[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
FEDERAL HOUSING FINANCE BOARD
Table of Contents
FHFB-1 Employee Attendance Records
FHFB-2 General Travel and Transportation Files
FHFB-3 Administrative Grievance Files
FHFB-4 Federal Home Loan Bank Directors Financial Disclosure
Records
FHFB-6 Office of Inspector General Investigative Records
FHFB-7 Agency Personnel Investigative Records
In addition, the Finance Board intends to adopt the previously
published Federal Register notices of the existence and character of
the following governmentwide systems of records established by the
Office of Personnel Management (OPM), the Office of Government Ethics
(OGE), and the Equal Employment Opportunity Commission (EEOC):
OPM/GOVT-1 General Personnel Records
OPM/GOVT-2 Employee Performance File System Records
OPM/GOVT-3 Records of Adverse Actions, Performance-Based
Reduction in Grade and Removal Actions, and Termination of
Probationers
OPM/GOVT-5 Recruiting, Examining, and Placement Records
OGE/GOVT-1 Executive Branch Public Financial Disclosure Reports
and Other Ethics Program Records
OGE/GOVT-2 Confidential Statements of Employment and Financial
Interests
EEOC/GOVT-1 Equal Employment Opportunity in the Federal
Government Complaint and Appeals Records
These governmentwide systems of records include records that are
in the temporary custody of the Finance Board, but which are owned by
the OPM, the EEOC, or the OGE, respectively. Since the OPM, the OGE,
and the EEOC have published notices in the Federal Register of the
existence and character of these systems of records, it is
unnecessarily duplicative for the Finance Board to include a
description of these systems of records in its Federal Register
notice.
Individuals are referred to the OPM's Federal Register notice of
the existence and character of OPM/GOVT-1, OPM/GOVT-2, OPM/GOVT-3,
and OPM/GOVT-5. The citation is 57 FR 35705-35716, August 10, 1992,
as amended from time to time.
Individuals are referred to the OGE's Federal Register notice of
the existence and character of OGE/GOVT-1 and OGE/GOVT-2. The
citation is 55 FR 6328-6331, February 22, 1990, as amended from time
to time.
Individuals are referred to the EEOC's Federal Register notice on
the existence and character of EEOC/GOVT-1. The citation is 59 FR
11068, March 9, 1994, as amended from time to time.
FHFB-1
System name:
Employee Attendance Records.
Security classification:
None.
System location:
Federal Housing Finance Board, 1777 F Street NW., Washington, DC
20006.
Categories of individuals covered by the system:
Current and former Finance Board employees.
Categories of records in the system:
Records consist of salary and payroll data, including time and
attendance information.
Authority for maintenance of the system:
12 U.S.C. 1422b(b)(1).
Purpose(s):
Records are used for management and payroll purposes for approval
and documentation of employees' attendance and use of leave.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
These records, or information therefrom, may be disclosed as a
routine use to:
1. Finance Board personnel having a need for access to perform
their official functions.
2. The Department of Agriculture's National Finance Center for
payroll purposes.
3. The Department of Labor when processing a claim for
compensation regarding a job connected injury or illness.
4. A state unemployment compensation office regarding a claim.
5. In the event the information in the system of records
indicates a violation or potential violation of a criminal or civil
law, rule, or regulation, the relevant records may be disclosed to
the appropriate federal, state, or leocal agency or authority
responsible for investigating or prosecuting such a violation or for
enforcing or implementing a statute, rule or regulation.
6. A court, magistrate or administrative tribunal in the course
of presenting evidence, including disclosures to counsel or witnesses
in the course of civil discovery, litigation, or settlement
negotiations or in connection with criminal proceedings.
7. OPM or the General Accounting Office (GAO) when the
information is required for evaluation of pay or leave
administration.
8. The General Services Administration in connection with its
responsibilities for records management.
9. A congressional office in response to an inquiry from the
congressional office made at the request of the subject individual.
10. The Office of Child Support Enforcement, Administration for
Children and Families, Department of Health and Human Services, upon
its request and as required by the Personal Responsibility and Work
Opportunity Reconciliation Act of 1996, see Pub. l. 104-193, sec.
316(f), 110 Stat. 2175 (Aug. 22, 1996) codified at 42 U.S.C. 653,
for the purposes of establishing and enforcing child support
obligations.
Disclosure to consumer reporting agencies:
None.
Policies and practice for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are filed alphabetically by name.
Safeguards:
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a need for access
to perform their official functions.
