[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
COURT SERVICES AND OFFENDER SUPERVISION AGENCY FOR THE DISTRICT
OF COLUMBIA
Table of Contents
CSOSA-1--Public Affairs File.
CSOSA-2--Background Investigation.
CSOSA-3--Employee Credential System.
CSOSA-4--Proximity Card System.
CSOSA-5--Budget System.
CSOSA-6--Payroll and Leave Records.
CSOSA-7--Time and Attendance Records.
CSOSA-8--Training Management System.
CSOSA-9--Supervision Offender Case File.
CSOSA-10--Pre-sentence Investigations.
CSOSA-11--Supervision & Management Automated Record
Tracking.
CSOSA-12--Recidivism Tracking Database.
CSOSA-13--Freedom of Information-Privacy Act System.
CSOSA-14--[Removed and reserved]
CSOSA-15--Substance Abuse Treatment Database.
CSOSA-16--Screener Database.
CSOSA-17--Office of Professional Responsibility Record.
CSOSA-18--Sex Offender Registry.
CSOSA-19 --Drug Free Workplace Program.
CSOSA/PSA-1--Automated Bail Agency Database.
CSOSA/PSA-2--Drug Test Management System.
CSOSA/PSA-3--Interview and Treatment Files.
CSOSA/PSA-4--Payroll Files.
CSOSA/PSA-5--Time and Attendance Files.
CSOSA/PSA-6--Pretrial, Probation and Parole Realtime
Information Systems Manager.
CSOSA-1
System name:
Public Affairs File.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Office of
Legislative, Intergovernmental and Public Affairs Division, 633
Indiana Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Members of the United States Congress and the D.C. Council.
Categories of records in the system:
(1) Inquiries from Members of Congress and D.C. Council; (2)
Replies to congressional and D.C. Council inquiries.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
This system is maintained to provide a history of congressional
and D.C. Council inquiries. Also, to provide the capability to
control and track correspondence to ensure a timely response and/or
any other required action.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Primary use of the system is limited to the Office of
Legislative, Intergovernmental and Public Affairs staff and to
officials who need access to perform official duties. Records in this
system may be disclosed as follows:
A. Information permitted to be released to the news media and
that may be made available unless it is determined that release of
the specific information in the context of a particular case would
constitute an unwarranted invasion of personal privacy.
B. Disclosure may be made to a congressional office or D.C.
Council member in response to an inquiry made at the request of an
employee, contractor, vendor employed by or offender under
supervision of CSOSA and/or PSA.
C. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, State, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
D. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
E. Information may be disclosed in a proceeding before an
administrative forum, including Ad Hoc forums, which may or may not
include an Administrative Law Judge, and which may or may not convene
public hearings/proceedings, or to other established adjudicatory or
regulatory agencies, e.g., the Merit Systems Protection Board, the
Federal Labor Relations Authority, or other agencies with similar or
related statutory responsibilities, where necessary to adjudicate
decisions affecting individuals who are employed by CSOSA or PSA and/
or who are covered by this system, including (but not limited to)
decisions to effect any necessary remedial actions, e.g., debt
collection activity, disciplinary and/or other appropriate personnel
actions, and/or other law enforcement related actions, where
appropriate.
F. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information in this system is stored manually in file jackets in
hardcopy (paper copies).
Retrievability:
Information is arranged and retrieved alphabetically by the name
of the congressional staff member or D.C. Council member.
Safeguards:
Information is stored in file cabinets in secured offices or in
guarded buildings, and accessed only by authorized, screened
personnel.
Retention and disposal:
Records in this system are retained and disposed of in accordance
with General Records Schedule 12.
System manager(S) and address:
Associate Director, Office of Legislative, Intergovernmental and
Public Affairs, Court Services and Offender Supervision Agency, 633
Indiana Avenue, NW., Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual who corresponded with the agency. Requesters should also
reasonably specify the record contents being sought. The address is
the same as indicated in the Notification procedure.
Contesting record procedure:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
Information is derived from the incoming and outgoing
correspondence from congressional and/or D.C. Council members and
CSOSA and/or PSA.
Exemptions claimed for the system:
None. Although no exemption has been claimed for this system of
records, certain information may be duplicative of records contained
in another system of records which may have an exemption. In those
circumstances, the exemption will still apply.
CSOSA-2
System name:
Background Investigation.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Management and
Administration Division, 633 Indiana Avenue, NW., Washington, DC
20004
Categories of individuals covered by the system:
The two systems (Background Investigation Files and Background
Investigation Database) maintain records on: (1) Current and former
employees of CSOSA; (2) Current or former contract employees; and (3)
Applicants for employment with CSOSA.
Categories of records in the system:
(1) Records containing investigative material compiled solely for
the purpose of determining suitability, eligibility or qualifications
for Federal civilian employment; (2) FBI and other agency name
checks.
Authority for maintenance of the system:
Executive Order 10450 and 5 CFR parts 5, 731, 732 and 736.
Purpose(s):
To provide investigatory information for determinations
concerning compliance with Federal personnel regulations and for
individual personnel determinations including suitability and fitness
for Federal employment, access and security clearances and
evaluations of qualifications for performance of contractual services
for the Court Services and Offender Supervision Agency.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office or D.C.
Council member(s) in response to an inquiry made at the request of an
employee or contractor employed by CSOSA.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
C. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
D. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by CSOSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
E. 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.
F. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
G. To disclose information to contractors, grantees, experts,
consultants or volunteers performing or working on a contract,
service or job for CSOSA.
H. To disclose information to consumer reporting agencies to
obtain commercial credit reports.
I. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
Disclosure to consumer reporting agencies under subsection
(b)(12) of the Privacy Act. Disclosure may be made from this system
to consumer reporting agencies as defined in the Debt Collection Act
of 1982 (31 U.S.C. 3701 (a)(3)) or the Fair Credit Reporting Act (15
U.S.C. 1681a(f)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The information is maintained manually in file jackets in
hardcopy (paper copies) and electronically.
Retrievability:
Information is arranged and retrieved alphabetically by the name
of the employee, applicant or contractor.
Safeguards:
The information is stored in GSA approved security containers,
which use GP-1 combination locks in a guarded building. Electronic
information is stored on a computer which is password protected in a
locked office.
Retention and disposal:
Records in this system are retained and disposed of in accordance
with General Records Schedule 18.
System manager(s) and address:
Associate Director, Management and Administration, Court Services
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington,
DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
The Director of the Court Services and Offender Supervision Agency
has exempted this system from the provisions of 5 U.S.C. 552a
(e)(4)(G).
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures. The Director of the Court Services and
Offender Supervision Agency has exempted this system from the
provisions of 5 U.S.C. 552a (e)(4)(H).
Contesting record procedures:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
The information provided or verified by applicants or employees
whose files are on record as authorized, information obtained from
current and former employers, co-workers, neighbors, acquaintances,
educational records and instructors, and police and credit record
checks. The Director of the Court Services and Offender Supervision
Agency has exempted this system from the provisions of 5 U.S.C. 552a
(e)(4)(I).
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (j), (k)(1) and (k)(2). Rules have been promulgated in
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and
have been published in the Federal Register.
CSOSA-3
System name:
Employee Credential System.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency (CSOSA),
Management and Administration Division, 633 Indiana Avenue, NW.,
Washington, DC 20004.
Categories of individuals covered by the system:
Current or former employees.
Categories of records in the system:
The system maintains a record of each employee issued an agency
credential with badge or medallion.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
The information is used to maintain a record of each individual
issued an agency credential as well as the accountability of each
badge and medallion.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional member or staff in
response to an inquiry made at the request of an employee employed by
CSOSA.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
C. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
D. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by CSOSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
E. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
F. Information permitted to be released to the news media and
that may be made available unless it is determined that release of
the specific information in the context of a particular case would
constitute an unwarranted invasion of personal privacy.
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The information is stored on a stand-alone computer system in a
room which is protected by a control access device.
Retrievability:
Information is retrieved by the name and/or social security
number of the employee.
Safeguards:
See storage procedures above.
Retention and disposal:
Records in this system are retained and disposed of in accordance
with General Records Schedule 18.
System manager(s) and address:
Associate Director, Management and Administration, Court Services
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington,
DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number or similar information). The
address is the same as indicated in the notification procedures.
Contesting record procedure:
Contact the official at the address specified under notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
The information is provided by employees of CSOSA.
Exemptions claimed for the system:
None.
CSOSA-4
System name:
Proximity Card System.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Management and
Administration Division, 633 Indiana Avenue, NW., Washington, DC
20004.
Categories of individuals covered by the system:
(1) Current and former employees and (2) current or former
contract employees.
Categories of records in the system:
The system contains the name and proximity card number for each
current or former employee or contractor.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
The information is used to track each individual issued an agency
proximity card and their associated access control level, as well as
the accountability of each card. Also used to ensure the physical
security of the employee and work environment.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. To provide information to a congressional member from the
record of an individual in response to an inquiry from that
congressional member made at the request of the employee or
contractor.
