. 66(a); and the Budget
and Accounting Procedures Act of 1950, as amended.
Purpose(s):
To provide a system whereby Corporation employees can track
payroll and leave information.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information from these records is routinely provided: (1) To the
U.S. Department of Treasury for payroll and savings bonds and other
deduction purposes; (2) to the Internal Revenue Service with regard
to tax deductions; and (3) to participating insurance companies
holding policies with respect to employees of the Corporation. Also,
see General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets. The individual Time and Attendance records
maintained by designated timekeepers throughout the agency are also
stored in locked metal file cabinets.
Retrievability:
Records are by name in alphabetical order.
Safeguards:
Records in the system are available only to employees of the
Corporation with a need for such records in the performance of their
duties.
Retention and disposal:
Records in the system are maintained for three (3) years after
the end of the fiscal year in which an employee terminates employment
with the Corporation and then retired to the nearest Federal Records
Center in accordance with General Accounting Office instructions.
System manager(s) and address:
Payroll Supervisor, Corporation for National and Community
Service, Human Resources, 1201 New York Avenue, NW, Washington, DC
20525.
Notification procedure:
See the Notification paragraph in the Preliminary Statement.
Record access procedures:
See the Access and Contest paragraph in the Preliminary
Statement.
Contesting record procedures:
See the Access and Contest paragraph in the Preliminary
Statement.
Record source categories:
Corporation employee to whom the record pertains.
Exemptions claimed for the system:
None.
CORPORATION-12
System name:
Freedom of Information Act and Privacy Act Request Files.
System location:
Office of the General Counsel, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Persons who have submitted Freedom of Information Act and/or
Privacy Act requests to the Corporation.
Categories of records in the system:
Formal requests (FOIA/PA), research data, written decisions, and
relevant correspondence, including final responses to the requesters.
Authority for maintenance of the system:
The Freedom of Information Act of 1966, as amended, and the
Privacy Act of 1974, as amended.
Purpose(s):
To maintain files of FOIA/Privacy Act requests and the
Corporation's responses.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets. Computerized files are maintained on the
Corporation FOIA/PA Officer's computer.
Retrievability:
Records are indexed by number and by year.
Safeguards:
Records in the system are available only to the Corporation FOIA/
Privacy Act Officer or those officials authorized by the General
Counsel with a need of such records in the performance of their
duties.
Retention and disposal:
Records concerning requests and appeals are destroyed three (3)
years after initial request.
System manager(s) and address:
Corporation FOIA/Privacy Act Officer, Corporation for National
and Community Service, Office of the General Counsel, 1201 New York
Avenue, NW, Washington, DC 20525.
Notification procedure:
See Notification paragraph in the Preliminary Statement.
Record access procedures:
See Access and Consent paragraph in the Preliminary Statement.
Contesting record procedures:
See Access and Contest paragraph in the Preliminary Statement.
Record source categories:
Data in this system is obtained from documents submitted by
individuals engaging in official FOIA/Privacy Act requests as well as
from responses issued by officials of the Corporation.
Exemptions claimed for the system:
None.
CORPORATION-13
System name:
Legal Office Litigation/Correspondence Files.
System location:
Office of the General Counsel, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Individuals involved in litigation which requires General Counsel
action.
Categories of records in the system:
Statements; affidavits/declarations; investigatory and
administrative reports; personnel, financial, medical and business
records; discovery and discovery responses; motions; orders, rulings;
letters; messages; forms; reports; surveys; audits; summons; English
translations of foreign documents; photographs; legal opinions;
subpoenas; pleadings; memos; related correspondence; briefs;
petitions; court records involving litigation; and related matters.
Authority for maintenance of the system:
These records are maintained under general authority of the
Office of the General Counsel to represent the Corporation in
connection with its dealings with its employees, and the general
functions of the Office of the General Counsel to provide advice and
counsel to the Chief Executive Officer of the Corporation and his or
her staff.
Purpose(s):
To maintain files relating to litigation matters involving the
Corporation.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To prepare correspondence and materials for litigation.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets. Computerized files are maintained on employee
computers.
Retrievability:
Name of individual and the year litigation commenced.
Safeguards:
Records are available only to employees assigned to the General
Counsel Office or those officials authorized by the General Counsel
with a need of such records in the performance of their duties.
Retention and disposal:
Records will be maintained in the Office of the General Counsel
for one (1) year after case closure. Records will then be sent to the
Federal Records Center where they will be destroyed after ten (10)
years.
System manager(s) and address:
General Counsel, Corporation for National and Community Service,
1201 New York Avenue, NW, Washington, DC 20525.
Notification procedure:
Employees wishing to determine if this system contains records
relating to them should contact the Corporation for National and
Community Service, General Counsel Office, 1201 New York Avenue, NW,
Washington, DC 20525.
Record access procedures:
Litigation files are not subject to access. Other files may be
accessed in accordance with agency-wide regulations.
Contesting record procedures:
Contest of information included in these records should be sent
to the System Manager.
Record source categories:
Data is obtained from the following categories of sources: (1)
Corporation employees; (2) Correspondence and reports from persons
and agencies dealing with the agency and its employees; (3) Work
product and research by lawyers of the office; and (4) Court records.
Exemptions claimed for the system:
Any information compiled in reasonable anticipation of a civil
action or proceeding. 5 U.S.C. 552a(d)(5).
CORPORATION-14
System name:
Merit Promotion Plan Files.
System location:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Applicants for employment with the Corporation.
Categories of records in the system:
These files contain copies of applications for employment (SF-612
or resumes) submitted by applicants and other background information
regarding qualifications of the applicant for positions in the
Corporation.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended, and the
National Community Service Act of 1990, as amended.
Purpose(s):
To provide documentation necessary to support the Corporation's
merit selection process.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The contents of these records and files may be disclosed and used
as follows: (1) To Human Resources with regard to any question of
eligibility, suitability or qualifications of an applicant for
employment; and (2) to any source which requests information in the
course of an inquiry as to the qualifications of an applicant to the
extent necessary to identify the individual, inform the source of the
nature and purpose of the inquiry, and to identify the type of
information requested. Also, see General Routine Uses contained in
Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets.