Retention and disposal:
1. Leave, application files (i.e. SF71s or equivalent and
supporting documentation) are destroyed after three years of GAO
audit, whichever is sooner.
2. Time and attendance source records and input records are
destroyed after six years or GAO audit, whichever is sooner.
System manager(s) and address:
Office of Management, Federal Housing Finance Board, 1771 F
Street NW, Washington, DC 2006.
Notification procedure:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Official, Federal
Housing Finance Board, 1771 F Street, NW, Washington, DC 20006, in
accordance with the procedures set forth in 12 CFR part 913.
Record access procedures:
Direct requests for access to a record to the Privacy Act
Official, Federal Housing Finance Board, 1777 F Street, NW,
Washington, DC 20006, in accordance with the procedures set forth in
12 CFR part 913.
Contesting record procedures:
Direct requests to amend a record to the Privacy Act
Official,Federal Housing Finance Board, 1777 F Street, NW,
Washington, DC 20006, in accordance with the procedures set forth in
12 CFR part 913.
Record source categories:
The subject individual and Finance Board employees who approve
leave applications.
Exemptions claimed for the system:
None.
FHFB-2
System name:
General Travel and Transportation Files.
Security classification:
None.
System location:
Federal Housing Finance Board, 1777 F Street NW, Washington, DC
20006.
Categories of individuals covered by the system:
1. Current and former Finance Board employees.
2. Individuals invited to travel by the Finance Board, including
individuals traveling to the Finance Board for preemployment
interviews and individuals invited to attend a Finance Board
ceremony, meeting or similar event.
Categories of records in the system:
Records consist of travel vouchers, petty cash forms, and
supporting documentation.
Authority for maintenance of the system:
12 U.S.C. 1422b(a)(3), 41 CFR part 101-41.
Purpose(s):
Records document payment for travel expenses of Finance Board
employees incurred in the performance of their official functions.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
These records, or information therefrom, may be disclosed as a
routine use to:
1. Finance Board personnel having a need for access to perform
their official functions.
2. Internal agency auditors and auditors of the GAO.
3. In the event the information in the system of records
indicates a violation or potential violation of a criminal or civil
law, rule, or regulation, the relevant records may be disclosed to
the appropriate federal, state, or leocal agency or authority
responsible for investigating or prosecuting such a violation or for
enforcing or implementing a statute, rule or regulation.
4. A court, magistrate or administrative tribunal in the course
of presenting evidence, including disclosures to counsel or witnesses
in the course of civil discovery, litigation, or settlement
negotiations or in connection with criminal proceedings.
5. A federal, state, or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to a decision concerning the hiring or retention
of an employee, the letting of a contract, or the issuance of a grant
or other benefit.
6. Another federal agency, in response to a request made in
connection with the hiring or retention of an individual, the
issuance of a security clearance, the reporting of an investigation
of an individual, the letting of a contract, or the issuance of a
license, grant, or other benefit by the requesting agency, to the
extent that the information disclosed is necessary and relevant to
the requesting agency's decision on the matter.
7. A congressional office in response to an inquiry made at the
request of the subject individual.
Disclosure to consumer reporting agencies:
None.
Policies and practice for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records are contained in file folders.
Retrievability:
Records are filed alphabetically by name.
Safeguards:
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a need for access
to perform their official functions.
Retention and disposal:
Records are retained for two years and then destroyed.
System manager(s) and address:
Office of Management, Federal Housing Finance Board, 1777 F
Street NW., Washington, DC 20006.
Notification procedure:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Official, Federal
Housing Finance Board, 1777 F Street NW., Washington, DC 20006, in
accordance with the procedures set forth in 12 CFR part 913.
Record access procedures:
Direct requests for access to a record to the Privacy Act
Official, Federal Housing Finance Board, 1777 F Street, NW.,
Washington, DC 20006, in accordance with the procedures set forth in
12 CFR part 913.
Contesting record procedures:
Direct requests to amend a record to the Privacy Act Official,
Federal Housing Finance Board, 1777 F Street, NW., Washington, DC
20006, in accordance with the procedures set forth in 12 CFR part
913.
Record source categories:
The subject individual.
Exemptions claimed for the system:
None.
FHFB-3
System name:
Administrative Grievance Files.
Security classification:
None.
System location:
Federal Housing Finance Board, 1777 F Street, NW., Washington, DC
20006.
Categories of individuals covered by the system:
Current and former Finance Board employees who have filed a
grievance pursuant to the agency's administrative grievance
procedures.