B. To disclose to other government agencies and to the public
whether an individual is a current employee of CSOSA.
C. To disclose information to another Federal agency, to a court,
or to a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency when the government is
a party to the judicial or administrative proceeding.
D. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
E. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
F. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by CSOSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
G. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
H. To disclose information to contractors, grantees, experts,
consultants or volunteers performing or working on a contract,
service or job for CSOSA.
I. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The information is maintained manually in file jackets in
hardcopy (paper copies) and electronically.
Retrievability:
Information is retrieved by the name and/or identification number
of the individual.
Safeguards:
The information is stored on a computer system that is password
protected and located in a room with limited access.
Retention and disposal:
The information is retained and disposed of in accordance with
General Records Schedule 18.
System manager(s) and address:
Associate Director, Management and Administration, Court Services
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington,
DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures.
Contesting record procedures:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
The information provided or verified by employees whose files are
on record as authorized and information obtained from current and
former employers.
Exemptions claimed for the system:
None.
CSOSA-5
System name:
Budget System.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Management and
Administration Division, 633 Indiana Avenue, NW., Washington, DC
20004.
Categories of individuals covered by the system:
Current and former employees of CSOSA.
Categories of records in the system:
The system maintains a record of each individual employed by the
agency. Each record contains the name, social security number,
position title, salary and benefits of the individual.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
The information is used to make payroll projections for budget
purposes and to track employees by organization within CSOSA.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. To provide information to a congressional member from the
record of an individual in response to an inquiry from that
congressional member made at the request of the employee or
contractor.
B. To disclose information to another Federal agency, to a court,
or to a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency when the government is
a party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
D. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
E. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
F. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The information is stored on a personal computer which is
password protected.
Retrievability:
The information can be retrieved by the name and/or personal
identifier of the employee.
Safeguards:
The information is maintained on a server with limited access by
user-ID and password.
Retention and disposal:
The information is retained and disposed of in accordance with
General Records Schedule 2.
System manager(s) and address:
Associate Director, Management and Administration, Court Services
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington,
DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures.
Contesting record procedures:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
The information provided by employees and information obtained
from current and former employers.
Exemptions claimed for the system:
None.
CSOSA-6
System name:
Payroll and Leave Records.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Current and former employees of CSOSA.
Categories of records in the system:
These records contain information relating to the individual's
name, social security number, age, sex, marital status, appointment,
tenure, employment status and occupation series. These records also
contain data as of the year to date and the most recent pay period
with regard to leave earned, used and balances, withholdings and
allotments to financial institutions.
Authority for maintenance of the system:
5 U.S.C. 301; 44 U.S.C. 3101; 5 CFR part 550.
Purpose(s):
Document employee salary, tax and related information and to
track and document employee leave transfers, reinstatements and other
leave issues.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. To provide information to a congressional member or D.C. City
Council member from the record of an individual in response to an
inquiry from that congressional member made at the request of the
employee or contractor.
B. To disclose information to another Federal agency, to a court,
or to a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency when the government is
a party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
D. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
E. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by CSOSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
F. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
G. To disclose to the Office of Personnel Management in
accordance with the agency's responsibility for evaluation and
oversight of Federal personnel management.
H. To provide a copy of an employee's Department of the Treasury
Form W-2, Wage and Tax Statement, to the state, city or other local
jurisdiction which is authorized to tax the employee's compensation.
The record will be provided in accordance with a withholding
agreement between the state, city or other jurisdiction and the
Department of the Treasury pursuant to 5 U.S.C. 5516, 5517 or 5520,
or in response to a written request from an appropriate official of
the taxing jurisdiction. The request must include a copy of the
applicable statute or ordinance authorizing the taxation of
compensation and should indicate whether the authority of the
jurisdiction to tax their employee is based on a place of residence,
place of employment or both.
I. To disclose information to the Department of Agriculture,
National Finance Center to effect distribution of pay according to
employee directions and other authorized purposes.
J. Release information to the Internal Revenue Service (IRS).
Information contained in the system may be disclosed to the IRS to
obtain taxpayer mailing addresses for the purpose of locating such
taxpayer to collect or compromise a Federal claim against the
taxpayer.
K. Information directly related to the identity of debtors and
the history of claims contained in the system of records may be
disclosed to consumer reporting agencies for the purpose of
encouraging repayment of overdue debts. Such disclosures will be made
only when a claim is overdue and only after due process steps have
been taken to notify the debtor and give him or her a chance to meet
the terms of the debt.
L. Information may be released about debtors to the U.S. Treasury
or other Federal employers in order to effect salary or
administrative offsets. Information contained in the system of
records may be disclosed to an employer in order to effect salary or
administrative offsets to satisfy a debt owed the United States by
that person. Such disclosures will be made only when all procedural
steps established by the Debt Collection Act have been taken.
M. To disclose information to contractors, grantees, experts,
consultants or volunteers performing or working on a contract,
service or job for CSOSA.
N. Information may be disclosed to the General Accounting Office
during a records management audit or inspection pursuant to GAO's
audit authority.
O. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
Disclosure to consumer reporting agencies under subsection
(b)(12) of the Privacy Act. Disclosure may be made from this system
to consumer reporting agencies as defined in the Debt Collection Act
of 1982 (31 U.S.C. 3701 (a)(3)) or the Fair Credit Reporting Act (15
U.S.C. 1681a(f)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is stored in individual folders or on computer.
Retrievability:
Information is retrieved by the name or personal identifier of
the individual.
Safeguards:
This information is maintained on either a password protected
computer or filed in a locked file cabinet in a private office.
Retention and disposal:
Information is maintained and disposed of in accordance with
General Records Schedule 2.
System manager(s) and address:
Associate Director, Office of Human Resources, Court Services and
Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, DC
20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures.
Contesting record procedure:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
(1) Individuals who are current or former employees of the
agency; (2) information obtained from current and former employers;
(3) National Finance Center.
Exemptions claimed for the system:
None.
CSOSA-7
System name:
Time and Attendance Records.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Current and former employees of CSOSA.
Categories of records in the system:
Time and attendance reports, leave slips and audit reports which
contain the name, social security number, grade, leave category,
leave balances and organization code.
Authority for maintenance of the system:
5 CFR part 630.
Purpose(s):
To provide control, reporting and accounting for employee leave.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. To provide information to a congressional member or D.C. City
Council member from the record of an individual in response to an
inquiry from that congressional member made at the request of the
employee or contractor.
B. To disclose information to another Federal agency, to a court,
or to a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency when the government is
a party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
D. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
E. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by CSOSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
F. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
G. To disclose to the Office of Personnel Management in
accordance with the agency's responsibility for evaluation and
oversight of Federal personnel management.
H. To disclose information to the Department of Agriculture,
National Finance Center to effect maintenance of leave.
I. To disclose information to contractors, grantees, experts,
consultants or volunteers performing or working on a contract,
service or job for CSOSA.
J. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The information is stored manually in individual folders.
Electronic access to the information is maintained on a password
protected computer.
Retrievability:
Information is retrieved by the name of the individual employee.
Safeguards:
Information is either locked in a file cabinet or in offices that
are locked.
Retention and disposal:
Information is maintained and disposed of in accordance with
General Record Schedule 2.
System manager(s) and address:
Associate Director, Office of Human Resources, Court Services and
Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, DC
20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures.
Contesting record procedures:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
(1) Current or former employee; (2) current or former Time and
Attendance personnel; (3) current or former employer; (4) National
Finance Center staff.
Exemptions claimed for the system:
None.
CSOSA-8
System name:
Training Management System.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Current and former employees of the agency.
Categories of records in the system:
Records containing the type and dates of training programs for
CSOSA employees.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To track individual employees and their training history, class
schedules, attendance and to ensure prerequisites have been met.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Information is maintained to assist in performing the
administrative functions of the Training and Career Development
Office and is used to prepare class directories, class rosters and
statistical reports.
B. To provide information to a congressional or D.C. City Council
member from the record of an individual in response to an inquiry
from that congressional or D.C. City Council member made at the
request of the employee or contractor.
C. To disclose information to contractors, grantees, experts,
consultants or volunteers performing or working on a contract,
service or job for CSOSA.
D. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is stored manually in individual file folders and
electronically.
Retrievability:
Information is retrieved by the name of the individual.
Safeguards:
The manual records are maintained in locked file cabinets and the
automated portion is maintained on a password-protected computer
Retention and disposal:
Information is maintained and disposed of in accordance with
General Records Schedule 1.
System manager(s) and address:
Associate Director, Office of Human Resources, 633 Indiana
Avenue, NW., Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures.
Contesting record procedures:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
(1) Individuals who are now or were employees of the agency; (2)
individuals from other Federal, state and local agencies, and (3)
individuals from formally established schools who may train agency
employees.