Retrievability:
Records are indexed in order of vacancy announcement number.
Safeguards:
Records are generally available only to Corporation employees
with the need for such records in the performance of their duties.
Retention and disposal:
Records are destroyed when applications are two (2) years old.
Applications which resulted in appointment are filed in the Official
Personnel Folder and are subsequently retired to the Federal Records
Center, St. Louis, Missouri.
System manager(s) and address:
Director, Human Resources, Corporation for National and Community
Service, 1201 New York Avenue, NW, Washington, DC 20525.
Notification procedure:
See the Notification paragraph in the Preliminary Statement.
Record access procedures:
See the Access and Contest paragraph in the Preliminary
Statement.
Contesting record categories:
Same as Record Access Procedures category.
Record source categories:
Information contained in the system is obtained from the
following categories of sources: Applications and other personnel
forms furnished by the individual; oral or written inquires from
sources disclosed by the applicant, such as, employers, schools,
references, etc.
Exemptions claimed for the system:
None.
CORPORATION-15
System name:
Office of the Inspector General Investigative Files.
System location:
Office of the Inspector General, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Subjects, complainants, and witnesses of investigations,
complaints, or other matters, including (but not necessarily limited
to) former and present Corporation employees; former and present
Corporation grant recipients, applicants, consultants, contractors
and subcontractors and their employees; and other parties doing
business or proposing to conduct business with the Corporation or its
recipients, contractors and subcontractors.
Categories of records in the system:
All correspondence relevant to the investigation; all internal
staff memoranda; information provided by subjects, witnesses, and
governmental investigatory or law enforcement organizations; copies
of all subpoenas issued during the investigation; affidavits,
statements from witnesses, memoranda of interviews, transcripts of
testimony taken in the investigation and accompanying exhibits;
documents and records or copies obtained during the investigation;
working papers of the staff, investigative notes, and other documents
and records relating to the investigation; information about
criminal, civil, or administrative referrals; and opening reports,
progress reports, and closing reports, with recommendations for
corrective action.
Authority for maintenance of the system:
The Inspector General Act of 1978, as amended, 5 U.S.C. app. 3.
Purpose(s):
To maintain files of investigative and reporting activities
carried out by the Office of the Inspector General.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Referral to Federal, state, local and foreign investigative or
prospective authorities. A record in the system of records, which
indicates either by itself or in combination with other information
within the Corporation's possession, a violation or potential
violation of law, whether civil, criminal or regulatory and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, may be disclosed,
as a routine use, to the appropriate Federal, foreign, state or local
agency or professional organization charged with the responsibility
of investigating or prosecuting such violation or charged with
enforcing or implementing or investigating or prosecuting such
violation or charged with enforcing or implementing the statue or
rule, regulation or order issued pursuant thereto.
2. Disclosure to a Federal or state grand jury agent pursuant to
a Federal or state grand jury subpoena or prosecution request that
such record be released for the purpose of its introduction to a
grand jury.
3. Referral to suspension/debarment authorities, internal to the
Corporation, when the record released is germane to a determination
of the propriety of, or necessity for, a suspension or debarment
action.
4. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual holding a
license or seeking to be licensed.
5. Disclosure to a contractor, grantee, or subgrantee or other
recipient of Federal funds, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure
of the record is for the purpose of permitting the recipient to
effect corrective action in the Government's best interest.
6. Disclosure to a contractor, grantee, or subgrantee or other
recipient of Federal funds, when the recipient has incurred an
indebtedness to the Government through its receipt of Government
funds, and release of the record is for the purpose of allowing the
debtor to effect a collection against a third party.
7. Disclosure to any source, either private or governmental, to
the extent necessary to secure from such source information relevant
to, and sought in furtherance of, a legitimate investigation or
audit.
8. Disclosure to a domestic, foreign or international
governmental agency considering personnel or other internal actions,
such as assignment, hiring, promotion, or retention of an individual,
issuance of a security clearance, reporting an investigation of an
individual, award or other benefit, to the extent that the
information is relevant to such agency's decision on the matter.
9. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data, or the mission of the OIG.
10. Disclosure to a Board of Contract Appeals, the General
Accounting Office or other tribunal hearing a bid protest involving a
Corporation or OIG procurement.
11. Disclosure to a domestic, foreign or international government
law enforcement agency maintaining civil, criminal or other relevant
enforcement information, or other pertinent information, in order
that the OIG may obtain information relevant to a decision concerning
the assignment, hiring, promotion, or retention of an individual, the
issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant, or other benefit.
12. Disclosure to the Department of Justice in order to obtain
the Department's advice regarding OIG's obligations under the Freedom
of Information Act.
13. Disclosure to the Office of Management and Budget (OMB) in
order to obtain OMB's advice regarding OIG's obligations under the
Privacy Act.
14. Disclosure to a member of Congress making a request at the
behest of a party protected under the Privacy Act, when the member of
Congress informs the appropriate official that the individual to whom
the record pertains has authorized the member of Congress to have
access.
15. Disclosure to any Federal agency pursuant to the receipt of a
valid subpoena.
16. Disclosure to the U.S. Department of the Treasury or the U.S.
Department of Justice when the Corporation or the OIG is seeking to
obtain taxpayer information from the Internal Revenue Service.
17. Disclosure to debt collection contractors for the purpose of
collecting delinquent debts as authorized by the Debt Collection
Improvement Act of 1996 (31 U.S.C. 3713).
18. Disclosure to a ``consumer reporting agency'' as that term is
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)), and
the Federal Claims Collection Act of 1966 (31 U.S.C. 3701 (a)(3)), in
order to obtain information in the course of an investigation or
audit.
19. Disclosure to Corporation or OIG counsel, an administrative
hearing tribunal, or counsel to the adverse party, in Program Fraud
Civil Remedies Act or other litigation.
20. Disclosure to a Federal, State, or local agency for use in
computer matching programs to prevent and detect fraud and abuse in
benefit or other programs, to support civil and criminal law
enforcement activities of those agencies and their components, and to
collect debts and overpayments owed to those agencies and their
components.
