[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
COPYRIGHT OFFICE, LIBRARY OF CONGRESS
Prefatory Statement
The Copyright Office serves primarily as an office of public
record. Section 705 of title 17 of the United States Code requires
the Register of Copyrights to provide and keep in the Copyright
Office records of all deposits, registrations, recordations, and
other actions taken under title 17, and to prepare indexes of all
such records. It also provides that such records and indexes, as well
as the articles deposited in connection with completed copyright
registrations and retained under the control of the Copyright Office,
shall be open to public inspection. Therefore, information from these
records and indexes is routinely disclosed to the public. Further, in
accordance with 17 U.S.C. 706(a), copies may be made of the public
records and indexes of the Copyright Office. In accordance with
section 908(b) of title 17, the provisions of chapter 7 relating to
the records and publications of the Copyright Office apply to records
pertaining to mask works under chapter 9 of title 17 U.S.C.
The source for Copyright Office systems of records are, wherever
possible, the individuals to whom the records pertain or their
authorized agents. Copyright Office personnel frequently make
additions or notations on Office records in the performance of their
official duties. To the extent they add information on individuals to
Office files, they should be considered sources of records. However,
because of the volume of such additions and notations, Copyright
Office personnel have not been cited specifically under the heading
``source categories'' in this Systems' Notice.
Table of Contents
CO-1--Copyright In-Process System (COINS)
CO-2--Copyright Claims Registration Files
CO-3--Miscellaneous Correspondence Files
CO-4--Recorded Document Files
CO-5--Motion Picture Agreement Files
CO-6--Deposit Recordation File
CO-7--Compliance Activity File
CO-8--Freedom of Information Act and Privacy Act Requests and
Disclosures File
CO-9--Freedom of Information Act Annual Reports
CO-10--Address File
CO-11--Secondary Transmissions by Cable Systems: Statements of
Account
CO-12--Secondary Transmissions by Satellite Carriers for Private
Home Viewing: Statements of Account
CO-13--Licensing Division Correspondence Files
CO-14--Secondary Transmission by Cable Systems: Correspondence
Files
CO-15--Cable System Videotape Transfer Contracts File
CO-16--Network Name and Address File for Satellite Carrier
Statutory License
CO-17--Voluntary Licensing Agreements File
CO-18--Satellite Carrier Licensing Agreements File
CO-19--Notice of Intention to Obtain Compulsory License for
Making and Distributing Phonorecords Embodying Nondramatic Musical
Works File
CO-20--Annual List of Claimants to the Satellite Carrier License
Royalties
CO-21--Annual List of Claimants to the Cable Compulsory License
Royalties
CO-22--Annual List of Claimants to the Digital Audio Recording
Technology Royalties
CO-23--Records of Proceedings to Distribute Royalty Fees or
Adjust Royalty Rates
CO-24--Licensing Division File of Specialty Station Claimants
CO-25--Mask Work Registration Files
CO-26--Mask Work Recorded Documents File
CO-27--Notices of Intent to Enforce Copyrights Restored Under the
Uruguay Round Agreements Act
CO-28--Initial Notice of Digital Transmission of Sound Recordings
Under Statutory License
CO-29--Notice of Designation as Collective Under Statutory
License Notices
CO-30--Online Service Provider Designation of Agents File
CO-31--Litigation Statement Authorization File
CO-32--Copyright Office Appeal Decisions
CO-1
System name:
Copyright In-Process System (COINS).
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who make fee service requests to the Office,
including individuals who maintain deposit accounts.
Categories of records in the system:
If remittance received: Name of remitter, appropriate cross-
references, title of work, amount received, amount used, class of
application or fee service code, number of copies, nature of deposit
code.
If deposit account: Name of deposit account holder, title of
work, debit, credit notation, old balance, new balance, class of
application or fee service code, number of copies, nature of deposit
code.
Authority for maintenance of the system:
17 U.S.C. 705, 708.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Record copyright fee
charges, reconcile deposits of fees and generate accounting reports;
(2) create a record of receipt of all fee service requests; (3)
determine the status of recently submitted requests, including the
registration number assigned; (4) send periodic statements to deposit
account holders of their transactions with the Office; and (5) notify
deposit account holders that their accounts have become depleted.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records kept from November 1, 1977. Records are on computer discs
and tapes.
Retrievability:
By name of remitter, title, deposit account holder, deposit
account number, and transaction identification number.
Safeguards:
Records are stored in a room which is restricted to authorized
personnel and locked during nonworking hours. Computer access is by
functional passwords which are restricted to personnel who require
access to these records in the performance of their official duties.
Retention and disposal:
The computerized system is used to store transactions for at
least six months, at which time the record is transferred to
microfilm for permanent retention.
System manager(s) and address:
Section Head, Fiscal Control Section, Receiving and Processing
Division, Copyright Office, Library of Congress, Washington, DC
20559-6000.
Notification procedure:
Inquiries about a record should be in writing addressed to the
Supervisory Copyright Information Specialist, GC/I&R, PO Box 70400,
Southwest Station, Washington, DC 20024.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individuals who request fee services.
CO-2
System name:
Copyright Claims Registration Files.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000;
Landover Center Annex, 1701 Brightseat Road, Landover, MD 20785;
Washington National Records Center, Washington, DC 20409.
Categories of individuals covered by the system:
Authors and other copyright owners, copyright claimants,
applicants for registration or copyright renewal, or the authorized
agents of such individuals.
Categories of records in the system:
Names and addresses of copyright claimants; certified statements
pertaining to authorship, creation, publication, and other
registration related information; general correspondence pertaining
to registration of claims to copyright.
Authority for maintenance of the system:
17 U.S.C. 705, 708.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports at
the request of a member of the public; (2) respond to requests by the
public for information; (3) correspond with applicants or otherwise
process applications and related materials; (4) monitor and control
the flow of work in the Office; and (5) establish and maintain a
public record. It is the general policy of the Copyright Office to
deny direct public inspection of in-process application forms and
correspondence, and any related material forming part of a pending
application, except upon the request of the copyright claimant or his
or her authorized representative. Once registration of a copyright
claim has been completed or refused at the final agency level, the
registration and correspondence records pertaining to that claim are
open for public inspection from 8:30 a.m. to 5 p.m., Monday through
Friday, except legal holidays.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Envelopes in file cabinets and on shelves, index cards in file
cabinets, bound volumes and microfilm computer types and disks;
Copyright Office Electronic Registration, Recordation and Deposit
Systems (CORDS) records are stored on-line.