Exemptions claimed for the system:
None.
CSOSA-9
System name:
Supervision Offender Case File.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004. See 28 CFR part 800, Appendix A
for field office addresses.
Categories of individuals covered by the system:
Individuals currently or formerly under Agency supervision.
Categories of records in the system:
The files may contain but are not limited to presentence
information, sentencing information, institutional adjustment (parole
only), treatment records, compliance orders, field notes, PD-163
(police report), judgment and commitment orders, program reports,
psychiatric reports, assessments, Parole Board and judicial decisions
and post-release information to include risk assessment, substance
abuse testing, referrals, offender reporting forms, progress and
behavior reports and correspondence.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Information is maintained and used to determine risk/needs
assessment, supervision documentation, case management and
documentation of the offenders' compliance with release conditions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office or member or
D.C. Council member in response to an inquiry made at the request of
an individual currently or formerly under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation unless prohibited by law or regulation.
C. 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
unless prohibited by law or regulation.
D. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation unless prohibited by
law or regulation.
E. To provide information source for contract or treatment
facilities who provide services to individuals under CSOSA
supervision to the extent necessary to accomplish their assigned
duties unless prohibited by law or regulation.
F. To provide information relating to individuals under CSOSA
supervision to Federal, local and state courts, court personnel and
community correction officials to the extent necessary to permit them
to accomplish their assigned duties in any criminal matter unless
prohibited by law or statute.
G. To provide information to employers or prospective employers
concerning an individual's criminal history and other pertinent
information where there is a foreseeable risk of harm unless
prohibited by law or regulation.
H. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and 2906
unless prohibited by law or regulation.
I. A record may be disseminated to a Federal, state, local,
foreign, or international law enforcement agency to assist in the
general crime prevention and detection efforts of the recipient
agency or to provide investigative leads to such agency.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is stored manually in file folders.
Retrievability:
Information can be retrieved by the name of the individual or by
the DC Department of Corrections (DCDC) number.
Safeguards:
Information is maintained manually in file cabinets which are
kept in locked offices.
Retention and disposal:
Information will be maintained for 20 years after expiration of
supervision.
System manager(s) and address:
Associate Director, Community Supervision Services, Court
Services and Offender Supervision Agency, 300 Indiana Avenue, NW.,
Room 2132, Washington, DC 20001.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
The major part of this system is exempt from this requirement under 5
U.S.C. 552a(j).
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a(j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as Records access procedures above.
Record source categories:
(1) Individual under CSOSA supervision (2) Federal, state and
local law enforcement agencies; (3) state and Federal community
correction entities; (4) relatives, friends, and other community
individuals; (5) evaluation, observations, and findings of agency
staff and treatment staff; and (6) employers and/or social service
agencies.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of
the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the
system has been exempted from subsections (c)(3), (d) and (e)(1)
pursuant to subsections (k)(1) and (k)(2). Rules have been
promulgated in accordance with the requirements of 5 U.S.C. 553 (b),
(c) and (e) and have been published in the Federal Register.
CSOSA-10
System name:
Pre-sentence Investigations.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Individuals currently or formerly under Agency supervision.
Categories of records in the system:
Files contain but are not limited to D.C. Superior Court
information, offender information, details of the casework performed
by CSOSA staff and a completed copy of the pre-sentence report
(investigation).
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
At the direction of a sentencing judge, criminal and social
histories investigations of defendants are performed by staff to aid
the judge in the disposition of the defendant's criminal case.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office or D.C.
Council member in response to an inquiry made at the request of an
individual currently or formerly under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, local or foreign, which
requires information relevant to a civil or criminal investigation.
C. 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.
D. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
E. To provide information source for contract or treatment
facilities who provide services to individuals under CSOSA
supervision to the extent necessary to accomplish their assigned
duties.
F. To provide information relating to D.C. defendants to Federal,
local and state courts, court personnel and community corrections
officials to the extent necessary to accomplish their assigned
duties.
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is stored manually in individual file folders or
electronically on password protected computers or on microfilm.
Retrievability:
Information is retrieved by the name of the individual, case
number assigned or police department identification (PDID) number.
Safeguards:
Information is kept in a locked file room with access by
authorized personnel only.
Retention and disposal:
Information will be maintained for 20 years after expiration of
supervision.
System manAGER(S) AND ADDRESS:
Associate Director, Community Supervision Services, Court
Services and Offender Supervision Agency, 300 Indiana Avenue, NW.,
Room 2132, Washington, DC, 20001.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
The major part of this system is exempt from this requirement under 5
U.S.C. 552a(j).
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a (j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as Records access procedures above.
Record source categories:
(1) Individuals under CSOSA supervision; (2) Federal, state and
local law enforcement agencies; (3) state and Federal community
corrections entities; (4) relatives, friends, and other community
individuals; (5) evaluation, observations and findings of agency
staff and treatment staff; and (6) employers, schools (primary and
secondary), colleges/universities, social agencies and public
defenders.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of
the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the
system has been exempted from subsections (c)(3), (d) and (e)(1)
pursuant to subsections (k)(1) and (k)(2). Rules have been
promulgated in accordance with the requirements of 5 U.S.C. 553 (b),
(c) and (e) and have been published in the Federal Register.
CSOSA-11
System name:
Supervision & Management Automated Record Tracking (SMART)
Security classification:
None
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Individuals currently or formerly under Agency supervision.
Categories of records in the system:
1. Identification Data Records: Stores individual's base record
containing identification, socio-demographical and case status
information (i.e., DCDC number, name, aliases, police department ID
number, social security number, date of birth, current location, full
term date, parole/probation/probation eligibility date, date of
parole/probation or probation status, date off parole/probation or
probation status.)
2. Substance Abuse Data Records: Stores substance abuse testing
information on up to four illegal drugs for each individual if
applicable.
3. Release Data Records: Stores information on each time the
individual is released from D.C. Department of Corrections custody,
if applicable.
4. Special Events Data Records: Stores special event information
for each individual while incarcerated through supervision until the
sentence expires.
5. File Folder Tracking Data Records: Stores information on last
time a individual's case folder was checked out of the file room, by
whom and for what reason.
6. Reports Received Data Records: Stores information on all
reports received by the USPC and/or Superior Court except for Face
Sheets, PV Face Sheets, Reports of Alleged Violations and Work
Release Violations.
7. Work Release Violation Reports Data Records: Stores
information on Work Release Violation reports received by the USPC
and/or Superior Court.
8. Reports of Alleged Violations Data Records: Stores information
on all Reports of Alleged Violations received by the USPC and/or
Superior Court including date report prepared, and the state where
alleged violations were committed.
9. Sentence Data Records: Stores information on new and updated
Face Sheets (FS) received by the USPC and/or Superior Court including
date update received, prepared, minimum aggregate sentence, maximum
aggregate sentence, full term date, mandatory release/short term date
parole/probation eligibility date, reason PED was changed, maximum
supervision date.
10. Offense Data Record: Stores offense information listed on new
Face Sheet received by the USPC and/or Superior Court including
Court's case number, date sentenced, minimum sentence, maximum
sentence, whether consecutive or concurrent sentence, type of
sentence.
11. Detainer Data Records: Stores detainer information listed on
Face Sheets received by the USPC and/or Superior Court including
jurisdiction placing detainer, and the date detainer was logged.
12. Conduct Credit Data Records: Stores conduct credit
information listed on Face Sheets received by the USPC and/or
Superior Court including date started credit time, number of days
credited, number of days forfeited, number of forfeited days
restored, and remaining number of days balance.
13. Time Credit Data Records: Stores time credit information
listed on new and updated Face Sheets received by the USPC and/or
Superior Court including type of time credit, date time credit
started, date time credit ended, and the number of days credited.
14. Parole/probation Violator Face Sheet Data Records: Stores
information on Parole/probation Violator Face Sheets (PV-FS) received
by the USPC and/or Superior Court including date PV-FS prepared, date
PV-FS received, case number (assigned by the Court), full term date,
mandatory release/short term date, maximum date of supervision, time
owed, and the date warrant executed.
15. Hearing Calendar Data Records: Stores list of hearing and
non-hearing events scheduled for USPC Members and Hearing Examiners.
Include name of hearing official, date of event, and the docket
number.
16. Hearing Data Records: Stores information on each client's
scheduled hearing. A record is added to the file each time a
individual is scheduled for a hearing. Includes hearing docket
number, type of consideration, the hearing outcome, the hearing
recommendation, date case into office docket, and the date case came
out of office docket.
17. Non-Hearing Data Records: Stores information each time a case
is presented to the USPC through a non-hearing docket. Includes non-
hearing docket number, date office docket prepared, date into office
docket, date out of office docket, analyst who reviewed the case,
type of consideration, outcome of the review, and the analyst's
recommendation.