21. Disclosure to any court, magistrate or administrative
authority during the course of any litigation or settlement
negotiations in which the Corporation is a party or has an interest.
A record in the system of records may be disclosed in a proceeding
before a court or adjudicative body before which the Corporation or
the OIG is authorized to appear, or in the course of settlement
negotiations involving--
(1) OIG, the Corporation, or any component thereof;
(2) Any employee of the OIG or the Corporation in his or her
official capacity;
(3) Any employee of the Corporation in his or her individual
capacity, where the Government has agreed to represent the employee;
or
(4) The United States, where the OIG determines that the
litigation is likely to affect the OIG or the Corporation or any of
its components.
22. Disclosure to OIG's or the Corporation's legal
representative, including the U.S. Department of Justice and other
outside legal counsel, when the OIG or the Corporation is a party in
actual or anticipated litigation or has an interest in such
litigation.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
The Office of the Inspector General Investigative Files consist
of paper records maintained in folders and an automated data base
maintained on computer diskettes. The folders and diskettes are
stored in locked metal file cabinets. The file cabinets are located
in the Office of the Inspector General.
Retrievability:
The records are retrieved by a unique control number assigned to
each investigation.
Safeguards:
Records in the system are available only to those persons whose
duties require such access. The records are kept in limited access
areas during duty hours and in locked file cabinets in a locked
office at all other times.
Retention and disposal:
Records will be held in the office pursuant to General Records
Schedule 22, June 1988, and will be destroyed by shredding or burning
when no longer needed.
System manager(s) and address:
Inspector General, Office of the Inspector General, Corporation
for National and Community Service, 1201 New York Avenue, NW,
Washington, DC 20525.
Notification procedure:
To determine whether this system of records contains a record
pertaining to the requesting individual, the individual should write
to the System Manager furnishing his or her name, address, telephone
number, and social security number.
Record access procedures:
See Notification Procedures.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in this system of records should write to the System Manager, setting
forth the basis for which the individual believes the record is
incomplete, irrelevant, incorrect or untimely.
Record source categories:
Information in this system of records is obtained from:
Corporation staff and official Corporation records; current and
former employees, contractors, grantees and their employees;
subgrantees and their employees; AmeriCorps members or former members
in Corporation-funded programs; and non-Corporation persons.
Individuals to be interviewed and records to be examined are selected
based on the nature of the allegations being investigated.
Exemptions claimed for the system:
The Office of Inspector General published exemptions under 5
U.S.C. 552a(j) and (k).
CORPORATION-16
System name:
Travel Authorization Files.
System location:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Categories of individuals covered by the system:
Corporation employees or any other person invited to travel at
the expense of the Corporation.
Categories of records in the system:
The records consist of travel authorizations, vouchers, receipts,
payment records, and other materials related to official travel.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the
Budget and Accounting Procedures Act of 1950, as amended.
Purpose(s):
To record and manage the payment of expenses for official travel.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets. records are indexed alphabetically by name.
Safeguards:
Records are available only to staff in the Office of Accounting
and Financial Management Services, and other appropriate Corporation
officials with the need for such records in the performance of their
duties.
Retention and disposal:
Records are held for three (3) years and then retired to the
Federal Records Center.
System manager(s) and address:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue
NW, Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system about an
individual, that individual should submit a request in writing to the
System Manager giving name, taxpayer identification number, and
address.
Record access procedures:
See Notification procedures.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the System Manager and set forth the basis for
which the record is believed to be incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals engaging in official travel as well as documents issued
by the Corporation officials involved with authorizing and managing
travel.
Exemptions claimed for the system:
None.
CORPORATION-17
System name:
Momentum Financials Vendor Files.
System location:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Categories of individuals covered by the system:
All individuals with whom the Corporation does business.
Categories of records in the system:
The data recorded includes the name and address of the entity
doing business with the Corporation, ABA routing number, financial
institution name and address, depositor account number and the
taxpayer identification number; e.g., the SSN of an individual and
the TIN of an organization.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the
Budget and Accounting Procedures Act of 1950, as amended.
Purpose(s):
To maintain a single registry of entities with which the agency
does business.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Data is shared with the Department of Health and Human Services
in the servicing of Corporation grant recipients; data may be
disclosed to the U.S. Department of Justice, the U.S. Department of
Treasury or the General Accounting Office in connection with debt
servicing activities or to the Internal Revenue Service in the
reporting of disbursements as required by the Internal Revenue Code.
Also, see General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Data is stored on magnetic media in a computer system with access
controlled by a security system that requires passwords and
identification of each user.
Retrievability:
Data can be retrieved from the system electronically by name or
TIN.
Safeguards:
Access to data stored on magnetic media is controlled by a
security system that requires password and identification of each
user.
Retention and disposal:
Records are held for three (3) years and then retired to the
Federal Records Center.
System manager(s) and address:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system of records
about an individual, that individual should submit a request in
writing to the System Manager giving name, taxpayer identification
number, and address.
Record access procedures:
See Notification procedures.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the System Manager and set forth the basis for
which the record is believed to be incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by the
Corporation officials involved with managing funds.
Exemptions claimed for the system:
None.
CORPORATION-18
System name:
AmeriCorps*VISTA Volunteer Management System Files.
System location:
Office of Accounting and Financial Management Services,
AmeriCorps*VISTA Payroll Office, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Current and former AmeriCorps*VISTA members.
Categories of records in the system:
Records include name, address, social security number, data
concerning the individual's sex, marital status, skills, service as
an AmeriCorps*VISTA member, including dates served and projects
served, amounts paid to the member while serving, amounts overpaid,
and repayment records of such overpayment.
Authority for maintenance of the system:
The Domestic Volunteer Service of 1973, as amended, and the
Budget and Accounting Procedures Act of 1950, as amended.
Purpose(s):
To record payments and allowances to AmeriCorps*VISTA members.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Information is also disclosed to the Social Security Administration
and the Internal Revenue Service about the funds paid to comply with
legal requirements that enable these agencies to perform their
functions. Data from the system is also disclosed to the Financial
Management Service of the U.S. Department of the Treasury to enable
payments to be made.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Manual data is stored alphabetically in locked filing cabinets
that are kept in a room that is only used for storing such materials.