Retrievability:
Registration number, cross-referenced by name of author, name of
claimant, and title of work in the Copyright Card Catalog and post-
1977 automated catalog files; alphabetically by author's pseudonym
(prior to 1938) in Pseudonym Card File; on computer terminals by
correspondence control number, remitter's name and any entered cross-
references, in process number, registration number; in the case of
physical files, by correspondence control number on a bar code label
attached to each file, and in the case of on-line files, by accessing
LOCIS (Library of Congress Information System) to examine the COHM,
COHD, and COHS files. This can be done by connecting to LOCIS through
the Library of Congress' internet gopher at marvel.loc.gov.
Safeguards:
With the exception of the Copyright Card Catalog and post-1977
automated catalog files, these records are maintained in areas that
are restricted to authorized personnel. All records in this system
are maintained in areas that are locked during nonworking hours.
Retention and disposal:
Retained permanently.
System manager(s) and address:
Section Head, Renewals Section, Examining Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000; Section Head,
Mail and Correspondence Control Section, Receiving and Processing
Division, Copyright Office, Library of Congress, Washington, DC
20559-6000; Head, Records Management Section, and Head, Reference and
Bibliography Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000; Section Head,
Technical Support Section, Cataloging Division, Copyright Office,
Library of Congress, Washington, DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Remitters or their authorized agents.
CO-3
System name:
Miscellaneous Correspondence Files.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who have: (1) Written to the Copyright Office for
information about copyright or (2) requested fee services such as
search reports, copies of records or additional certificates of
copyright registration.
Categories of records in the system:
General correspondence, including, where appropriate, the
requester's name and action taken by the Office.\1\
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\1\Most general or routine requests for information made by letter,
telephone or e-mail are answered but not permanently retained. The
Licensing Division of the Copyright Office maintains a separate set
of correspondence files regarding administration of the compulsory
licenses in title 17, United States Code. These records are described
below.
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Authority for maintenance of the system:
17 U.S.C. 407-410, 705, 706, 708.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Maintain a record of
correspondence with individuals who address inquiries to the Office
and with individuals who request fee services; (2) record the removal
and return of documents in a file by Office personnel; and (3)
control and monitor the processing of requests.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Envelopes in file cabinets and on shelves; on occasion, 3 x 5
paper slips in a file cabinet; personal computer hard drives or
diskettes.
Retrievability:
Alphabetically by correspondent's name.
Safeguards:
These records are maintained in areas that are restricted to
authorized personnel and are locked during nonworking hours.
Retention and disposal:
Some files are retained indefinitely, while others are retained
for only three years.
System manager(s) and address:
Section Head, Certification and Documents Section, Information
and Reference Division, Copyright Office, Library of Congress,
Washington, DC 20559-6000; Section Head, Mail and Correspondence
Control Section, Receiving and Processing Division, Copyright Office,
Library of Congress, Washington, DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains, or his or her authorized
agent.
CO-4
System name:
Recorded Document Files.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who are parties to, or have submitted for
recordation, assignments, licenses, notices of termination of
transfer, and other documents pertaining to a copyright; notices of
error in the name in a copyright notice; authors of anonymous and
pseudonymous works in instances where any person having an interest
in the copyright in such a work submits a statement identifying one
or more authors of the work; authors of works in instances where any
person having an interest in the copyright in a particular work
submits a statement of the death of the author or a statement that
the author is still living on a particular date; those who have filed
notices of intent to enforce copyright (NIEs) under the Uruguay Round
Agreements Act (URAA).
Categories of records in the system:
Assignments, licenses, notices of termination of transfer, wills,
statements of abandonment of copyright, affidavits (such as a
statement with respect to the authorship of a work), agreements or
contracts, and other documents pertaining to copyright ownership,
statements of identity of an anonymous or pseudonymous author,
statements of the date of death of an author or that the author is
still living on a particular date, notices of error in the name in a
copyright notice, and notices of intent to enforce copyright under
the Uruguay Round Agreements Act.
Authority for maintenance of the system:
17 U.S.C. 104A, 203(a)(4), 205, 302, 304(c), 406(a)(2), 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records of recorded documents are open to public inspection from
8:30 a.m. to 5 p.m., Monday through Friday, except legal holidays.
The Office uses these documents to compile an index to filings
received for recordation. The index to documents received and
recorded through 1977 is located in the Copyright Card Catalog. Since
January 1, 1978, access to assignment documents recorded after 1977
is available in the automated document catalog file.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Prior to recordation, records are maintained in envelopes in file
cabinets. Once recorded, original documents are microfilmed and
returned to the remitter. Copies of copyright assignments and related
documents received prior to 1954 are in bound volumes as well as on
microfilm.
Retrievability:
By the date the Office received the document and cross-referenced
it in the Copyright Card Catalog or automated document catalog file
by individual names and titles of works, by volume and page number or
microfilm, by document number and Copyright imaging system.
Safeguards:
Prior to recordation, documents and related materials are
maintained in a room which is restricted to authorized personnel. All
records are maintained in areas that are locked during nonworking
hours.
Retention and disposal:
Retained permanently.
System manager(s) and address:
Head, Documents Recordation Section, Cataloging Division,
Copyright Office, Library of Congress, Washington, DC 20559-6000; and
Section Head, Reference and Bibliography Section, Information and
Reference Division, Copyright Office, Library of Congress,
Washington, DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Request from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains, such individual's
authorized agent, and other parties to the document recorded, or such
parties' authorized agents, as well as individuals having an interest
in the copyright in a work which is the subject of the document
submitted for recordation.
CO-5
System name:
Motion Picture Agreement Files.
System location:
Motion Picture, Broadcasting, and Recorded Sound Division,
Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Copyright depositors who have agreed to return to the Library one
archival quality copy of any motion picture returned to the
depositor, if the Library of Congress requests such return within two
years of the date of deposit.
Categories of records in the system:
Records contain the name and address of the depositor and the
date on which the Motion Picture Agreement was executed by the
Librarian of Congress.
Authority for maintenance of the system:
17 U.S.C. 407, 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Library of Congress uses these records to determine if it has
a Motion Picture Agreement with the depositor of a motion picture. If
the Library has such an agreement, the copy of the motion picture
submitted will be returned to the remitter if a written request has
been made. In the absence of such an agreement, the Motion Picture,
Broadcasting, and Recorded Sound Division of the Library of Congress
will retain the copy.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The Agreement are retained and are publicly available in the
Motion Picture Reading Room, Motion Picture, Broadcasting, and
Recorded Sound Division, Room LM 338, James Madison Building, Library
of Congress, Washington, DC 20540-4690.