18. USPC and/or Superior Court Order Data Records: Stores USPC
and/or Superior Court Order information for every case presented to
the USPC and/or Superior Court for review thru a hearing or non-
hearing docket. A minimum of one record is added to the file per case
per docket. Includes disposition, date USPC and/or Superior Court
made decision, and any special conditions/instructions.
19. Conditions Data Records: Stores information on special
conditions and instructions imposed by the USPC and/or Superior
Court, or a Community Supervision officer.
20. Parole/probation Certificates Data Records: Stores
information on parole/probation certificates issued by the USPC and/
or Superior Court. Only one certificate can be issued per USPC and/or
Superior Court Order. Includes hearing/non-hearing docket number,
date certificate was issued, and the type of certificate issued.
21. Parole/probation Plan Data Records: Stores information on
parole/probation plan requested and plan status. When the USPC and/or
Superior Court grant parole/probation, a record is added to the file
if the DCDC number does not already exist. Otherwise, the existing
record is updated. Includes type of plan requested, date plan was
requested, person requested plan, and the plan/report due date.
22. Case Assignment Data Records: Stores parole/probation
supervision case assignment information for each individual granted
parole/probation. When the USPC and/or Superior Court grant parole/
probation, a record is added to the file if the DCDC number does not
already exist. Otherwise, the existing record is updated. Includes
parole/probation supervision unit assigned, date parole/probation
unit assigned, community supervision officer (CSO) assigned, date CSO
assigned, CSO's phone number, and the supervision level assigned.
23. Field Contact Data Records: Stores field supervision
information for scheduled and unscheduled contacts between individual
and the CSO. Date CSO made contact. Includes type of contact,
location where contact was established, and the purpose of contact.
24. Order to Appear for Revocation Data Records: Stores
information on Orders to Appear for Revocation issued by the USPC
and/or Superior Court on non-hearing cases presented for review.
Includes date PDS issued OAR, hearing/non-hearing docket number, date
PSS received OAR, date OAR sent to CSO, and the date served OAR
returned to PDS.
25. OAR Contact Data Records: Stores information on attempts to
service the OAR issued by the USPC and/or Superior Court.
26. Warrant Issued Data Records: Stores information on warrant
issued by the USPC and/or Superior Court as a result of a Report of
Alleged Violation.
27. Notice of Rights Data Records: Stores information on Notices
Of Rights that must be served by the USPC and/or Superior Court as a
result of a warrant being executed.
28. Housing Data Records: Stores residence information verified
by community corrections officers as part of a individual's community
corrections plan and case supervision. Includes street address.
29. Job/Employment Data Records: Stores employment information
verified by CSOs as part of a iondividual's parole/probation plan and
case supervision. For each job held, a record is added to the file.
Includes job description and employer.
30. Programs Data Records: Stores information on academic,
vocational and/or treatment programs in which the individual enrolls/
participates. Includes program name, date started program, date
finished program, and the type of program.
31. Narcotics Data Records: Stores information on urine test
surveillance program in which a individual must participate as a
condition for parole/probation. For each urine sample collected, a
record is added to the file.
Authority for maintenance of the system:
The District of Columbia parole/probation statute authorizes the
USPC and/or Superior Court of Parole/probation (integrated into CSOSA
on August 5, 1997 by the National Capital Revitalization and Self-
Government Act--D.C. Code 24-1231) to determine if and when to
terminate parole/probation or conditional release or to modify the
terms or conditions of parole/probation or conditional release. Also
see D.C. Code 24-201.2, D.C. Code 24-205, D.C. Code 24-201.3, 28 DCMR
217.x
Purpose(s):
Information maintained in the system is used to assist the Court
Services and Offender Supervision Agency (CSOSA), USPC and/or
Superior Court in monitoring the individual's compliance with
conditions of supervision, in measuring adjustment to and progress
under community supervision and in protecting the safety of the
public.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Relevant information contained in this system of records may be
disclosed as follows:
A. To a Member of Congress or congressional office staff member
or D.C. Council member or D.C. Council office staff member in
response to an inquiry made at the request of a current or former
individual under CSOSA supervision.
B. To any civil or criminal law enforcement agency, whether
Federal, state, or local or foreign, which requires information
relevant to a civil or criminal investigation to the extent necessary
to accomplish their assigned duties.
C. 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.
D. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
E. A record may be disseminated to a Federal, state, local,
foreign, or international law enforcement agency to assist in the
general crime prevention and detection efforts of the recipient
agency or to provide investigative leads to such agency.
F. To provide information relating to individuals under Agency
supervision to Federal, local and state courts, court personnel and
community correction officials to the extent necessary to permit them
to accomplish their assigned duties in any criminal mattrer unless
prohibited by law or statute.
G. To Federal, state, and local authorities participating in the
JUSTIS database system through database access to limited information
to permit a determination of an individual's status undersupervision
and the assigned supervision officer to the extent necessary for the
accomplishment of the participating authorities' assigned duties. The
participants in the JUSTIS database that will have limited access to
CSOSA's SMART information are the Federal Bureau of Prisons, the D.C.
Department of Corrections, the D.C. Superior Court, the Metropolitan
Police Department, the D.C. Pretrial Services Agency, the United
States Attorney's Office for the District of Columbia, the United
States Marshals Service, and the United States Parole Commission.
H. To provide an information source for contract or treatment
facilities that provide services to individyals under CSOSA
supervision to the extent necessary to accomplish their assigned
duties.
I. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The SMART database and processing programs are hosted on servers,
which are managed by CSOSA IT Staff. The system provides online data
entry and query in a real-time fashion using preformatted input/
output screens.
Retrievability:
Agency staff may retrieve information by individual's identifiers
such as name, CSOSA number, DCDC number, PDID number, Social Security
Number, Superior Court number, FBI number, Interstate Compact number,
and Police Service Area number, or in combination with search queries
on other identification data record fields.
Other routine users may retrieve information by individual
identifiers such as name, CSOSA number, DCDC number, PDID number,
Social Security Number, Superior Court number, FBI number, Interstate
Compact number, and Police Service Area number.
Safeguards:
The server room is locked; access to the servers are restricted
and end users must have a valid User ID and password before they can
gain access to the one processing program they have been authorized
to use.
Retention and disposal:
Information in this system will be destroyed 20 years after date
of last entry.
System manager(s) and address:
Chief Technology Officer, Court Services and Offender Supervision
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
The major part of this system is exempt from this requirement under 5
U.S.C. 552a (j).
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a(j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as Records access procedures above.
Record source categories:
(1) Individual under CSOSA supervision; (2) Federal, state and
local law enforcement agencies; (3) state and Federal community
corrections entities; (4) relatives, friends, and other community
individuals; (5) evaluation, observations and findings of agency
staff and treatment staff.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of
the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the
system has been exempted from subsections (c)(3), (d) and (e)(1)
pursuant to subsections (k)(1) and (k)(2). Rules have been
promulgated in accordance with the requirements of 5 U.S.C. 553 (b),
(c) and (e) and have been published in the Federal Register.
CSOSA-12
System name:
Recidivism Tracking Database.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Community
Supervision Services, 300 Indiana Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Individuals currently or formerly under Agency supervision.
Categories of records in the system:
Name, police department identification number (PDID), DC
Department of Corrections number (DCDC), type of supervision, offense
code, docket number, source of information, pretrial release status,
police service area and arrest and conviction information.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To track and detail all official incidents of recidivism by
offenders under the jurisdiction of the agency.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office or DC Council
member in response to an inquiry made at the request of an individual
currently or formerly under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
C. 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.
D. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
E. To provide information source for contract or treatment
facilities who provide services to individuals under CSOSA
supervision to the extent necessary to accomplish their assigned
duties.
F. To provide information relating to individuals under CSOSA
supervision to Federal, local and state courts, court personnel and
community corrections officials to the extent necessary to accomplish
their assigned duties.
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is stored in paper format and electronically on a
computer which is password protected.
Retrievability:
Information is retrieved by the name, DCDC or PDID number
assigned to the individual.
Safeguards:
The electronic database is protected by a password and only
authorized staff have access. Paper copies are maintained in a locked
file cabinet.
Retention and disposal:
Records will be maintained for 20 years after expiration of
sentence.
System manager(s) and address:
Associate Director, Community Supervision Services, Court
Services and Offender Supervision Agency, 300 Indiana Avenue, NW.,
Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To the extent that this system of records is not subject to
exemption, it is subject to access and contest. A determination as to
exemption shall be made at the time a request for access is received.
Contesting record procedures:
Same as records access procedures above.
Record source categories:
(1) Individual under Agency supervision, (2) agency staff, (3)
treatment facilities, (4) Federal, state and local law enforcement
agencies, (5) U.S. Parole Commission and (6) Federal, state and local
courts and court personnel.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (k)(1) and (k)(2). Rules have been promulgated in
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and
have been published in the Federal Register.