That room is kept locked except when employees who work with the
AmeriCorps*VISTA member payroll system are using the data. Access by
all other individuals is not allowed. Data is also stored on magnetic
media in a computer system with access controlled by a security
system that requires passwords and identification of each user.
Retrievability:
Data can be retrieved by individual name for manual records or by
social security number for automated records.
Safeguards:
The storage room is kept locked except when employees who work
with the AmeriCorps*VISTA member payroll system are using the data.
Access by all other individuals is not allowed. Access to data stored
on magnetic media is controlled by a security system that requires
passwords and identification of each user.
Retention and disposal:
Records are held for three (3) years and then retired to the
Federal Records Center.
System manager(s) and address:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system of records
about an individual, that individual should submit a request in
writing to the System Manager giving name, taxpayer identification
number, and address.
Record access procedures:
See Notification procedure.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the System Manager and set forth the basis for
which the record is believed to be incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by
Corporation officials involved with managing funds.
Exemptions claimed for the system:
None.
CORPORATION FOR NATIONAL AND COMMUNITY SERVICES
CORPORATION FOR NATIONAL AND COMMUNITY SERVICES
45 CFR PART 2508-IMPLEMENTATION OF THE PRIVACY ACT OF 1974
Sec.
2508.1 Definitions.
2508.2 What is the purpose of this part?
2508.3 What is the Corporation's Privacy Act policy?
2508.4 When can Corporation records be disclosed?
2508.5 When does the Corporation publish its notice of its system of
records?
2508.6 When will the Corporation publish a notice for new routine uses
of information in its system of records?
2508.7 To whom does the Corporation provide reports to regarding
changes in its system of records?
2508.8 Who is responsible for establishing the Corporation's rules of
conduct for Privacy Act compliance?
2508.9 What officials are responsible for the security, management and
control of Corporation record keeping systems?
2508.10 Who has the responsibility for maintaining adequate technical,
physical, and security safeguards to prevent unauthorized disclosure
or destruction of manual and automatic record systems?
2508.11 How shall offices maintaining a system of records be
accountable for those records to prevent unauthorized disclosure of
information?
2508.12 What are the contents of the systems of records that are to be
maintained by the Corporation?
2508.13 What are the procedures for acquiring access to Corporation
records by an individual about whom a record is maintained?
2508.14 What are the identification requirements for individuals who
request access to records?
2508.15 What are the procedures for requesting inspection of, amendment
or correction to, or appeal of an individual's records maintained by
the Corporation other than that individual's official personnel
file?
2508.16 What are the procedures for filing an appeal for refusal to
amend or correct records?
2508.17 When shall fees be charged and at what rate?
2508.18 What are the penalties for obtaining a record under false
pretenses?
2508.19 What Privacy Act exemptions or control of systems of records
are exempt from disclosure?
2508.20 What are the restrictions regarding the release of mailing
lists?
Authority: 5 U.S.C. 552a; 42 U.S.C. 12501 et seq.; 42 U.S.C. 4950 et
seq.
Source: 64 FR 19294, Apr. 20, 1999.
Sec. 2508.1 Definitions.
(a) Amend means 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.
(b) Appeal Officer means the individual delegated the responsibility
to act on all appeals filed under the Privacy Act.
(c) Chief Executive Officer means the Head of the Corporation.
(d) Corporation means the Corporation for National and Community
Service.
(e) Individual means any citizen of the United States or an alien
lawfully admitted for permanent residence.
(f) Maintain means to collect, use, store, disseminate or any
combination of these recordkeeping functions; exercise of control over
and therefore, responsibility and accountability for, systems of
records.
(g) Personnel record means any information about an individual that is
maintained in a system of records by the Corporation that is needed for
personnel management or processes such as staffing, employment
development, retirement, grievances, and appeals.
(h) Privacy Act Officer means the individual delegated the authority
to allow access to, the release of, or the withholding of records
pursuant to an official Privacy Act request. The Privacy Act Officer is
further delegated the authority to make the initial determination on all
requests to amend records.
(i) Record means any document or other information about an individual
maintained by the agency whether collected or grouped, and including,
but not limited to, information regarding education, financial
transactions, medical history, criminal or employment history, or any
other personal information that contains the name or other personal
identification number, symbol, etc. assigned to such individual.
(j) Routine use means, with respect to the disclosure of a record, the
use of such record for a purpose which is compatible with the purpose
for which it was collected.
(k) System of records means a group of any records under the
maintenance and control of the Corporation from which information is
retrieved by use of the name of an individual or by some personal
identifier of the individual.
Sec. 2508.2 What is the purpose of this part?
The purpose of this part is to set forth the basic policies of the
Corporation governing the maintenance of its system of records which
contains personal information concerning its employees as defined in the
Privacy Act (5 U.S.C. 552a). Records included in this part are those
described in aforesaid act and maintained by the Corporation and/or any
component thereof.
Sec. 2508.3 What is the Corporation's Privacy Act policy?
It is the policy of the Corporation to protect, preserve, and defend
the right of privacy of any individual about whom the Corporation
maintains personal information in any system of records and to provide
appropriate and complete access to such records including adequate
opportunity to correct any errors in said records. Further, it is the
policy of the Corporation to maintain its records in such a manner that
the information contained therein is, and remains material and relevant
to the purposes for which it is received in order to maintain its
records with fairness to the individuals who are the subjects of such
records.
Sec. 2508.4 When can Corporation records be disclosed?