Retrievability:
Alphabetically by depositor's name.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Reference Assistant, Motion Picture, Broadcasting and Recorded
Sound Division, Room LM 338, James Madison Building, Library of
Congress, Washington, DC 20540-6600.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Request from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Depositors or their authorized agents.
CO-6
System name:
Deposit Recordation File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who, without simultaneously applying for copyright
registration, have submitted deposit copies in accordance with the
provisions of 17 U.S.C. 407.
Categories of records in the system:
Title of work, edition statement, imprint, collation, in notice
statement, depositor, depositor's address, number of copies received,
date received, and disposition.
Authority for maintenance of the system:
17 U.S.C. 407, 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Keep a record of compliance
with 17 U.S.C. 407; (2) locate and correspond with those who have
published works but who have not deposited the required copies; (3)
prepare weekly statistics on the number and nature of deposits
received; and (4) prepare search reports at the request of a member
of the public.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
4 x 6 inch index cards in a cabinet and visible file; records
from April 5, 1993, kept on computer disk.
Retrievability:
Alphabetically by depositor's name, author's name, and title of
work.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained permanently.
System manager(s) and address:
Chief, Copyright Cataloging Division, Copyright Office, Library
of Congress, Washington, DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Deposit copies submitted.
CO-7
System name:
Compliance Activity File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals from whom the Office has demanded, in accordance with
17 U.S.C. 407, copies of works published in the United States. It
also includes individuals whose works were found to be deposited in
accordance with 17 U.S.C. 407 prior to a demand.
Categories of records in the system:
Author's name, title of work, publisher, copyright claimant,
dates of initial and follow-up action.
Authority for maintenance of the system:
17 U.S.C. 407, 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to avoid sending out duplicate
correspondence.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
4 x 6 inch index cards in a file cabinet.
Retrievability:
Alphabetically by title and claimant's name.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Copyright Acquisitions Division, Copyright Office, Library
of Congress, Washington, DC 20559-6600.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the
Supervisory Copyright Information Specialist, Information Section,
Information and Reference Division, Copyright Office, Library of
Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Printed bibliographies, publishers' catalogs, citations provided
by the Library of Congress, published citations of the work, and
Office personnel who have personally observed the item cited.
CO-8
System name:
Freedom of Information Act and Privacy Act Requests and
Disclosures File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who have submitted Freedom of Information Act and/or
Privacy Act requests in accordance with 37 CFR parts 203 and 204.
Categories of records in the system:
Requests submitted under the Freedom of Information Act and/or
Privacy Act; requests submitted under the Privacy Act for correction
or amendment of Office records, and copies of the Office's responses
to these requests.
Authority for maintenance of the system:
17 U.S.C. 701; 5 U.S.C. 552, 552a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Maintain an accounting of
Freedom of Information Act and/or Privacy Act requests and Office
responses to these requests; (2) maintain an accounting of requests
submitted under the Privacy Act to correct or amend a record
pertaining to an individual and the Office responses to these
requests; (3) compile the annual report required by the Freedom of
Information Act; and (4) review and compile the records report
required by the Privacy Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet, information on PC databases.
Retrievability:
Alphabetically by requester's name.
Safeguards:
Records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Section Head, Information Section, Information and Reference
Division, Copyright Office, Library of Congress, Washington, DC
20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individuals to whom the record pertains, and Copyright Office
records.
CO-9
System name:
Freedom of Information Act Annual Reports.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of records in the system:
Reports compiled by the Supervisory Copyright Information
Specialist and submitted to Congress and/or the U.S. Attorney General
summarizing the number of requests made to the Copyright Office under
the Freedom of Information and the nature of the responses to these
requests.
Authority for maintenance of the system:
17 U.S.C. 701; 5 U.S.C. 552.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Reports submitted annually to Congress and/or the U.S. Attorney
General summarizing the number of requests made to the Copyright
Office under the Freedom of Information and the nature of the
responses to these requests.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet.
Retrievability:
Chronologically, by year.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Section Head, Information Section, Information and Reference
Division, Copyright Office, Library of Congress, Washington, DC
20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individuals to whom the record pertains, and Copyright Office
records.
CO-10
System name:
Address File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Copyright claimants of record whose address has been requested by
a member of the public.
Categories of records in the system:
Name and address of claimant of record, year date of address.
Authority for maintenance of the system:
17 U.S.C. 407, 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to facilitate searching for
addresses of copyright claimants when such addresses are requested by
a member of the public.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
3 x 5 inch index cards in file drawer.
Retrievability:
Alphabetically by claimant of record's name.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and is locked during nonworking hours.
Retention and disposal:
Retained indefinitely; however, obsolete addresses are disposed
of as more current addresses are obtained.
System manager(s) and address:
Section Head, Reference and Bibliography Section, Information and
Reference Division, Copyright Office, Library of Congress,
Washington, DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Copyright claimants, their authorized agents, telephone books,
and city directories.
CO-11
System name:
Secondary Transmissions by Cable Systems: Statements of Account.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Owners of cable systems who file semi-annual statements of
account required by 17 U.S.C. 111(d)(2).
Categories of records in the system:
Legal names and addresses of owners of cable systems, call signs
and locations of primary transmitters and related correspondence.
Authority for maintenance of the system:
17 U.S.C. 111(d)(2).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports
compiled at the request of a member of the public; and (2) establish
and maintain a public record.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet and, after three years, microfilm.
Retrievability:
Alphabetically by legal name of the owner of the cable system,
grouped according to accounting period and year.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains or such individual's
authorized agent.
CO-12
System name:
Secondary Transmissions by Satellite Carriers for Private Home
Viewing: Statements of Account.
System location:
Copyright Office, Library of Congress, Washington, DC 20059-6000.
Categories of individuals covered by the system:
Owners of satellite carriers who file semi-annual statements of
account required by 17 U.S.C. 119(b)(1).
Categories of records in the system:
Legal names and addresses of owners of satellite systems that
retransmit superstations and network television signals to
subscribers for private home viewing together with the number of
subscribers that received such transmissions, and related
correspondence.
Authority for maintenance of the system:
17 U.S.C. 119(b)(2).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports
compiled at the request of a member of the public; (2) establish and
maintain a public record; and (3) prepare internal statistical and
accounting reports.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet and, after three years, microfilm.
