[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
OFFICE OF MANAGEMENT AND BUDGET
TABLE OF CONTENTS
OMB/SPD/01 Clearance Office Information System
FAI-1 Federal Procurement and Logistics Personnel Information
System
FAI-2 Individual Credentialing Services Program
OMB/LIBRY/01 Library Circulation System
OMB/BUDGO/01 Payroll and Leave Records
OMB/BUDGO/03 Personnel Summary
OMB/LEGIS/01 Private Relief Legislation
OMB/BUDGO/04 Professional Staff Roster
OMB/PERSL/01 Recruiting Records
OMB/RECDS/01 Researcher Request File
OMB/ADSER/01 Staff Directory Card
OMB/ADSER/02 Staff Parking Application File
OMB/BUDGO/02 Staff Travel Records
OMB/CAVAD/01 Veterans Education and Training Load Model
OMB/SPD/01
System name: Clearance Office Information System .
Security classification: None.
System location: Office of Management and Budget, Clearance Office,
Statistical Policy Division, Room 10201, New Executive Office
Building, 726 Jackson Place, NW, Washington, DC 20503.
Categories of individuals covered by the system: Employees of the
Executive Office of the President and employees of agencies subject
to the provisions of the Federal Reports Act who are reviewing or who
have submitted for review requests for clearance under the Federal
Reports Act.
Categories of records in the system: These records contain a docket
number for every request for clearance under the Federal Reports Act;
all materials submitted by the agency requesting clearance, including
the names of agency employees directly responsible for the request
and the names of those authorized to submit it; all material received
from interested persons, including the names of the persons; records
of all consultations including names of persons consulted; minutes of
any public meeting or hearings, including the names of persons
attending; a worksheet containing OMB reviewer notes and recommended
action; a copy of the OMB action signed by the Clearance Officer; and
copies of the approved materials. They also include computer-
generated records and reports which show the name of the OMB employee
assigned to the review of each pending request for clearance; the
name of the employee assigned to the review of each completed review;
the name of each agency clearance officer; summary reports of the
number of reviews assigned to and completed by each employee for the
last completed month and for the year to date; and a record of each
docket borrowed by an OMB employee with the name, room number and
phone number of the borrower.
Authority for maintenance of the system: 44 U.S.C. 3501-3511.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual and to officers and employees of OMB in
connection with the performance of their official duties for the
agency (See `Retrievability').
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: These records are stored in three electric-powered rotary
files, on a reference table within the Clearance Office, and in the
OMB Records Depository. In addition, docket information is stored on
computer disk for use in preparing inventory and control reports and
listings. Materials stored on the reference table for immediate
access consist of the current inventory of reporting and
recordkeeping requirements cleared by OMB under the Federal Reports
Act, the inventory of requests for clearance under the Federal
Reports Act presently under review, and the inventory of OMB
completed clearance actions for the current and preceding months.
Retrievability: Records are filed by OMB docket number except for
some computer generated records which may be retrieved by agency
clearance officers or the OMB reviewer number. Access to materials in
the Records Depository is limited to the staff of the OMB Records
Unit. There are no restrictions on access to materials in the rotary
files except that no docket may be withdrawn from the file except by
a member of the Clearance Office staff or by a member of the OMB
staff or a member of an agency staff working under the instruction of
a member of the Clearance Office staff. Except as provided below (see
Safeguards) there are no restrictions to access of the material that
is stored on the reference table for immediate use. Material
processed in the OMB computer center is released only to authorized
Clearance Office staff.
Safeguards: All records are under the immediate surveillance of
Clearance Office staff during working hours. The materials in the
rotary files are locked at all other times. The Records Depository is
locked during nonoffice hours. The Computer Center is in a secured
area.
Retention and disposal: Active dockets are retained in the
Clearance Office Information System until the period of time for
which they have been cleared expires. They are then transferred to
the OMB Records Depository for destruction or transfer to National
Archives under existing regulations.
System manager(s) and address: Clearance Officer, Statistical
Policy Division, Office of Management and Budget, New Executive
Office Building, Washington, DC 20503.
Notification procedure: Requests to be notified whether the system
contains a record pertaining to an individual should be addressed to
Assistant to the Director for Administration, Office of Management
and Budget, Old Executive Office Building, 17th and Pennsylvania
Avenue, NW (See also chapter III, part 1302 of title 5, Code of
Federal Regulations, (40 FR 34165).)
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Information is obtained from material
submitted by agency requesting clearance and internal OMB work plans.
Systems exempted from certain provisions of the act: Not
applicable.
OMB/LIBRY/01
System name: Library Circulation System.
Security classification: None.
System location: Office of Management and Budget Library, New
Executive Office Building, 726 Jackson Place, NW, Washington, DC
20503.