(a) (1) The Corporation will not disclose any record that is contained
in its system of records by any means of communication to any person, or
to another agency, except pursuant to a written request by, or with the
prior written consent of the individual to whom the record pertains,
unless disclosure of the record would be:
(i) To employees of the Corporation who maintain the record and who
have a need for the record in the performance of their official duties;
(ii) When required under the provisions of the Freedom of Information
Act (5 U.S.C. 552);
(iii) For routine uses as appropriately published in the annual notice
of the Federal Register;
(iv) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to the provisions of
title 13;
(v) To a recipient who has provided the Corporation with advance
adequate written assurance that the record will be used solely as a
statistical research or reporting record, and the record is to be
transferred in a form that is not individually identifiable;
(vi) To the National Archives and Records Administration of the United
States as a record which has sufficient historical or other value to
warrant its continued preservation by the United States Government, or
for evaluation by the Archivist of the United States or the designee of
the Archivist to determine whether the record has such value;
(vii) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for civil
or criminal law enforcement activity if the activity is authorized by
law, and if the head of the agency or instrumentality has made a written
request to the Corporation for such records specifying the particular
portion desired and the law enforcement activity for which the record is
sought. Such a record may also be disclosed by the Corporation to the
law enforcement agency on its own initiative in situations in which
criminal conduct is suspected provided that such disclosure has been
established as a routine use or in situations in which the misconduct is
directly related to the purpose for which the record is maintained;
(viii) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of any individual if, upon such
disclosure, notification is transmitted to the last known address of
such individual;
(ix) To either House of Congress, or, to the extent of matter within
its jurisdiction, any committee or subcommittee thereof, any joint
committee of Congress or subcommittee of any such joint committee;
(x) To the Comptroller General or any of his or her authorized
representatives, in the course of the performance of official duties in
the General Accounting Office;
(xi) Pursuant to an order of a court of competent jurisdiction served
upon the Corporation pursuant to 45 CFR 1201.3, and provided that if any
such record is disclosed under such compulsory legal process and
subsequently made public by the court which issued it, the Corporation
must make a reasonable effort to notify the individual to whom the
record pertains of such disclosure;
(xii) To a contractor, expert, or consultant of the Corporation (or an
office within the Corporation) when the purpose of the release to
perform a survey, audit, or other review of the Corporation's procedures
and operations; and
(xiii) To a consumer reporting agency in accordance with section
3711(f) of title 31.
Sec. 2508.5 When does the Corporation publish its notice of its
system of records?
The Corporation shall publish annually a notice of its system of
records maintained by it as defined herein in the format prescribed by
the General Services Administration in the Federal Register; provided,
however, that such publication shall not be made for those systems of
records maintained by other agencies while in the temporary custody of
the Corporation.
Sec. 2508.6 When will the Corporation publish a notice for new
routine uses of information in its system of records?
At least 30 days prior to publication of information under the
preceding section, the Corporation shall publish in the Federal Register
a notice of its intention to establish any new routine use of any system
of records maintained by it with an opportunity for public comments on
such use. Such notice shall contain the following:
(a) The name of the system of records for which the routine use is to
be established.
(b) The authority for the system.
(c) The purpose for which the record is to be maintained.
(d) The proposed routine use(s).
(e) The purpose of the routine use(s).
(f) The categories of recipients of such use. In the event of any
request for an addition to the routine uses of the systems which the
Corporation maintains, such request may be sent to the following office:
Corporation for National and Community Service, Director, Administration
and Management Services, Room 6100, 1201 New York Avenue, NW,
Washington, DC 20525.
Sec. 2508.7 To whom does the Corporation provide reports regarding
changes in its system of records?
The Corporation shall provide to the Committee on Government
Operations of the House of Representatives, the Committee on
Governmental Affairs of the Senate, and the Office of Management and
Budget, advance notice of any proposal to establish or alter any system
of records as defined herein. This report will be submitted in
accordance with guidelines provided by the Office of Management and
Budget.
Sec. 2508.8 Who is responsible for establishing the Corporation's
rules of conduct for Privacy Act compliance?
(a) The Chief Executive Officer shall ensure that all persons involved
in the design, development, operation or maintenance of any system of
records as defined herein are informed of all requirements necessary to
protect the privacy of individuals who are the subject of such records.
All employees shall be informed of all implications of the Act in this
area including the civil remedies provided under 5 U.S.C. 552a(g)(1) and
the fact that the Corporation may be subject to civil remedies for
failure to comply with the provisions of the Privacy Act and this
regulation.
(b) The Chief Executive Officer shall also ensure that all personnel
having access to records receive adequate training in the protection of
the security of personal records, and that adequate and proper storage
is provided for all such records with sufficient security to assure the
privacy of such records.
Sec. 2508.9 What officials are responsible for the security,
management and control of Corporation record keeping systems?
(a) The Director of Administration and Management Services shall have
overall control and supervision of the security of all systems of
records and shall be responsible for monitoring the security standards
set forth in this regulation.
(b) A designated official (System Manager) shall be named who shall
have management responsibility for each record system maintained by the
Corporation and who shall be responsible for providing protection and
accountability for such records at all times and for insuring that such
records are secured in appropriate containers whenever not in use or in
the direct control of authorized personnel.
Sec. 2508.10 Who has the responsibility for maintaining adequate
technical, physical, and security safeguards to prevent unauthorized
disclosure or destruction of manual and automatic record systems?
The Chief Executive Officer has the responsibility of maintaining
adequate technical, physical, and security safeguards to prevent
unauthorized disclosure or destruction of manual and automatic record
systems. These security safeguards shall apply to all systems in which
identifiable personal data are processed or maintained, including all
reports and outputs from such systems that contain identifiable personal
information. Such safeguards must be sufficient to prevent negligent,
accidental, or unintentional disclosure, modification or destruction of
any personal records or data, and must furthermore minimize, to the
extent practicable, the risk that skilled technicians or knowledgeable
persons could improperly obtain access to modify or destroy such records
or data and shall further insure against such casual entry by unskilled
persons without official reasons for access to such records or data.
(a) Manual systems. (1) Records contained in a system of records as
defined herein may be used, held or stored only where facilities are
adequate to prevent unauthorized access by persons within or outside the
Corporation.
(2) All records, when not under the personal control of the employees
authorized to use the records, must be stored in a locked metal filing
cabinet. Some systems of records are not of such confidential nature
that their disclosure would constitute a harm to an individual who is
the subject of such record. However, records in this category shall also
be maintained in locked metal filing cabinets or maintained in a secured
room with a locking door.
(3) Access to and use of a system of records shall be permitted only
to persons whose duties require such access within the Corporation, for
routine uses as defined in Sec. 2508.4 as to any given system, or for
such other uses as may be provided herein.