Categories of records in the system:
Records contain documents related to the grievances, including
the written grievance filed by the employee, statements of witnesses,
records, the report of a hearing if one is held, the report of a fact
finder when fact-finding is used, statements made by the parties to
the grievance, and the agency's decision.
Authority for maintenance of the system:
12 U.S.C. 1422B(B)(1); 5 CFR part 771.
Purpose(s):
Records document grievance proceedings brought pursuant to the
Finance Board's administrative grievance procedures.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
These records, or information therefrom, may be disclosed as a
routine use:
1. To Finance Board personnel having a need for access to perform
their official functions.
2. In litigation to respond to process issued under authority of
a court of competent jurisdiction and to parties or complainants,
their representatives, and impartial referees, examiners,
administrative judges, or other decisionmakers in proceedings under
the Finance Board's administrative grievance procedures, Equal
Employment Opportunity procedures, Merit Systems Protection Board, or
similar procedures.
3. To request information from a federal, state, or local agency
or private individual if necessary to obtain information relevant to
a Finance Board decision within the purposes of this system of
records.
4. To the appropriate agency, whether federal, state, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation or potential violation of law or charged with
enforcing or implementing the statute, or rule, regulation or order
issued pursuant thereto, in the event that information in this record
system indicates 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 regulation, rule
or order issued pursuant thereto.
5. A federal, state, or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to a decision concerning the hiring or retention
of an employee, the letting of a contract, or the issuance of a grant
or other benefit.
6. A congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Disclosure to consumer reporting agencies:
None.
Policies and practice for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records are contained in file folders.
Retrievability:
Records are filed alphabetically by name.
Safeguards:
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a need for access
to perform their official functions.
Retention and disposal:
Records are destroyed five years after closure of a case.
System manager(s) and address:
Office of Management, Federal Housing Finance Board, 1777 F
Street, NW., Washington, DC 20006.
Notification procedure:
Direct inquiries as to whether this system contains a record
pertaining to an individual to the Privacy Act Official, Federal
Housing Finance Board, 1777 F Street, NW., Washington, DC 20006, in
accordance with the procedures set forth in 12 CFR part 913.
Record access procedures:
Direct requests for access to a record to the Privacy Act
Official, Federal Housing Finance Board, 1777 F Street, NW.,
Washington, DC 20006, in accordance with the procedures set forth in
12 CFR part 913.
Contesting record procedures:
Direct requests to amend a record to the Privacy Act Official,
Federal Housing Finance Board, 1777 F Street, NW., Washington, DC
20006, in accordance with the procedures set forth in 12 CFR part
913.
Record source categories:
The subject individual, Finance Board personnel records, and
statements and testimony of witnesses and related correspondence.
Exemptions claimed for the system:
None.
FHFB-4
System name:
Federal Home Loan Bank Directors Financial Disclosure Records.
Security classification:
None.
System location:
Federal Housing Finance Board, 1777 F Street, NW., Washington, DC
20006.
Categories of individuals covered by the system:
Current Federal Home Loan Bank (FHLBank) appointive directors and
candidates for appointment.
Categories of records in the system:
Records contain certifications of eligibility and information
concerning the financial or other personal interests of current
FHLBank appointive directors, candidates for appointment and their
immediate families that may pose a conflict of interest under the
conflicts of interest policy of the director's FHLBank.
Authority for maintenance of the system:
12 U.S.C. 1427(a) and (d); 12 CFR 915.10-915.12.
Purpose(s):
Records are collected to determine whether FHLBank appointive
directors and candidates for appointment are in compliance with
statutory and regulatory eligibility requirements.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
Records, or information therefrom, may be disclosed as a routine
use to Finance Board personnel having a need for access to perform
their official functions.
Disclosure to consumer reporting agencies:
None.
Policies and practice for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records are contained in file folders.
Retrievability:
Records are filed by FHLBank and alphabetically by name.
Safeguards:
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a need for access
to perform their official functions.
Retention and disposal:
Records pertaining to a particular individual are retained for
the length of the individual's term of service as a FHLBank
appointive director.
System manager(s) and address:
Office of the Chairman, Federal Housing Finance Board, 1777 F
Street, NW, Washington, DC 20006.
Notification procedure:
Direct inquiries as to whether this system contains a record
pertaining to individual to the Privacy Act Official, Federal Housing
Finance Board, 1777 F Street, NW, Washington, DC 20006, in accordance
with the procedures set forth in 12 CFR part 913.
Record access procedures:
Direct requests for access to a record to the Privacy Act
Official, Fede