Retrievability:
Alphabetically by legal name of the owner of the satellite
carrier, grouped according to accounting period and year.
Safeguards:
Records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains or such individual's
authorized agent.
CO-13
System name:
Licensing Division Correspondence File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who send letters of transmittal and other incidental
Licensing Division correspondence.
Categories of records in the system:
General correspondence.
Authority for maintenance of the system:
17 U.S.C. 111, 115, 116, 118, 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to maintain a record of incidental
correspondence with the Licensing Division.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in file cabinet.
Retrievability:
Alphabetically by correspondent's name.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Records are kept in the open file until a reply is received or
until the case is closed. Records in the closed file are retained
indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains or such individual's
authorized agent.
CO-14
System name:
Secondary Transmissions by Cable Systems: Correspondence Files.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Cable systems owners and other individuals who correspond with
the Licensing Division, the Copyright Office General Counsel, or the
Register of Copyrights concerning the administration of the cable
compulsory licensing system in section 111 of title 17 U.S.C.
Categories of records in the system:
Correspondence, including advisory letters regarding inquiries
into administration of compulsory licenses.
Authority for maintenance of the system:
17 U.S.C. 111, 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office maintains these records to facilitate public access to
correspondence of the Licensing Division, Copyright Office General
Counsel and the Register of Copyrights on the administration of the
section 111 compulsory licensing system.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet and binders.
Retrievability:
Correspondence usually accessible by date letter sent to member
of public.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Records are retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Licensing Division personnel, the Copyright Office General
Counsel, and the Register of Copyrights.
CO-15
System name:
Cable System Videotape Transfer Contracts File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals to whom a cable system has transferred a videotape of
a program nonsimultaneously transmitted by it pursuant to a written,
nonprofit contract providing for the equitable sharing of costs of
such videotape and its transfer.
Categories of records in the system:
Transferor, transferee, title, date contract effective, date of
recordation, location of cable system, notation of
acknowledgement of receipt by the Copyright Office, related
correspondence.
Authority for maintenance of the system:
17 U.S.C. 111(e)(2)(A).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports
compiled at the request of a member of the public; and (2) establish
and maintain a public record.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in file cabinet and on microfilm.
Safeguards:
Records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Parties to the transfer contracts or such parties' authorized
agents.
CO-16
System name:
Network Name and Address File for Satellite Carrier Statutory
License.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Television networks and individuals to whom a satellite carrier
files a list identifying all subscribers to which the satellite
carrier makes secondary transmissions of that network's primary
transmission.
Categories of records in the system:
Name of the television network, the contact person, a full
mailing address, telephone number and related information required by
17 U.S.C. 119(a)(2)(C).
Authority for maintenance of the system:
17 U.S.C. 119(a)(2)(C).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports
compiled at the request of a member of the public; and (2) establish
and maintain a public record.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Folders in a file cabinet.
Retrievability:
Alphabetically by legal name of the network owner.
Safeguards:
These records are maintained in a room restricted to authorized
personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Any individual to whom the record pertains or such individual's
authorized agent.
CO-17
System name:
Voluntary Licensing Agreements File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who submit for recordation voluntary licensing
agreements between: (1) Copyright owners of published nondramatic
musical works and published pictorial, graphic, and sculptural works
and public broadcasting entities; and (2) copyright owners of
nondramatic literary works and public broadcasting entities.
Categories of records in the system:
Copies of actual agreements submitted for recordation, copies of
registration certificates of record, and related correspondence.
Authority for maintenance of the system:
17 U.S.C. 118(b)(2), 118(e)(1).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports
compiled at the request of a member of the public; (2) prepare
internal statistical reports; and (3) establish and maintain a public
record.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet and on microfilm.
Retrievability:
Alphabetically by names of copyright owners and public
broadcasting entities.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Parties to voluntary licensing agreements or such parties'
authorized agents.
CO-18
System name:
Satellite Carrier Voluntary Agreements File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Satellite carriers, distributors, and copyright owners.
Categories of records in the system:
Copies of actual agreements submitted and related correspondence.
Authority for maintenance of the system:
17 U.S.C. 119(c)(2)(C).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports
complied at the request of a member of the public; and (2) establish
and maintain a public record.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Folders in a file cabinet.
Retrievability:
Alphabetically by legal name of the owner of the satellite
carrier, distributor, and copyright owner.
Safeguards:
These records are maintained in a room restricted to authorized
personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Any individual to whom the record pertains or such individual's
authorized agent.
CO-19
System name:
Notice of Intention to Obtain Compulsory License for Making and
Distributing Phonorecords Embodying Nondramatic Musical Works File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who file a notice of their intention to obtain a
compulsory license for making and distributing phonorecords embodying
nondramatic musical works.
Categories of records in the system:
Individual's name, name of copyright owner, titles, date of
recordation of notice, internal notation of date upon which the
Office informally acknowledged receipt of the notice.
Authority for maintenance of the system:
17 U.S.C. 115(b)(1).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports
compiled at the request of a member of the public; (2) establish and
maintain a public record; and (3) prepare internal statistical
reports.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in file cabinet.
Retrievability:
Alphabetically by name of remitter and name of copyright owner.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains or such individual's
authorized agent.
CO-20
System name:
Annual list of claimants to the satellite carrier statutory
license royalties.
System location:
Copyright Office, Library of Congress, Washington, DC.
Categories of individuals covered by the system:
Copyright owners who claim to be entitled to statutory license
fees for secondary transmissions by satellite carriers for private
home viewing.
Categories of records in the system:
Legal name and address of claimant, example of a secondary
transmission forming the basis of the claim, and related information
required under 37 CFR part 257.
Authority for maintenance of the system:
17 U.S.C. 119(b)(4)(A).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Identify the claimants who
assert a claim in a particular calendar year to the royalty fees
collected under the satellite carrier compulsory license, (2) review
compliance with the filing regulations, 37 CFR part 257, and (3)
establish and maintain a public file.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet.
Retrievability:
Listed by claimant name in order of receipt.
Safeguards:
The records are maintained in a room restricted to authorized
personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Copyright General Counsel, Copyright Office, Library of Congress,
Washington, DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the CARP Specialist, Copyright/GC/CARP, PO Box 70997,
Southwest Station, Washington, DC 20024.
Record access procedures:
Request from individuals should be in writing addressed to the
official designated under ``Notification procedures.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individuals to whom record pertains or such individual's
authorized agent.