(4) Other than for access within the Corporation to persons needing
such records in the performance of their official duties or routine uses
as defined in Sec. 2508.4, or such other uses as provided herein, access
to records within a system of records shall be permitted only to the
individual to whom the record pertains or upon his or her written
request to the Director, Administration and Management Services.
(5) Access to areas where a system of records is stored will be
limited to those persons whose duties require work in such areas. There
shall be an accounting of the removal of any records from such storage
areas utilizing a written log, as directed by the Director,
Administration and Management Services. The written log shall be
maintained at all times.
(6) The Corporation shall ensure that all persons whose duties require
access to and use of records contained in a system of records are
adequately trained to protect the security and privacy of such records.
(7) The disposal and destruction of records within a system of records
shall be in accordance with rules promulgated by the General Services
Administration.
(b) Automated systems. (1) Identifiable personal information may be
processed, stored or maintained by automated data systems only where
facilities or conditions are adequate to prevent unauthorized access to
such systems in any form. Whenever such data, whether contained in punch
cards, magnetic tapes or discs, are not under the personal control of an
authorized person, such information must be stored in a locked or
secured room, or in such other facility having greater safeguards than
those provided for herein.
(2) Access to and use of identifiable personal data associated with
automated data systems shall be limited to those persons whose duties
require such access. Proper control of personal data in any form
associated with automated data systems shall be maintained at all times,
including maintenance of accountability records showing disposition of
input and output documents.
(3) All persons whose duties require access to processing and
maintenance of identifiable personal data and automated systems shall be
adequately trained in the security and privacy of personal data.
(4) The disposal and disposition of identifiable personal data and
automated systems shall be done by shredding, burning or in the case of
tapes or discs, degaussing, in accordance with any regulations now or
hereafter proposed by the General Services Administration or other
appropriate authority.
Sec. 2508.11 How shall offices maintaining a system of records be
accountable for those records to prevent unauthorized disclosure of
information?
(a) Each office maintaining a system of records shall account for all
records within such system by maintaining a written log in the form
prescribed by the Director, Administration and Management Services,
containing the following information:
(1) The date, nature, and purpose of each disclosure of a record to
any person or to another agency. Disclosures made to employees of the
Corporation in the normal course of their duties, or pursuant to the
provisions of the Freedom of Information Act, need not be accounted for.
(2) Such accounting shall contain the name and address of the person
or agency to whom the disclosure was made.
(3) The accounting shall be maintained in accordance with a system of
records approved by the Director, Administration and Management
Services, as sufficient for the purpose but in any event sufficient to
permit the construction of a listing of all disclosures at appropriate
periodic intervals.
(4) The accounting shall reference any justification or basis upon
which any release was made including any written documentation required
when records are released for statistical or law enforcement purposes
under the provisions of subsection (b) of the Privacy Act of 1974 (5
U.S.C. 552a).
(5) For the purpose of this part, the system of accounting for
disclosures is not a system of records under the definitions hereof, and
need not be maintained within a system of records.
(6) Any subject individual may request access to an accounting of
disclosures of a record. The subject individual shall make a request for
access to an accounting in accordance with Sec. 2508.13. An individual
will be granted access to an accounting of the disclosures of a record
in accordance with the procedures of this subpart which govern access to
the related record. Access to an accounting of a disclosure of a record
made under Sec. 2508.13 may be granted at the discretion of the
Director, Administration and Management Services.
Sec. 2508.12 What are the contents of the systems of record that are
to be maintained by the Corporation?
(a) The Corporation shall maintain all records that are used in making
determinations about any individual with such accuracy, relevance,
timeliness, and completeness as is reasonably necessary to assure
fairness to the individual in the determination;
(b) In situations in which the information may result in adverse
determinations about such individual's rights, benefits and privileges
under any Federal program, all information placed in a system of records
shall, to the greatest extent practicable, be collected from the
individual to whom the record pertains.
(c) Each form or other document that an individual is expected to
complete in order to provide information for any system of records shall
have appended thereto, or in the body of the document:
(1) An indication of the authority authorizing the solicitation of the
information and whether the provision of the information is mandatory or
voluntary.
(2) The purpose or purposes for which the information is intended to
be used.
(3) Routine uses which may be made of the information and published
pursuant to Sec. 2508.6.
(4) The effect on the individual, if any, of not providing all or part
of the required or requested information.
(d) Records maintained in any system of records used by the
Corporation to make any determination about any individual shall be
maintained with such accuracy, relevancy, timeliness, and completeness
as is reasonably necessary to assure fairness to the individual in the
making of any determination about such individual, provided, however,
that the Corporation shall not be required to update or keep current
retired records.
(e) Before disseminating any record about any individual to any person
other than an employee in the Corporation, unless the dissemination is
made pursuant to the provisions of the Freedom of Information Act (5
U.S.C. 552), the Corporation shall make reasonable efforts to ensure
that such records are, or were at the time they were collected,
accurate, complete, timely and relevant for Corporation purposes.
(f) Under no circumstances shall the Corporation maintain any record
about any individual with respect to or describing how such individual
exercises rights guaranteed by the First Amendment of the Constitution
of the United States, unless expressly authorized by statute or by the
individual about whom the record is maintained, or unless pertinent to
and within the scope of an authorized law enforcement activity.
(g) In the event any record is disclosed as a result of the order of a
court of appropriate jurisdiction, the Corporation shall make reasonable
efforts to notify the individual whose record was so disclosed after the
process becomes a matter of public record.
Sec. 2508.13 What are the procedures for acquiring access to
Corporation records by an individual about whom a record is
maintained?
(a) Any request for access to records from any individual about whom a
record is maintained will be addressed to the Corporation for National
and Community Service, Office of the General Counsel, Attn: Privacy Act
Officer, Room 8200, 1201 New York Avenue, NW, Washington, DC 20525, or
delivered in person during regular business hours, whereupon access to
his or her record, or to any information contained therein, if
determined to be releasable, shall be provided.
(b) If the request is made in person, such individual may, upon his or
her request, be accompanied by a person of his or her choosing to review
the record and shall be provided an opportunity to have a copy made of
any record about such individual.