CSOSA-13
System name:
Freedom of Information-Privacy Acts System.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
(1) Individuals or organizations who have requested access to
information pursuant to the Freedom of Information Act or Privacy
Act; (2) individuals who have made a request to access or correct
records pertaining to themselves; and (3) persons who, on behalf of
another individual, have made a request to access or correct that
individual's records.
Categories of records in the system:
(1) Records contain Freedom of Information Act and Privacy Act
requests for CSOSA/PSA records requested and any other correspondence
or internal memoranda related to the processing of these requests.
Records will also contain such data as the name of requester, address
of requester, subject of request. (2) Documents relevant to appeals
and litigation under the Freedom of Information Act and Privacy Act.
Authority for maintenance of the system:
5 U.S.C. 552 and 552a.
Purpose(s):
To assist CSOSA staff in carrying out their responsibilities
under the Freedom of Information Act and the Privacy Act.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Public information permitted to be released to the news media
and the public may be made available unless it is determined that
release of the specific information in the context of a particular
case would constitute an unwarranted invasion of personal privacy.
B. Disclosure may be made to a congressional office, Member of
Congress or member of the D.C. Council in response to an inquiry made
at the request of an employee, contractor, vendor or individual
currently or formerly employed by or under supervision of CSOSA and/
or PSA.
C. Information may be disseminated to a Federal agency which
furnished the record for the purpose of permitting a decision as to
access or correction to be made by that agency or for the purpose of
consulting with that agency as to the propriety of access or
correction.
D. Records may be disseminated to any appropriate Federal, state,
local or foreign agency for the purpose of verifying the accuracy of
information submitted by an individual who has requested amendment or
correction of records.
E. Release of information to the National Archives and Records
Administration (NARA) and to the General Services Administration
(GSA): A record may be disclosed to NARA and GSA in records
management inspections conducted under the authority of 44 U.S.C.
2904 and 2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual requests are stored in a locked file cabinet. Automated
information is contained on a password-protected computer.
Retrievability:
Requests are retrieved and filed under the name and/or personal
identifier of the requester or subject of the request.
Safeguards:
Access to records is limited to CSOSA staff who have a need for
the records to perform their official duties. Request files are
stored in a locked file cabinet.
Retention and disposal:
Records are retained and disposed of in accordance with General
Records Schedule 14.
System manager(s) and address:
General Counsel, Court Services and Offender Supervision Agency,
633 Indiana Avenue, NW., Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual who corresponded with the agency. Requesters should also
reasonably specify the record contents being sought. The address is
the same as indicated in the Notification procedure.
Contesting record procedures:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
Information is derived from the individuals and/or companies
making requests, the system of records searched in the process of
responding to requests, and other agencies referring requests for
access to or correction of records.
Exemptions claimed for the system:
None. Although no exemption has been claimed for this system of
records, certain information may be duplicative of records contained
in another system of records which may have an exemption. In those
circumstances, the exemption will still apply.
CSOSA-14 [Removed and reserved]
CSOSA-15
System name:
Substance Abuse Treatment Database.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency (CSOSA), Community
Supervision Services, 300 Indiana Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Individuals currently or formerly under Agency supervision.
Categories of records in the system:
Name, police department identification number (PDID), DC
Department of Corrections number (DCDC), supervision status, date
referred for treatment, social security number, FBI number,
employment status, education level, date of birth, sex, race, reason
for referral and drug test information.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To assist staff in tracking individual through the treatment
continuum.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office or DC Council
member in response to an inquiry made at the request of an individual
under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation unless prohibited by law or regulation.
C. 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
unless prohibited by law or regulation.
D. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation unless prohibited by
law or regulation.
E. To provide information source for contract or treatment
facilities who provide services to individual under CSOSA supervision
unless prohibited by law or regulation.
F. To provide information relating to D.C. individuals under
CSOSA superivison to Federal, local and state courts, court personnel
and community corrections officials unless prohibited by law or
regulation.
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and 2906
unless prohibited by law or regulation.
Disclosure to consumer reporting agencies: 1
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is maintained electronically and manually.
Retrievability:
Information can be retrieved by the name of the offender or DCDC
or PDID number assigned to the offender.
Safeguards:
Electronic information is stored on a password-protected
computer.
Retention and disposal:
Records will be maintained for 20 years after expiration of
supervision.
System manager(s) and address:
Associate Director, Community Supervision Services, Court
Services and Offender Supervision Agency, 300 Indiana Avenue, NW.,
Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a(j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as Records access procedures above.
Record source categories:
(1) Individual under Agency supervision; (2) evaluation,
observations and findings of agency staff and treatment staff.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (k)(1) and (k)(2). Rules have been promulgated in
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and
have been published in the Federal Register.
CSOSA-16
System name:
Screener Database.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency (CSOSA), 633
Indiana Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Individuals currently or formerly under Agency supervision.
Categories of records in the system:
Name, police department identification number (PDID), DC
Department of Corrections number (DCDC), social security number, date
of birth, race, sex, type of supervision, offense code, age,
education, home address, employment information, criminal history,
history of substance abuse and level of supervision.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To track and detail all screeners (risk assessments) conducted on
offenders under the agency's supervision.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office or DC Council
member in response to an inquiry made at the request of an individual
under Agency supervision under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation unless prohibited by law or regulation.
C. 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
unless prohibited by law or regulation.
D. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation unless prohibited by
law or regulation.
E. To provide information source for contract or treatment
facilities who provide services to individuals under CSOSA
supervision to the extent necessary to accomplish their assigned
duties unless prohibited by law or regulation.
F. To provide information relating to individuals under Agency
supervision to Federal, local and state courts, court personnel and
community corrections officials to the extent necessary to accomplish
their assigned duties unless prohibited by law or regulation.
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and 2906
unless prohibited by law or regulation.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is stored electronically at the University of
Maryland, 4511 Knox Road, Suite 301, College Park, MD 20740 and paper
copies are stored in a locked file and in the offender's supervision
file.
Retrievability:
Information can be retrieved by the name of the individual and
the DCDC or PDID assigned to the individual.
Safeguards:
Paper copies are maintained in locked files in locked offices,
accessible only by unique employee numeric code.
Retention and disposal:
Records will be maintained for 20 years after expiration of
sentence.
System manager(s) and address:
Associate Director, Community Justice Programs, Court Services
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington,
DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a(j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as Records access procedures above.
Record source categories:
(1) Individual under Agency supervision; (2) Federal, state and
local law enforcement agencies; (3) state and Federal community
corrections entities; (4) evaluation, observations and findings of
agency staff and treatment staff.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (k)(1) and (k)(2). Rules have been promulgated in
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and
have been published in the Federal Register.
CSOSA-17
System name:
Office of Professional Responsibility Record.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
In connection with its investigative duties, the Office of
Professional Responsibility (OPR) will maintain records on the
following categories of individuals:
(1) Individuals or entities who are or have been the subject of
inquiries or investigations conducted by OPR including current or
former employees; current and former consultants, contractors and
subcontractors with whom the agency has contracted and their
employees; and such other individuals or entities in association with
CSOSA as it relates to alleged violation(s) of CSOSA's rules of
conduct, the Civil Service merit system, and/or criminal or civil
law, which may affect the integrity or physical facilities of CSOSA;
and (2) Individuals who are witnesses; complainants; confidential or
nonconfidential informants; and parties who have been identified by
CSOSA or by other agencies, by constituent units of CSOSA, or by
members of the general public as potential subjects of or parties to
an investigation under the jurisdiction of OPR.
Categories of records in the system:
Information relating to investigations, including: (1) Letters,
memoranda and other documents citing complaints of alleged criminal,
civil or administrative misconduct; and (2) Investigative files which
include: reports of investigations to resolve allegations of
misconduct or violations of law with related exhibits, statements,
affidavits or records obtained during investigations; prior criminal
or noncriminal records of individuals as they relate to the
investigations; reports from or to other law enforcement bodies;
information obtained from informants and identifying data with
respect to such informants; nature of allegations made against
suspects and identifying data concerning such subjects; and public
source materials.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
The Office of Professional Responsibility (OPR) for the Court
Services and Offender Supervision Agency (CSOSA) will maintain this
system of records in order to conduct its responsibilities pursuant
to 5 U.S.C. 301. The OPR is directed to conduct and supervise
investigations relating to programs and operations of CSOSA; to
promote economy, efficiency, and effectiveness in the administration
of such programs and operations; and to prevent and detect fraud,
waste and abuse in such programs and operations. Accordingly, the
records in this system are used in the course of investigating
individuals and entities suspected of having committed illegal or
unethical acts and in conducting related criminal prosecutions, civil
proceedings or administrative actions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed as follows:
A. In the event that records indicate a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program statute,
or by rule, regulation, or other pursuant thereto, or if records
indicate a violation or potential violation of a contract, the
relevant records may be disclosed to the appropriate agency, whether
Federal, state, local, foreign or international, charged with the
responsibility of investigating or prosecuting such violation,
enforcing or implementing such statute, rule, regulation or order, or
with enforcing such contract.