CO-21
System name:
Annual list of claimants to the cable compulsory license
royalties.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of records in the system:
Copyright owners who claim to be entitled to statutory license
fees for secondary transmissions of broadcast signals by a cable
system.
Categories of records in the system:
Legal name and address of claimant, example of a secondary
transmission forming the basis of the claim, and related information
required under 37 CFR part 253.
Authority for maintenance of the system:
17 U.S.C. 111(d)(4)(A).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Identify the claimants who
assert a claim in a particular calendar year to the royalty fees
collected under the cable compulsory license; (2) review compliance
with the filing regulations, 37 CFR part 257, and (3) establish and
maintain a public file.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet.
Retrievability:
Listed by claimant name in order of receipt.
Safeguards:
The records are maintained in a room restricted to authorized
personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Copyright General Counsel, Copyright Office, Library of Congress,
Washington DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the CARP Specialist, Copyright/GC/CARP, PO Box 70997,
Southwest Station, Washington, DC 20024.
Record access procedures:
Request from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individuals to whom the record pertains or such individual's
authorized agent.
CO-22
System name:
Annual list of claimants to the digital audio recording
technology (DART) royalties.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Interested copyright parties who claim to be entitled to
statutory license fees because their musical works or sound
recordings have been embodied in digital or analog musical recordings
and distributed to the public in transmissions.
Categories of records in the system:
Legal name and address of claimant, example of a sound recording
forming the basis of the claim, and related information required
under 37 CFR part 259.
Authority for maintenance of the system:
17 U.S.C. 1007(a)(1).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Identify the claimants who
asserted claims in a particular calendar year to the royalty fees
collected under the Audio Home Recording Act of 1992; (2) review
compliance with the filing regulations; and (3) establish and
maintain a public file.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet.
Retrievability:
Listed by claimant name according to fund and subfund in order of
receipt.
Safeguards:
The records are maintained in a room restricted to authorized
personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Copyright General Counsel, Copyright Office, Library of Congress,
Washington DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the CARP Specialist, Copyright Office/GC/CARP, PO Box
70977, Southwest Station, Washington, DC 20024.
Record access procedures:
Request from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Any individual to whom the record pertains or such individual's
authorized agent.
CO-23
System name:
Records of proceedings to distribute royalty fees or adjust
royalty rates.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Copyright owners who are entitled to receive statutory license
fees and entities which pay the statutory fees.
Categories of records in the system:
Petitions to initiate proceeding, legal filings, orders,
transcripts, report of arbitration panel, and all other documents
related to a distribution or rate adjustment proceeding.
Authority for maintenance of the system:
17 U.S.C. 802(c).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Document distribution and
rate adjustment proceedings; (2) create a written record for review
by the U.S. Court of Appeals; and (3) establish and maintain a public
file.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet.
Retrievability:
Docket number, date of filing, party name, and type of filing.
Safeguards:
The records are maintained in a room restricted to authorized
personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Copyright General Counsel, Library of Congress, Washington DC
20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Request from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Parties who participate in the distribution or rate adjustment
proceeding.
CO-24
System name:
Licensing Division File of Specialty Station Claimants
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Copyright owners who claim specialty station status for purposes
of administration of 17 U.S.C. 111.
Categories of records in the system:
Affidavits from broadcast television stations that claim
specialty station status due to carriage of former Federal
Communications Commission rules at 47 CFR 76.5(kk)(1981).
Authority for maintenance of the system:
17 U.S.C. 701.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Administer the provisions
of the cable compulsory license, 17 USC 111; and (2) establish and
maintain a public file available for review to verify facts in
filings.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet.
Retrievability:
By station call letters.
Safeguards:
The records are maintained in a room restricted to authorized
personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief of Licensing Division, Copyright Office, Library of
Congress, Washington DC 20557-6400.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the CARP Specialist, Copyright GC/CARP, PO Box 70977,
Southwest Station, Washington, DC 20024.
Record access procedures:
Request from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Broadcast television stations that claim specialty station status
and file affidavits to that effect with the Copyright Office.
CO-25
System name:
Mask Work Registration Files.
System location:
Copyright Office, Library of Congress, Washington, DC 20557.
Categories of individuals covered by the system:
Mask work owners, applicants for mask work registration, or the
authorized agents of such individuals.
Categories of records in the system:
Names and addresses of mask work owners; certified statements
pertaining to creation, commercial exploitation, ownership, and other
registration-related information; general correspondence pertaining
to registration of mask work claims.
Authority for maintenance of the system:
17 U.S.C. 908(b), 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to: (1) Prepare search reports at
the request of a member of the public; (2) respond to requests by the
public for information; (3) correspond with applicants or otherwise
process applications and related materials; (4) monitor and control
the flow of work in the Office; and (5) establish and maintain a
public record. It is the general policy of the
Copyright Office to deny direct public inspection of in-process
application forms and correspondence, and any related material
forming part of a pending application, except upon the request of the
mask work owner or his/her authorized representative. Once
registration of a claim to mask work protection has been completed or
refused at the final agency level, the registration and
correspondence records pertaining to that claim are open for public
inspection from 8:30 a.m. to 5 p.m., Monday through Friday, except
legal holidays.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Envelopes in file cabinets and on shelves; computer tapes and
discs; and microform.
Retrievability:
By registration number, cross-referenced by name of owner and
title of work in the automated or microform catalog files; by
correspondence control number, applicant's name, title of work, and
any entered cross-references in the automated correspondence
management system; by fee service number, applicant's name, title of
work, and any entered cross-references in the automated receipts in-
process system; in the case of physical files, by correspondence
control number on a bar code label attached to each file, for in-
process files, and by applicant's name for closed correspondence
files.
Safeguards:
Automated records are available at computer terminals located
throughout the Library of Congress. Physical records are maintained
in areas that are restricted to authorized personnel. All records in
this system are maintained in areas that are locked during nonworking
hours.
Retention and disposal:
Retained permanently.
System manager(s) and address:
Section Head, Visual Arts Section, Examining Division, Department
MW, Library of Congress, Washington, DC 20540.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Applicants or their authorized agents.
CO-26
System name:
Mask Work Recorded Documents Files.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who are parties to, or have submitted for
recordation, assignments, licenses, and other documents pertaining to
a mask work.
Categories of records in the system:
Assignments, licenses, wills, agreements or contracts, and other
documents pertaining to mask works.