(c) A record may be disclosed to a representative chosen by the
individual as to whom a record is maintained upon the proper written
consent of such individual.
(d) A request made in person will be promptly complied with if the
records sought are in the immediate custody of the Corporation. Mailed
requests or personal requests for documents in storage or otherwise not
immediately available, will be acknowledged within 10 working days, and
the information requested will be promptly provided thereafter.
(e) With regard to any request for disclosure of a record, the
following procedures shall apply:
(1) Medical or psychological records shall be disclosed to an
individual unless, in the judgment of the Corporation, access to such
records might have an adverse effect upon such individual. When such
determination has been made, the Corporation may require that the
information be disclosed only to a physician chosen by the requesting
individual. Such physician shall have full authority to disclose all or
any portion of such record to the requesting individual in the exercise
of his or her professional judgment.
(2) Test material and copies of certificates or other lists of
eligibles or any other listing, the disclosure of which would violate
the privacy of any other individual, or be otherwise exempted by the
provisions of the Privacy Act, shall be removed from the record before
disclosure to any individual to whom the record pertains.
Sec. 2508.14 What are the identification requirements for
individuals who request access to records?
The Corporation shall require reasonable identification of all
individuals who request access to records to ensure that records are
disclosed to the proper person.
(a) In the event an individual requests disclosure in person, such
individual shall be required to show an identification card such as a
drivers license, etc., containing a photo and a sample signature of such
individual. Such individual may also be required to sign a statement
under oath as to his or her identity, acknowledging that he or she is
aware of the penalties for improper disclosure under the provisions of
the Privacy Act.
(b) In the event that disclosure is requested by mail, the Corporation
may request such information as may be necessary to reasonably ensure
that the individual making such request is properly identified. In
certain cases, the Corporation may require that a mail request be
notarized with an indication that the notary received an acknowledgment
of identity from the individual making such request.
(c) In the event an individual is unable to provide suitable
documentation or identification, the Corporation may require a signed
notarized statement asserting the identity of the individual and
stipulating that the individual understands that knowingly or willfully
seeking or obtaining access to records about another person under false
pretenses is punishable by a fine of up to $5,000.
(d) In the event a requestor wishes to be accompanied by another
person while reviewing his or her records, the Corporation may require a
written statement authorizing discussion of his or her records in the
presence of the accompanying representative or other persons.
Sec. 2508.15 What are the procedures for requesting inspection of,
amendment or correction to, or appeal of an individual's records
maintained by the Corporation other than that individual's official
personnel file?
(a) A request for inspection of any record shall be made to the
Director, Administration and Management Services. Such request may be
made by mail or in person provided, however, that requests made in
person may be required to be made upon a form provided by the Director
of Administration and Management Services who shall keep a current list
of all systems of records maintained by the Corporation and published in
accordance with the provisions of this regulation. However, the request
need not be in writing if the individual makes his or her request in
person. The requesting individual may request that the Corporation
compile all records pertaining to such individual at any named Service
Center/State Office, AmeriCorps*NCCC Campus, or at Corporation
Headquarters in Washington, DC, for the individual's inspection and/or
copying. In the event an individual makes such request for a compilation
of all records pertaining to him or her in various locations,
appropriate time for such compilation shall be provided as may be
necessary to promptly comply with such requests.
(b) Any such requests should contain, at a minimum, identifying
information needed to locate any given record and a brief description of
the item or items of information required in the event the individual
wishes to see less than all records maintained about him or her.
(1) In the event an individual, after examination of his or her
record, desires to request an amendment or correction of such records,
the request must be submitted in writing and addressed to the
Corporation for National and Community Service, Office of the General
Counsel, Attn: Privacy Act Officer, Room 8200, 1201 New York Avenue, NW,
Washington, DC 20525. In his or her written request, the individual
shall specify:
(i) The system of records from which the record is retrieved;
(ii) The particular record that he or she is seeking to amend or
correct;
(iii) Whether he or she is seeking an addition to or a deletion or
substitution of the record; and,
(iv) His or her reasons for requesting amendment or correction of the
record.
(2) A request for amendment or correction of a record will be
acknowledged within 10 working days of its receipt unless the request
can be processed and the individual informed of the Privacy Act
Officer's decision on the request within that 10 day period.
(3) If the Privacy Act Officer agrees that the record is not accurate,
timely, or complete, based on a preponderance of the evidence, the
record will be corrected or amended. The record will be deleted without
regard to its accuracy, if the record is not relevant or necessary to
accomplish the Corporation's function for which the record was provided
or is maintained. In either case, the individual will be informed in
writing of the amendment, correction, or deletion and, if accounting was
made of prior disclosures of the record, all previous recipients of the
record will be informed of the corrective action taken.
(4) If the Privacy Act Officer does not agree that the record should
be amended or corrected, the individual will be informed in writing of
the refusal to amend or correct the record. He or she will also be
informed that he or she may appeal the refusal to amend or correct his
or her record in accordance with Sec. 2508.17.
(5) Requests to amend or correct a record governed by the regulation
of another government agency will be forwarded to such government agency
for processing and the individual will be informed in writing of the
referral.
(c) In the event an individual disagrees with the Privacy Act
Officer's initial determination, he or she may appeal such determination
to the Appeal Officer in accordance with Sec. 2508.17. Such request for
review must be made within 30 days after receipt by the requestor of the
initial refusal to amend.
Sec. 2508.16 What are the procedures for filing an appeal for
refusal to amend or correct records?
(a) In the event an individual desires to appeal any refusal to
correct or amend records, he or she may do so by addressing, in writing,
such appeal to the Corporation for National and Community Service,
Office of the Chief Operating Officer, Attn: Appeal Officer, 1201 New
York Avenue NW, Washington, DC 20525. Although there is no time limit
for such appeals, the Corporation shall be under no obligation to
maintain copies of original requests or responses thereto beyond 180
days from the date of the original request.