B. A record may be disclosed to a Federal, state, local, foreign
or international agency, or to an individual or organization when
necessary to elicit information which will assist an investigation,
inspection or audit.
C. A record may be disclosed to a Federal, state, local, foreign
or international agency maintaining civil, criminal or other relevant
information if necessary to obtain information relevant to an OPR
decision concerning the assignment, hiring or retention of an
individual, the issuance or revocation of a security clearance, the
reporting of an investigation of an individual, the letting of a
contract, or the issuance or revocation of a license, grant or other
benefit.
D. A record may be disclosed to a Federal, state, local, foreign
or international agency in response to its request in connection with
the assignment, hiring or retention of an individual, the issuance or
revocation of a security clearance, the reporting of an investigation
of an individual, letting of a contract or the issuance or revocation
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.
E. A record may be disclosed to a Member of Congress or DC
Council member or staff acting upon the Member's behalf when the
Member or staff requests the information on behalf of, and the
request of, the individual who is the subject of the record.
F. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by CSOSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
G. To provide relevant information to Federal, local, state and
foreign courts, court personnel and community corrections officials.
H. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information in this system is stored manually in file jackets in
a locked, fireproof safe and electronically on a password-protected
computer.
Retrievability:
Entries are arranged numerically and/or alphabetically and are
retrieved with reference to the surname of the individual covered by
this system of records or the assigned case number.
Safeguards:
Information and/or manual records are stored in a locked,
fireproof safe and office automation equipment in a secured office
and accessed only by authorized personnel.
Retention and disposal:
Records in this system are retained and disposed of 10 years
after final review.
System manager(s) and address:
Director, Office of Professional Responsibility, Court Services
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington,
DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
The Director of the Court Services and Offender Supervision Agency
has exempted this system from the provisions of 5 U.S.C. 552a
(e)(4)(G).
Record access procedures:
The major part of this system is exempted from this requirement
pursuant to 5 U.S.C. 552a(j)(2) and (k)(2). To the extent that this
system of records is not subject to exemption, it is subject to
access. A determination as to exemption shall be made at the time a
request for access is received. A request for access to records
contained in this system shall be made in writing. Include in this
request the full name of the individual involved, his or her current
address, date and place of birth, notarized signature, and any other
identifying number or information which may be of assistance in
locating the record. The requester shall also provide a return
address for transmitting the information.
Contesting record procedures:
The major part of this system is exempted from this requirement
pursuant to 5 U.S.C. 552a(j)(2) and (k)(2). To the extent that this
system of records is not subject to exemption, it is subject to
access and contest. A determination as to exemption shall be made at
the time a request for contest is received. Requesters shall clearly
and concisely state which information is being contested, the reason
for contesting it and the proposed amendment to the information.
Record source categories:
The subjects of the investigations; individuals with whom the
subjects of investigations are associated; current and former CSOSA
employees; officials of Federal, state, local and foreign law
enforcement and non-law enforcement agencies; private citizens,
witnesses; confidential and nonconfidential informants; and public
source materials.
Exemptions claimed for the system:
The Director has exempted this system from subsections (c)(3) and
(4), (d), (e)(1) through (e)(3), (4)(H), (5) and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a (j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (k)(2). Rules have been promulgated in accordance with
the requirements of 5 U.S.C. 553(b), (c) and (e) and have been
published in the Federal Register.
CSOSA-18
System name:
Sex Offender Registry.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Community
Supervision Services, 300 Indiana Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Current and/or former sex offenders, sentenced by a court in the
District of Columbia and those offenders sentenced as a sex offender
in other jurisdictions who live, work or attend school within the
District of Columbia.
Categories of records in the system:
Personal and identifying information, including, but not limited
to, photograph, fingerprints, physical description and identifying
marks or characteristics, aliases, identifying numbers assigned by
law enforcement agencies, home, work and school address, type of
automobile owned by offender, criminal history, crime for which
offender was convicted, the official version of the offense and the
presentence report, the sentence that was imposed and when the
offender was released into the community.
Authority for maintenance of the system:
National Capital Revitalization and Self-Government Improvement
Act of 1997, Pub. L. 105-33, sections 11231-11234 and sections 11271-
11280 as amended by the District of Columbia Appropriations Act,
2000, and the District of Columbia Sex Offender Registration Act of
1999, 24 DC Code Sections 1117-1137.
Purpose(s):
Pursuant to delegation by Congress, the Court Services and
Offender Supervision Agency will exercise the powers and functions
for the District of Columbia relating to sex offender registration as
provided in the District of Columbia Sex Offender Registration Act of
1999.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office or DC Council
member in response to an inquiry made at the request of a current
and/or former offender listed on the Sex Offender Registry.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
C. To any source from which information is requested in the
course of an agency 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.
D. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
E. To provide information source for contract or treatment
facilities who provide services to offenders under CSOSA supervision
to the extent necessary to accomplish their assigned duties.
F. To provide information relating to offender to Federal, local
and state courts, court personnel, pretrial, community corrections
officials to the extent necessary to accomplish their assigned
duties.
G. To provide information to Federal, state and local law
enforcement agencies responsible for monitoring, enforcing and/or
implementing a Federal, state or local statute or regulation related
to sex offenders.
H. A record may be disseminated to a Federal, state, local,
foreign, or international law enforcement agency to assist in the
general crime prevention and detection efforts of the recipient
agency or to provide investigative leads to such agency.
I. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is maintained in individual file folders and
electronically on a password-protected computer.
Retrievability:
Information can be retrieved by the name and/or personal
identifier assigned to the offender.
Safeguards:
Information is maintained manually in a locked file cabinet and
electronic information is maintained on a password-protected computer
with limited access.
Retention and disposal:
Records will be maintained until the death of the individual.
System manAGER(S) AND ADDRESS:
Associate Director, Community Supervision Services, Court
Services and Offender Supervision Agency, 300 Indiana Avenue, NW.,
Room 2132, Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
The major part of this system is exempt from this requirement under 5
U.S.C. 552a (j).
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a (j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as Records access procedures above.
Record source categories:
(1) Offender; (2) Federal, state and local law enforcement
agencies; (3) state and Federal community corrections entities; (4)
Federal, state and local courts or court personnel.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of
the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the
system has been exempted from subsections (c)(3), (d) and (e)(1)
pursuant to subsections (k)(1) and (k)(2). Rules have been
promulgated in accordance with the requirements of 5 U.S.C. 553 (b),
(c) and (e) and have been published in the Federal Register.
CSOSA-19
System name:
Drug Free Workplace Program.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
The two systems (Drug Free Workplace Program Files and Drug Free
Workplace Program Database) maintain records of each individual who
has provided a urine specimen for testing. It also includes employees
determined by the Agency to fill a designated testing position
subject to random urinalysis testing as well as individuals who have
volunteered to be part of the random pool.
Categories of records in the system:
Each record contains the name, social security number, date of
birth as well as the collection information, reason for testing,
types of drugs tested for and laboratory results.
Authority for maintenance of the system:
Executive Order 12564, Drug-Free Federal Workplace.
Purpose(s):
The information is used to make employment or continued
employment determinations. The database is used to randomly select
individuals for urinalysis testing.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office or D.C.
Council member in response to an inquiry made at the request of an
employee or contractor employed by CSOSA.
B. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
C. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
D. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by CSOSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
E. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
CSOSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
F. To disclose information to contractors, grantees, experts,
consultants or volunteers performing or working on a contract,
service or job for CSOSA.
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is either stored in locked bar file cabinets fitted
with combination locks or stored on a stand-alone computer in a room
which is protected by a control access device.
Retrievability:
The information is retrieved by the name of the individual or by
the assigned drug test control number.
Safeguards:
Information is limited to those agency employees with a need-to-
know and is stored in an office protected by a control access device.
Retention and disposal:
Information is maintained in accordance with General Records
Schedule 1.
System manager(s) and address:
Associate Director, Management and Administration, Court Services
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington,
DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures.
Contesting record procedures:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
The information provided or verified by applicants or employees
whose files are on record as authorized.
Exemptions claimed for the system:
None.
CSOSA/PSA-1
System name:
Automated Bail Agency Database (ABA DABA).
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Pretrial Services
Agency, 633 Indiana Avenue, NW., Washington, DC 20004. The database
is housed at the Metropolitan Police Department, 300 Indiana Avenue,
NW., and the application is used at the following locations: 633,
601, 500 and 300 Indiana Avenue, NW., and 333 Constitution Avenue,
NW., Washington, DC.
Categories of individuals covered by the system:
Defendants charged with federal and local misdemeanor and felony
charges, municipal violations and traffic offenses in the District of
Columbia.
Categories of records in the system:
Information includes defendants' personal, health and demographic
information, criminal histories, substance abuse information and
defendants' personal references.