Authority for maintenance of the system:
17 U.S.C. 908(b), 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records of recorded documents are open to public inspection from
8:30 a.m. to 5 p.m., Monday through Friday, except legal holidays. In
addition, the Office uses these records to compile an index to
recorded documents, which is interfiled in the automated catalog
files.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Prior to recordation, records are maintained in manila envelopes
in file cabinets. Once recorded, original documents are microfilmed
and returned to the applicant. Mask work documents appear on
microfilm. Mask work documents recorded prior to 1990 appear on
separate reel(s) of microfilm; they are not interspersed with
copyright related documents.
Retrievability:
Before recordation, by date the Office received the document;
after recordation, cross-referenced in the automated catalog files by
names of parties and titles of works.
Safeguards:
Prior to recordation, documents and related materials are
maintained in a room which is restricted to authorized personnel.
Automated records are available at computer terminals located
throughout the Library of Congress. All records are maintained in
areas that are locked during nonworking hours.
Retention and disposal:
Retained permanently.
System manager(s) and address:
Head, Documents Recordation Section, Cataloging Division,
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be in writing
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains, such individual's
authorized agent, and other parties named in the document recorded,
or such parties' authorized agents, as well as individuals having an
interest in the mask work which is the subject of the document
submitted for recordation.
CO-27
System name:
Notices of Intent to Enforce Restored Copyrights under the
Uruguay Round Agreements Act (URAA).
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who have filed notices of intent to enforce
copyrights restored under the URAA.
Categories of records in the system:
Notices of intent to enforce restored copyrights that have been
filed with the Copyright Office.
Authority for maintenance of the system:
17 U.S.C. 104(A).
Routine uses of records maintained in the system including
categories of users and the purposes of such uses:
Records of notices of intent to enforce (NIEs) are useful to
persons seeking to identify copyright owners and restored works whose
owners have filed NIEs with the U.S. Copyright Office.
Policies and practices for storing, retrieving, and disposing of
records in the system:
Storage:
Prior to recordations, records are maintained in file cabinets.
Once recorded, original documents are recorded on optical disc.
Retrievability:
Catalog records of NIEs are retrievable online by title, author,
and copyright owner. Records also retrievable online by volume and
page number where the document is recorded. Full NIEs are retrievable
on optical disc by volume and page number.
Safeguards:
Prior to recordation, documents and related material are
maintained in a room which is restricted to authorized personnel. All
records are maintained in areas that are locked during nonworking
hours.
Retention and disposal:
Retained permanently.
System manager(s) and address:
Head, Documents Recordation Unit, Cataloging Division, Copyright
Office, Library of Congress, Washington, DC 20559-6000; and Chief,
Cataloging Division, Copyright Office, Library of Congress,
Washington, DC 20559-6000.
Notification procedure:
Inquiries about an individual's record should be made in writing,
addressed to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington DC 20559-6000.
Record access procedures:
Request from individuals should be made in writing, addressed to
the official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains, such individual's
authorized agent, and other parties to the documents recorded, or
such parties' authorized agents, as well as individual having an
interest in the copyright in a work which is the subject of the
document submitted for recordation.
CO-28
System name:
Initial Notice of Digital Transmission of Sound Recordings under
Statutory License.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Entities engaged in the digital transmission of sound recordings
pursuant to statutory license.
Categories of records in the system:
Name of service, address of the service, telephone number,
facsimile number, website address of service, name and title of an
authorized representative of the service, signature of the authorized
representative, and date of signature.
Authority for maintenance of the system:
17 U.S.C. 114(f)(4)(A).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records of notices of digital transmissions of sound recordings
are useful to copyright owners of sound recordings who wish to
monitor the use of their works by digital transmission services.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet and binders. Information available
through Copyright Office homepage.
Retrievability:
Initial notices are indexed by service name.
Safeguards:
The records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about a Service's record should be in writing addressed
to the Supervisory Copyright Information Specialist, GC/I&R, PO Box
70400, Southwest Station, Washington, DC 20024.
Record access procedures:
Requests from individuals should be in writing and addressed to
the official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Authorized agent of service to which record pertains.
CO-29
System name:
Notice of Designation as Collective under Statutory License.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Collectives designated under a statutory license to collect and
distribute royalty funds.
Categories of records in the system:
Name of collective, address of the collective, telephone number,
facsimile number, website address of collective, and statement of
authorization.
Authority for maintenance of the system:
17 U.S.C. 114(f)(4)(A).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records of notice of designation as collective are useful to the
services which make digital transmissions of the sound recordings.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Folders in a file cabinet and binders. Information available
through Copyright Office homepage.
Retrievability:
Initial notices are indexed by name of collective.
Safeguards:
The records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Licensing Division, Copyright Office, Library of Congress,
Washington, DC 20557-6400.
Notification procedure:
Inquiries about a Service's record should be in writing addressed
to the Supervisory Copyright Information Specialist, GC/I&R, PO Box
70400, Southwest Station, Washington, DC 20024.
Record access procedures:
Requests from individuals should be in writing and addressed to
the official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Authorized agent of service to which record pertains.
CO-30
System name:
OnLine Service Provider Designation of Agent File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Designated agents of online service providers that receive
notification of infringement by service providers.
Categories of records in the system:
Included in this file are documents that include: (1) The name,
address, telephone number, and electronic mail address of a service
provider's agent; and (2) other contact information the Register of
Copyrights deems appropriate.
Authority for maintenance of the system:
17 U.S.C. 701, 702, 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to maintain a record of agents of
online service providers who should receive any notification of a
claimed infringement which may afford a service provider limited
liability under the copyright law.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Binders in the Public Information Office in the Information and
Reference Division in the Copyright Office, Library of Congress. Also
available online on the Copyright Office's web page.
Safeguards:
These records are maintained by the Public Information Office, in
a secure room monitored by authorized personnel and locked during
nonworking hours. Hours of operation of the Public Information Office
are 8:30 a.m.-5 p.m., Monday through Friday (except holidays).
Retention and disposal:
Records are retained indefinitely.
System manager(s) and address:
Section Head, Information Section, Information and Reference
Division, Copyright Office, Library of Congress, Washington, DC
20559-6000.
Notification procedure:
Inquiries about the decisions in this file should be in writing
addressed to the Supervisory Copyright Information Specialist, GC/
I&R, PO Box 70400, Southwest Station, Washington, DC 20024.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individuals to whom the party pertains.
CO-31
System name:
Litigation Statement Authorization File
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Individuals who in the course of actual or pending litigation
request copies of registration records or deposits that were
submitted by a claimant as part of his or her registration
application.