(b) An appeal will be completed within 30 working days from its
receipt by the Appeal Officer; except that, the appeal authority may,
for good cause, extend this period for an additional 30 days. Should the
appeal period be extended, the individual appealing the original refusal
will be informed in writing of the extension and the circumstances of
the delay. The individual's request for access to or to amend or correct
the record, the Privacy Act Officer's refusal to amend or correct the
record, and any other pertinent material relating to the appeal will be
reviewed. No hearing will be held.
(c) If the Appeal Officer determines that the record that is the
subject of the appeal should be amended or corrected, the record will be
amended or corrected and the individual will be informed in writing of
the amendment or correction. Where an accounting was made of prior
disclosures of the record, all previous recipients of the record will be
informed of the corrective action taken.
(d) If the appeal is denied, the subject individual will be informed
in writing:
(1) Of the denial and reasons for the denial;
(2) That he or she has a right to seek judicial review of the denial;
and
(3) That he or she may submit to the Appeal Officer a concise
statement of disagreement to be associated with the disputed record and
disclosed whenever the record is disclosed.
(e) Whenever an individual submits a statement of disagreement to the
Appeal Officer in accordance with paragraph (d)(3) of this section, the
record will be annotated to indicate that it is disputed. In any
subsequent disclosure, a copy of the subject individual's statement of
disagreement will be disclosed with the record. If the appeal authority
deems it appropriate, a concise statement of the Appeal Officer's
reasons for denying the individual's appeal may also be disclosed with
the record. While the individual will have access to this statement of
reasons, such statement will not be subject to correction or amendment.
Where an accounting was made of prior disclosures of the record, all
previous recipients of the record will be provided a copy of the
individual's statement of disagreement, as well as the statement, if
any, of the Appeal Officer's reasons for denying the individual's
appeal.
Sec. 2508.17 When shall fees be charged and at what rate?
(a) No fees shall be charged for search time or for any other time
expended by the Corporation to review or produce a record except where
an individual requests that a copy be made of the record to which he or
she is granted access. Where a copy of the record must be made in order
to provide access to the record (e.g., computer printout where no screen
reading is available), the copy will be made available to the individual
without cost.
(b) The applicable fee schedule is as follows:
(1) Each copy of each page, up to 8\1/2\'' x 14'', made by photocopy
or similar process is $0.10 per page.
(2) Each copy of each microform frame printed on paper is $0.25.
(3) Each aperture card is $0.25.
(4) Each 105-mm fiche is $0.25.
(5) Each 100' foot role of 35-mm microfilm is $7.00.
(6) Each 100' foot role of 16-mm microfilm is $6.00.
(7) Each page of computer printout without regard to the number of
carbon copies concurrently printed is $0.20.
(8) Copying records not susceptible to photocopying (e.g., punch cards
or magnetic tapes), at actual cost to be determined on a case-by-case
basis.
(9) Other copying forms (e.g., typing or printing) will be charged at
direct costs, including personnel and equipment costs.
(c) All copying fees shall be paid by the individual before the
copying will be undertaken. Payments shall be made by check or money
order payable to the ``Corporation for National and Community Service,''
and provided to the Privacy Act Officer processing the request.
(d) A copying fee shall not be charged or collected, or alternatively,
it may be reduced, when it is determined by the Privacy Act Officer,
based on a petition, that the petitioning individual is indigent and
that the Corporation's resources permit a waiver of all or part of the
fee. An individual is deemed to be indigent when he or she is without
income or lacks the resources sufficient to pay the fees.
(e) Special and additional services provided at the request of the
individual, such as certification or authentication, postal insurance
and special mailing arrangement costs, will be charged to the
individual.
(f) A copying fee totaling $5.00 or less shall be waived, but the
copying fees for contemporaneous requests by the same individual shall
be aggregated to determine the total fee.
Sec. 2508.18 What are the penalties for obtaining a record under
false pretenses?
The Privacy Act provides, in pertinent part that:
(a) Any person who knowingly and willfully requests to obtain any
record concerning an individual from the Corporation under false
pretenses shall be guilty of a misdemeanor and fined not more than
$5,000 (5 U.S.C. 552a(I)(3)).
(b) A person who falsely or fraudulently attempts to obtain records
under the Privacy Act also may be subject to prosecution under such
other criminal statutes as 18 U.S.C. 494, 495 and 1001.
Sec. 2508.19 What Privacy Act exemptions or control of systems of
records are exempt from disclosure?
(a) Certain systems of records that are maintained by the Corporation
are exempted from provisions of the Privacy Act in accordance with
exemptions (j) and (k) of 5 U.S.C. 552a.
(1) Exemption of Inspector General system of records. Pursuant to, and
limited by 5 U.S.C. 552a(j)(2), the system of records maintained by the
Office of the Inspector General that contains the Investigative Files
shall be exempted from the provisions of 5 U.S.C. 552a, except
subsections (b), (c) (1) and (2), (e)(4) (A) through (F), (e)(6)(7),
(9), (10), and (11), and (I), and 45 CFR 2508.11, 2508.12, 2508.13,
2508.14, 2508.15, 2508.16, and 2508.17, insofar as the system contains
information pertaining to criminal law enforcement investigations.
(2) Pursuant to, and limited by 5 U.S.C. 552a(k)(2), the system of
records maintained by the Office of the Inspector General that contains
the Investigative Files shall be exempted from 5 U.S.C. 552a (c)(3),
(d), (e)(1), (e)(4) (G), (H), and (I), and (f), and 45 CFR 2508.11,
2508.12, 2508.13, 2508.14, 2508.15, 2508.16, and 2508.17, insofar as the
system contains investigatory materials compiled for law enforcement
purposes.
(b) Exemptions to the General Counsel system of records. Pursuant to,
and limited by 5 U.S.C. 552a(d)(5), the system of records maintained by
the Office of the General Counsel that contains the Legal Office
Litigation/Correspondence Files shall be exempted from the provisions of
5 U.S.C. 552a(d)(5), and 45 CFR 2508.4, insofar as the system contains
information compiled in reasonable anticipation of a civil action or
proceeding.
Sec. 2508.20 What are the restrictions regarding the release of
mailing lists?
An individual's name and address may not be sold or rented by the
Corporation unless such action is specifically authorized by law. This
section does not require the withholding of names and addresses
otherwise permitted to be made public.