Authority for maintenance of the system:
5 U.S.C. 301 and the National Capital Revitalization and Self-
Government Improvement Act of 1997, Pub. L. 105-33, Sections 11231-
11234 and Sections 11271-11280.
Purpose(s):
Information is used to set bail, provide substance abuse
treatment, monitor compliance with release conditions, report
compliance with and violations of release conditions and assist with
sentencing decisions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office member in
response to an inquiry made at the request of a current or former
offender under CSOSA/PSA supervision.
B. Information may be disclosed to any criminal law enforcement
agency, whether Federal, state, or local or foreign, which requires
information relevant to disposition of a criminal justice matter in
accordance with 42 CFR 2.35.
C. Information may be disclosed to the appropriate Federal,
state, local, foreign or other public authority responsible for
investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order where PSA becomes aware of a violation
orpotential violation of civil or criminal law or regulation.
D. To provide information relating to DC defendants to Federal,
local and state courts, court personnel, prosecutors, defense
attorneys, corrections, probation, parole, and other pretrial
officials to the extent necessary to permit them to accomplish their
assigned duties in any criminal matter, unless otherwise prohibited
by law or regulation.
E. To provide information source for contract or treatment
facilities who provide services to defendants under PSA supervision
(except substance abuse and mental health treatment information).
F. To provide information to the attorney of record for the
defendant (except substance abuse and mental health treatment
information).
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is currently stored on the Metropolitan Police
Department's mainframe.
Retrievability:
Information can be retrieved by the name of the individual,
aliases, PDID, Bail Agency ID (BAID) number, case docket number and
Bail Agency Case Entry (BACE) number.
Safeguards:
Information is maintained in a building which has 24-hour
security.
Retention and disposal:
Information will be retained for 5 years after disposition of
charge(s).
System manager(s) and address:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW.,
Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a (j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as Records access procedures above.
Record source categories:
(1) Defendant; (2) Federal, state and local law enforcement
agencies; (3) local, state and Federal corrections; (4) Federal,
state and local probation, parole and pretrial services; (5)
relatives, friends, and other community individuals; (6) evaluation,
observations and findings of agency staff, treatment staff and other
social service agencies/staff.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (k)(1) and (k)(2). Rules have been promulgated in
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and
have been published in the Federal Register.
CSOSA/PSA-2
System name:
Drug Test Management System (DTMS).
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Pretrial Services
Agency (PSA), 633 Indiana Avenue, NW., Washington, DC 20004. The main
server is located at 500 Indiana Avenue, NW., Room C-225 and the
application is on workstations at all PSA and Community Supervision
Services locations.
Categories of individuals covered by the system:
Individuals charged with federal and local misdemeanor and felony
charges, municipal violations and traffic offenses in the District of
Columbia and on probation and parole for local offenses.
Categories of records in the system:
Substance abuse testing and treatment information.
Authority for maintenance of the system:
National Capital Revitalization and Self-Government Improvement
Act of 1997, Pub. L. 105-33, sections 11231-11234 and Sections 11271-
11260 and 5 U.S.C. 301.
Purpose(s):
Information is used to determine bail, make recommendations for
sentencing, provide substance abuse treatment, monitor compliance
with release conditions and report compliance with and violations of
release conditions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office in response
to an inquiry made at the request of a current and/or former
offender/defendant under CSOSA/PSA supervision.
B. Information may be disclosed to any criminal law enforcement
agency, whether Federal, state, or local or foreign, which requires
information relevant to disposition of a criminal justice matter in
accordance with 42 CFR 2.35.
Information may be disclosed to the appropriate Federal, state,
local, foreign or other public authority responsible for
investigating, prosecuting, enforcing or implementing a statute,
rule, regulation, or order where PSA becomes aware of a violation or
potential violation of civil or criminal law or regulation.
D. To provide information relating to DC defendants and offenders
to Federal, local and state courts, court personnel, prosecutors,
defense attorneys, corrections, probation, parole and other pretrial
officials to theextent necessary to permit them to accomplish their
assigned duties in any criminal matter, unless otherwise prohibited
by law or regulation.
E. To provide information source for contract or treatment
facilities who provide services to defendants under PSA supervision
(except substance abuse and mental health treatment information).
F. To provide information to the attorney of record for the
defendant (except substance abuse and mental health treatment
information).
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Electronic information is maintained on a computer which is
password-protected and accessed by the personal identifier assigned.
Retrievability:
Information can be retrieved by the name of the individual,
aliases and PDID, temporary ID numbers and by an ``A'' number.
Safeguards:
Information is maintained on a password-protected computer.
Retention and disposal:
Records will be retained for 5 years after disposition of
charge(s).
System manager(s) and address:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW.,
Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a (j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as Records access procedures above.
Record source categories:
(1) Defendant and Offender, (2) treatment facility staff, (3)
Federal, state and local law enforcement agencies.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (k)(1) and (k)(2). Rules have been promulgated in
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and
have been published in the Federal Register.
CSOSA/PSA-3
System name:
Interview and Treatment Files.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Pretrial Services
Agency, 633 Indiana Avenue, NW., Washington, DC 20004, 500 Indiana
Avenue, NW., 601 Indiana Avenue, NW., 300 Indiana Avenue, NW., and
333 Constitution Avenue, NW.
Categories of individuals covered by the system:
Defendants charged with federal and local misdemeanor and felony
charges, municipal violations and traffic offenses in the District of
Columbia.
Categories of records in the system:
Interview information, criminal history and treatment
assessments.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Information is used to determine bail, provide substance abuse
treatment, monitor compliance with release conditions and report
compliance with and violations of release conditions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office in response
to an inquiry made at the request of a current and/or former
offender/defendant under CSOSA supervision.
B. Information may be disclosed to any criminal law enforcement
agency, whether Federal, state, or local or foreign, which requires
information relevant to disposition of a criminal justice matter in
accordance with 42 CFR 2.35.
C. Information may be disclosed to the appropriate Federal,
state, local, foreign or otherpublic authority responsible for
investigating, prosecuting, enforcing or implementing a statute,
rule, regulation, or order where PSA becomes aware of a violation or
potential violation of civil or criminal law or regulation.
D. To provide information relating to D.C. defendants to Federal,
local and state courts, court personnel, prosecutors, defense
attorneys, and corrections, probation, parole and/or other pretrial
officials except substance abuse and mental health treatment
information.
E. To provide information source for contract or treatment
facilities who provide services to defendants under PSA supervision
(except substance abuse and mental health treatment information).
F. To provide information to the attorney of record for the
defendant (except substance abuse and mental health treatment
information).
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Manual files (paper copies) are maintained in locked file
cabinets.
Retrievability:
Information can be retrieved by the name of the individual or by
the Bail Agency Case Entry (BACE) number.
Safeguards:
Files are kept in locked drawers and behind locked doors.
Retention and disposal:
Records will be retained for 5 years after disposition of
charge(s).
System manager(s) and address:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW.,
Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a(j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting recORD PROCEDURE:
Same as Records access procedures above.
Record source categories:
(1) Defendant, (2) Federal and local law enforcement agencies,
(3) family and friends, (4) substance abuse treatment and medical
facilities, and (5) Federal and local courts, (6) Federal, state and
local corrections, pretrial, probation and parole agencies, and (7)
evaluation, observations and findings of agency staff, treatment
staff and other social service agencies.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (k)(1) and (k)(2). Rules have been promulgated in
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and
have been published in the Federal Register.
CSOSA/PSA-4
System name:
Payroll Files.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Pretrial Services
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Current and former employees of PSA.
Categories of records in the system:
These records contain information relating to the individual's
name, social security number, age, sex, marital status, appointment,
tenure, employment status and occupation series. These records also
contain data as of the year to date and the most recent pay period
with regard to leave earned, used and balances, withholdings and
allotments to financial institutions.
Authority for maintenance of the system:
44 U.S.C. 3101 and 5 CFR part 550.
Purpose(s):
Document employee salary, tax and related information.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. To provide information to a congressional member from the
record of an individual in response to an inquiry from that
congressional member made at the request of the employee.
B. To disclose information to another Federal agency, to a court,
or to a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency when the government is
a party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
D. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
E. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by PSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
F. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
PSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
G. To disclose to the Office of Personnel Management in
accordance with the agency's responsibility for evaluation and
oversight of Federal personnel management.
H. To provide a copy of an employee's Department of the Treasury
Form W-2, Wage and Tax Statement, to the state, city or other local
jurisdiction which is authorized to tax the employee's compensation.
The record will be provided in accordance with a withholding
agreement between the state, city or other jurisdiction and the
Department of the Treasury pursuant to 5 U.S.C. 5516, 5517 or 5520,
or in response to a written request from an appropriate official of
the taxing jurisdiction. The request must include a copy of the
applicable statute or ordinance authorizing the taxation of
compensation and should indicate whether the authority of the
jurisdiction to tax their employee is based on a place of residence,
place of employment or both.