Categories of records in the system:
The litigation statement which was filed by an appropriate party
to request copies of such registration materials to be used in actual
or pending litigation.
Authority for maintenance of the system:
17 U.S.C. 705, 708.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to allow individuals involved in
active or pending litigation on copyright matters to obtain copies of
records that were submitted to the Office as part of the application
and registration process.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file cabinets in the Certifications and
Documents area of the Copyright Office in the James Madison Building
of the Library of Congress in Washington, DC 20559-6000.
Retrievability:
By registraton number.
Safeguards:
These areas are restricted to authorized personnel and locked
during nonworking hours.
Retention and disposal:
Retained for 10 years.
System manager(s) and address:
Section Head, Certification and Documents Section, Information
and Reference Division, Copyright Office, Library of Congress,
Washington, DC 20559-6000.
Notification procedure:
Inquiries about a record should be in writing addressed to the
Supervisory Copyright Information Specialist, GC/I&R, PO Box 70400,
Southwest Station, Washington, DC 20024.
Record access procedure:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individual to whom the record pertains, or his or her authorized
agent.
CO-32
System name:
Copyright Office Appeal Decisions.
System location:
Copyright Office, Library of Congress, Washington, DC 20559-6000.
Categories of individuals covered by the system:
Applicants or their representatives who have appealed the
Office's decision not to register claims submitted for copyright
registration.
Categories of records in the system:
Included in this file are: (1) Copies of letters written by
designated Examining Division personnel who review decisions to
refuse to register a claim after the applicant or his or her
representative has filed a petition for reconsideration of the
Examining Division's initial denial of registration; and (2) copies
of the final decisions issued by the Copyright Office Appeals Board
after reexamination of an applicant's file upon a second request for
reconsideration of the Office's refusal to register a claim.
Authority for maintenance of the system:
17 U.S.C. 701, 705.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The Office uses these records to maintain a record of decisions
made by the Examining Division and the Copyright Office Appeals Board
when an applicant seeks reconsideration of the Office's refusal to
register his or her claims to copyright.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Binders in the Public Information Office in the Information and
Reference Division in the Copyright Office, Library of Congress.
Retrievability:
Documents are maintained in two categories, the first being
Examining Division responses to initial requests for reconsideration
of a refusal to register a claim, and the second being the Appeals
Board's final decisions upon a second request for reconsideration of
a claim. Each set of documents is retained in chronological order by
the date of the correspondence in which the Office sends responses to
the applicant or his or her agent.
Safeguards:
These records are maintained in the Public Information Office, a
room monitored by authorized personnel and locked during nonworking
hours. Hours of operation of the Public Information Office are 8:30
a.m.-5p.m., Monday through Friday (except holidays).
Retention and disposal:
Records are retained indefinitely.
System manager(s) and address:
Section Head, Information Section, Information and Reference
Division, Copyright Office, Library of Congress, Washington, DC
20559-6000.
Notification procedure:
Inquiries about the decisions in this file should be in writing
addressed to the Supervisory Copyright Information Specialist, GC/
I&R, PO Box 70400, Southwest Station, Washington, DC 20024.
Record access procedures:
Requests from individuals should be in writing addressed to the
official designated under ``Notification Procedure.''
Contesting record procedures:
See rules published in 37 CFR part 204.
Record source categories:
Individuals to whom the record pertains, and Copyright Office
records.
COPYRIGHT OFFICE, LIBRARY OF CONGRESS
Title 37-Patents, Trademarks, and Copyrights
Chapter II-Copyright Office, Library of Congress
PART 204--PRIVACY ACT: POLICIES AND PROCEDURES
Sec.
204.1 Purposes and scope.
204.2 Definitions.
204.3 General policy.
204.4 Procedures for notification of the existence of records
pertaining to individuals.
204.5 Procedures for requesting access to records.
204.6 Fees.
204.7 Requests for correction or amendment of a record.
204.8 Appeal of refusal to correct or amend an individual's record.
204.9 Judicial review.
Authority: Copyright Act, Pub. L. 94-553; 90 Stat. 2541-2602 (17
U.S.C. 101-710).
Source: 43 FR 776, Jan. 4, 1978, unless otherwise noted.
Sec. 204.1 Purposes and scope.
The purposes of these regulations are:
(a) The establishment of procedures by which an individual can
determine if the Copyright Office maintains a system of records in which
there is a record pertaining to the individual; and
(b) The establishment of procedures by which an individual may gain
access to a record or information maintained on that individual and have
such record or information disclosed for the purpose of review, copying,
correction, or amendment.
Sec. 204.2 Definitions.
For purposes of this part:
(a) The term ``individual'' means a citizen of the United States or an
alien lawfully admitted for permanent residence;
(b) The term ``maintain'' includes maintain, collect, use, or
disseminate;
(c) The term ``record'' means any item, collection, or grouping of
information about an individual that is maintained by an agency,
including, but not limited to, his education, financial transactions,
medical history, and criminal or employment history, and that contains
his or her name, or the identifying number, symbol, or other identifying
particular assigned to the individual, such as a finger or voice print
or a photograph;
(d) The term ``system of records'' means a group of any records under
the control of any agency from which information is retrieved by the
name of the individual; and
(e) The term ``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.
Sec. 204.3 General policy.
The Copyright Office serves primarily as an office of public record.
Section 705 of Title 17, United States Code, requires the Copyright
Office to open for public inspection all records of copyright deposits,
registrations, recordations, and other actions taken under Title
17.Therefore, a routine use of all Copyright Office systems of records
created under section 705 of Title 17 is dlisclosure to the public. All
Copyright Office systems of records created under section 705 of Title
17 are also available for public copying as required by section 706(a),
with the exception of copyright deposits, whose reproduction is governed
by section 706(b) and the regulations issued under that section. In
addition to the records mandated by section 705 of Title 17, the
Copyright Office maintains other systems of records which are necessary
for the Office effectively to carry out its mission. These systems of
records are routinely consulted and otherwise used by Copyright Office
employees in the performance of their duties. The Copyright Office will
not sell, rent, or otherwise make publicly available any mailing list
prepared by the Office.
[47 FR 36821, Aug. 24, 1982]
Sec. 204.4 Procedure for notification of the existence of records
pertaining to individuals.
(a) The Copyright Office will publish in the Federal Register, upon
the establishment or revision of the system of records, notices of all
Copyright Office systems of records subject to the Privacy Act, as
provided by 5 U.S.C., section 552a(e)(4). Individuals desiring to know
if a Copyright Office system of records contains a record pertaining to
them should submit a written request to that effect either by mail to
the Supervisory Copyright Information Specialist, Information Section,
Information and Reference Division, Copyright Office, Library of
Congress, Washington, DC 20559, or in person between the hours of 9 a.m.
and 4 p.m. on any working day except legal holidays at Room LM-401, The
James Madison Memorial Building, 1st and Independence Avenue, SE,
Washington, DC.
(b) The written request should identify clearly the system of records
which is the subject of inquiry, by reference, whenever possible, to the
system number and title as given in the notices of systems of records in
the Federal Register. Both the written request and the envelope carrying
it should be plainly marked `Privacy Act Request`. Failure to so mark
the request may delay the Office response.
(c) The Office will acknowledge all properly marked requests within
ten working days of receipt and will notify the requester within 30
working days of receipt of the existence of non-existence of records
pertaining to the requester.
(d) Since all Copyright Office Records created under section 705 of
Title 17 are open to public inspection, no identity verification is
necessary for individuals who wish to know whether a system of records
created under section 705 pertains to them.
[43 FR 776, Jan. 4, 1978, as amended at 47 FR 36821, Aug.24, 1982; 50 FR
32697, Aug. 14, 1985; 60 FR 34169, June 30. 1995]
Sec. 204.5 Procedures for requesting access to records.
(a) Individuals desiring to obtain access to Copyright Office
information pertaining to them in a system of records other than those
created under section 705 of Title 17 should make a written request,
signed by themselves or their duly authorized agent, to that effect
either by mail to the Supervisory Copyright Information Specialist,
Information Section, Information and Reference Division, Copyright
Office, Library of Congress, Washington, DC 20559, or in person between
the hours of 8:30 a.m. and 5 p.m. on any working day except legal
holidays at Room LM--401, The James Madison Memorial Building, lst and
Independence Avenue, SE, Washington, DC.
(b) The written request should identify clearly the system of records
which is the subject of inquiry, by reference, whenever possible, to the
system number and title as given in the notices of systems of records in
the Federal Register. Both the written request and the envelope carrying
it should be plainly marked ``Privacy Act Request.'' Failure to so mark
the request may delay the Office response.
(c) The Office will acknowledge all properly marked requests within
ten working days of receipt; and will notify the requester within 30
working days of receipt when and where access to the record will be
granted. If the individual requested a copy of the record, the copy will
accompany such notification.
[43 FR 776, Jan. 4, 1978, as amended at 47 FR 36821, Aug. 24, 1982; 60
FR 34169, June 30, 1995]
Sec. 204.6 Fees.
(a) The Copyright Office will provide, free of charge, one copy to an
individual of any record pertaining to that individual contained in a
Copyright Office system of records, except where the request is for a
copy of a record for which a specific fee is required and identified in
section 201.3 of this chapter, in which case that fee shall be charged.
For additional copies of records not covered by section 708 the fee will
be a minimum of $15.00 for up to 15 pages and $.50 per page over 15. The
Office will require prepayment of fees estimated to exceed $25.00 and
will remit any excess paid or bill an additional amount according to the
differences between the final fee charged and the amount prepaid. When
prepayment is required, a request is not deemed `received` until
prepayment has been made.
(b) The Copyright Office may waive the fee requirement whenever it
determines that such waiver would be in the public interest.
[43 FR 776, Jan. 4, 1979, as amended at 47 FR 36821, Aug. 24, 1982; 56
FR 59886, Nov. 26, 1991; 63 FR 29139, May 28, 1998; 64 FR 29522, June 1,
1999]
Sec. 204.7 Request for correction or amendment of records.
(a) Any individual may request the correction or amendment of a record
pertaining to her or him. With respect to an error in a copyright
registration, the procedure for correction and fee chargeable is
governed by section 408(d) of Title 17 of the United States Code, and
the regulations issued as authorized by that section. With respect to an
error in any other record, the request shall be in writing and delivered
either by mail addressed to the Supervisory Copyright Information
Specialist, Information Section, Information and Reference Division,
Copyright Office, Library of Congress, Washington, DC 20559, or in
person between the hours of 8:30 a.m. and 5 p.m. on any working day
except legal holidays, at Room LM--401, The James Madison Memorial
Building, lst and Independence Avenue, SE, Washington, DC. The request
shall explain why the individual believes the record to be incomplete,
inaccurate, irrelevant, or untimely.
(b) With respect to an error in a copyright registration, the time
limit for Office response to requests for correction is governed by
section 408(d) of Pub. L. 94-553, and the regulations issued as
authorized by that section. With respect to other requests for
correction or amendment of records, the Office will respond within 10
working days indicating to the requester that the requested correction
or amendment has been made or that it has been refused. If the requested
correction or amendment is refused, the Office response will indicate
the reason for the refusal and the procedure available to the individual
to appeal the refusal.
[43 FR 776, Jan. 4, 1978, as amended at 47 FR 36821, Aug. 24, 1982; 62
FR 34169, June 30, 1995]
Sec. 204.8 Appeal of refusal to correct or amend an individual's
record.
(a) An individual has 90 calendar days from receipt of the Copyright
Office's response to appeal the refusal to correct or amend a record
pertaining to the individual. The individual should submit a written
appeal to the Register of Copyright, Copyright Office, Library of
Congress, Washington, DC 20559 for the final administrative
determination. Appeals, and the envelopes carrying them, should be
plainly marked ``Privacy Act Appeal''. Failure to so mark the appeal may
delay the Register's response. An appeal should contain a copy of the
request for amendment or correction and a copy of the record alleged to
be untimely, inaccurate, incomplete or irrelevant.
(b) The Register will issue a written decision granting or denying the
appeal within 30 working days after receipt of the appeal unless, after
showing good cause, the Register extends the 30 day period. If the
appeal is granted, the requested amendment or correction will be made
promptly. If the appeal is denied, in whole or part, the Register's
decision will set forth reasons for the denial. Additionally, the
decision will advise the requester that he or she has the right to file
with the Copyright Office a concise statement of his or her reasons for
disagreeing with the refusal to amend the record and that such statement
will be attached to the requester's record and included in any future
disclosure of such record.
Sec. 204.9 Judicial Review.
Within two years of the receipt of a final adverse administrative
determination, an individual may seek judicial review of that
determination as provided in 5 U.S.C. 552a(g)(1).