I. To disclose information to the Department of Agriculture,
National Finance Center, to effect distribution of pay according to
employee directions and other authorized purposes.
J. Release information to the Internal Revenue Service (IRS).
Information contained in the system may be disclosed to the IRS to
obtain taxpayer mailing addresses for the purpose of locating such
taxpayer to collect or compromise a Federal claim against the
taxpayer.
K. Information directly related to the identity of debtors and
the history of claims contained in the system of records may be
disclosed to consumer reporting agencies for the purpose of
encouraging repayment of overdue debts. Such disclosures will be made
only when a claim is overdue and only after due process steps have
been taken to notify the debtor and give him or her a chance to meet
the terms of the debt.
L. Information may be released about debtors to the U.S. Treasury
or other Federal employers in order to effect salary or
administrative offsets. Information contained in the system of
records may be disclosed to an employer in order to effect salary or
administrative offsets to satisfy a debt owed the United States by
that person. Such disclosures will be made only when all procedural
steps established by the Debt Collection Act have been taken.
M. To disclose information to contractors, grantees, experts,
consultants or volunteers performing or working on a contract,
service or job for PSA.
N. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
Disclosure to consumer reporting agencies under subsection
(b)(12) of the Privacy Act. Disclosure may be made from this system
to consumer reporting agencies as defined in the Debt Collection Act
of 1982 (31 U.S.C. 3701 (a)(3)) or the Fair Credit Reporting Act (15
U.S.C. 1681a(f)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The information is stored manually in individual folders.
Retrievability:
Information is retrieved by the name or personal identifier of
the individual.
Safeguards:
The information is maintained in a locked file cabinet.
Retention and disposal:
Information is maintained and disposed of in accordance with
General Records Schedule 2 and the Code of Federal Regulations. The
period of retention will not exceed 6 years and 3 months.
System manager(s) and address:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW.,
Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures.
Contesting record procedures:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
(1) Individuals who are current or former employees of the
agency, and (2) Information obtained from current and former
employers.
Exemptions claimed for the system:
None.
CSOSA/PSA-5
System name:
Time and Attendance Files.
Security classification:
None.
System location:
Court Services and Offender Supervision Agency, Pretrial Services
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
Current and former employees of PSA.
Categories of records in the system:
Time and attendance reports, leave slips and audit reports which
contain the name, social security number, grade, leave category,
leave balances and organization code.
Authority for maintenance of the system:
5 CFR part 630.
Purpose(s):
To provide control, reporting and accounting for employee leave
and pay.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. To provide information to a congressional member from the
record of an individual in response to an inquiry from that
congressional member made at the request of the employee.
B. To disclose information to another Federal agency, to a court,
or to a party in litigation before a court or in an administrative
proceeding being conducted by a Federal agency when the government is
a party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law
enforcement agency, whether Federal, state, or local or foreign,
which requires information relevant to a civil or criminal
investigation.
D. Information may be disclosed to officials and employees of any
Federal agency which requires information relevant to an agency
decision concerning the hiring, appointment or retention of an
employee; the issuance of a security clearance; the execution of a
security or suitability investigation or the classification of a job.
E. Relevant information may be disclosed in a proceeding before
an administrative forum, including Ad Hoc forums, which may or may
not include an Administrative Law Judge, and which may or may not
convene public hearings/proceedings, or to other established
adjudicatory or regulatory agencies, e.g., the Merit Systems
Protection Board, the Federal Labor Relations Authority, or other
agencies with similar or related statutory responsibilities, where
necessary to adjudicate decisions affecting individuals who are
employed by PSA and who are covered by this system, including (but
not limited to) decisions to effect any necessary remedial actions,
e.g., debt collection activity, disciplinary and/or other appropriate
personnel actions, and/or other law enforcement related actions,
where appropriate.
F. To the appropriate Federal, state, local, foreign or other
public authority responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, or order where
PSA becomes aware of an indication of a violation or potential
violation of civil or criminal law or regulation.
G. To disclose to the Office of Personnel Management in
accordance with the agency's responsibility for evaluation and
oversight of Federal personnel management.
H. To disclose information to the Department of Agriculture,
National Finance Center to effect maintenance of pay and leave.
I. To disclose information to contractors, grantees, experts,
consultants or volunteers performing or working on a contract,
service or job for PSA.
J. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is stored manually in individual folders and
electronically on a computer and computer disks.
Retrievability:
Information can be retrieved by the name and/or social security
number of the individual.
Safeguards:
Information is maintained in a locked file cabinet.
Retention and disposal:
Information is maintained and disposed of in accordance with
General Record Schedule 2 and the Code of Federal Regulations. The
period of retention will not exceed 6 years and 3 months.
System manager(s) and address:
Human Resources Director, Pretrial Services Agency, 633 Indiana
Avenue, NW., Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
To locate a specific record, you must provide the name of the
individual and provide at least two items of identification (date of
birth, employee identification number, dates of employment or similar
information). The address is the same as indicated in the
Notification procedures.
Contesting recORD PROCEDURE:
Contact the official at the address specified under Notification
procedure above and reasonably identify the record and specify the
information to be contested.
Record source categories:
(1) Current or former employee; (2) current or former Time and
Attendance personnel; (3) current or former employer; (4) National
Finance Center staff.
Exemptions claimed for the system:
None.
CSOSA/PSA-6
System name:
Pretrial Realtime Information Systems Manager (PRISM).
Security classification:
None.
System location:
Court Services and Offender Supervision Agency (CSOSA), Pretrial
Services Agency (PSA), 633 Indiana Avenue, NW., Washington, DC 20004.
Categories of individuals covered by the system:
(1) Defendants charged with federal and local misdemeanor and
felony charges, municipal violations and traffic offenses in the
District of Columbia.
Categories of records in the system:
Information includes defendants' personal, health and demographic
information, criminal histories, substance abuse information to
include assessments, testing and treatment, defendants' personal
references and interview information.
Authority for maintenance of the system:
National Capital Revitalization and Self-Government Improvement
Act of 1997, Pub. L. 105-33, sections 11231-11234 and sections 11271-
11260; 5 U.S.C. 301 and DC Code 23, sections 1301-1309.
Purpose(s):
Information is used to set bail, provide substance abuse
treatment, monitor and supervise compliance with release conditions,
report compliance with and violations of release conditions and
assist with sentencing decisions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
A. Disclosure may be made to a congressional office in response
to an inquiry made at the request of a current and/or former
offender/defendant under CSOSA/PSA supervision.
B. Information may be disclosed to any criminal law enforcement
agency, whether Federal, state, or local or foreign, which requires
information relevant to disposition of a criminal justice matter in
accordance with 42 CFR 2.35.
C. Information may be disclosed to the appropriate Federal,
state, local, foreign or other public authority responsible for
investigating, prosecuting, enforcing or implementing a statute,
rule, regulation, or order where PSAbecomes aware of a violation or
potential violation of civil or criminal law or regulation.
D. To provide information relating to DC defendants and offenders
to Federal, local and state courts, court personnel, prosecutors,
defense attorneys, corrections, probation, parole and other pretrial
officials to the extent necessary to permit them to accomplish their
assigned duties in any criminal matter, unless otherwise prohibited
by law orregulation.
E. To provide information source for contract or treatment
facilities who provide services to defendants under PSA supervision
(except substance abuse and mental health treatment information).
F. To provide information to the attorney on record for the
defendant (except substance abuse and mental health treatment
information).
G. A record may be disclosed to the National Archives and Records
Administration and to the General Services Administration during a
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The information is stored electronically. Only authorized
personnel have access to the information.
Retrievability:
Information can be retrieved by the name of the individual,
aliases and PDID, temporary ID numbers, ``A'' number, Bail Agency ID
(BAID) number, case docket number and Bail Agency Case Entry (BACE)
number.
Safeguards:
The server room is locked; access to the server is restricted and
end users must have a valid User ID and password before they can gain
access.
Retention and disposal:
Information will be retained for 5 years after disposition of
charge(s).
System manager(s) and address:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW.,
Washington, DC 20004.
Notification procedure:
Inquiries concerning this system should be directed to the
Freedom of Information Act Office, Court Services and Offender
Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 20004.
Record access procedures:
The major part of this system is exempt from this requirement
under 5 U.S.C. 552a(j). To the extent that this system of records is
not subject to exemption, it is subject to access and contest. A
determination as to exemption shall be made at the time a request for
access is received.
Contesting record procedures:
Same as records access procedures above.
Record source categories:
(1) Defendants; (2) Federal, state and local law enforcement
agencies; (3) local, state and Federal corrections; (4) Federal,
state and local probation, parole and pretrial services; (5)
relatives, friends, and other community individuals; and (6)
evaluation, observations and findings of agency staff, treatment
providers and other social services agencies.
Exemptions claimed for the system:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d),
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to
subsections (k)(1) and (k)(2). Rules have been promulgated in
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and
have been published in the Federal Register.