Categories of individuals covered by the system: Employees of the
Executive Office of the President.
Categories of records in the system: These records contain titles
and other identifying data on materials borrowed from the OMB
Library; name, room number, organization, and telephone number of
borrower; and the return date for each item borrowed.
Authority for maintenance of the system: Federal Property and
Administrative Services Act, Title II, Sec. 202(b)(1), 40 U.S.C.
483(b)(1).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual and to officers and employees of OMB in
connection with the performance of their official duties for the
agency (See `Retrievability').
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: These records are stored at the circulation desk of the
OMB Library.
Retrievability: Records are arranged alphabetically by last name of
borrower, by title of item borrowed, by organization to which
borrower belongs, and by order of input into the system.
Safeguards: Access to records is under constant surveillance by
Head of Reference and Loan Section during normal working hours.
Secured in locked room after work hours.
Retention and disposal: Records are retained on individual library
loans only until the item is returned to the Library. Reports on the
status of loans are generated daily; current and preceding day's
reports are retained.
System manager(s) and address: Librarian, Office of Management and
Budget, New Executive Office Building, 726 Jackson Place, NW,
Washington, DC 20503.
Notification procedure: Requests to be notified whether or not the
system contains a record pertaining to an individual should be
addressed to Assistant to the Director for Administration, Office of
Management and Budget, Old Executive Office Building, 17th &
Pennsylvania Avenue, NW, Washington, DC 20503. (See also chapter III,
part 1302 of title 5, Code of Federal Regulations (40 FR 34165).)
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Information obtained from individual to
whom it pertains and from physical examination of materials borrowed.
Systems exempted from certain provisions of the act: Not
applicable.
OMB/BUDGO/01
System name: Payroll and Leave Records.
Security classification: None.
System location: Office of Management and Budget, New Executive
Office Building, 726 Jackson Place, NW, Washington, DC 20503.
Categories of individuals covered by the system: Former and current
employees of the Office of Management and Budget, the Domestic
Council, and the Council of Economic Advisers.
Categories of records in the system: These records contain
information relating to the individuals 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, 31 U.S.C.
66a, 44 U.S.C. 3101, 3309.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual and to officers and employees of OMB in
connection with the performance of their official duties for the
agency (See `Retrievability').
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are filed in a file cabinet in the Payroll Office
or in Federal Records Center Boxes in the OMB Records Depository.
Retrievability: Records are filed in chronological order by
calendar year and by name. Access is limited to the staff of the
Budget and Management Office and the Records Unit, and the
appropriate supervisory officials, the Assistant to the Director for
Administration, the Deputy Director, and the Director.
Safeguards: Only Budget and Management Office staff and the Records
Unit staff have access on a regular basis. Both the Budget and
Management Office and the Records Depository are locked during
nonworking hours and under visual surveillance during working hours.
Retention and disposal: Temporary records subject to General
Accounting Office audit are retained until completion of the audit
which generally occurs every 2-4 years. Permanent records,
comprehensive Listing of Employee Master File (Form TUS 404), are
retired to National Archives after 6 years.
System manager(s) and address: Budget and Management Officer,
Office of Management and Budget, New Executive Office Building, 726
Jackson Place, NW, Washington, DC 20503.
Notification procedure: Requests to be notified whether or not the
system contains a record pertaining to an individual should be
addressed to Assistant to the Director for Administration, Office of
Management and Budget, Old Executive Office Building, 17th &
Pennsylvania Avenue, NW, Washington, DC 20503. (See also chapter III,
part 1302 of title 5, Code of Federal Regulations (40 FR 34165).)
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Information obtained from employees
application for employment, and withholding statements prepared by
the employee.
Systems exempted from certain provisions of the act: Not
applicable.
OMB/BUDGO/02
System name: Staff Travel Records.
Security classification: None.
System location: Office of Management and Budget, New Executive
Office Building, 726 Jackson Place, NW, Washington, DC 20503.
Categories of individuals covered by the system: Employees (current
and former) of the Office of Management and Budget, the Domestic
Council, and the Council of Economic Advisers regardless of type of
appointment, and other individuals, who have performed travel at
government expense on official business.
Categories of records in the system: These records contain the
approved travel authorization, the travel vouchers submitted by the
individual, memos of approval for special conveyance or actual
subsistence, and receipts as may be required by the Federal Travel
Regulations (FPMR 101-7).
Authority for maintenance of the system: 31 U.S.C. 66a, 44 U.S.C.
3101, 3102, 3301, 3309, and General Accounting Office Policy and
Procedures Manual for Guidance of Federal Agencies, Title 8, Chapter
2, Sections 4 and 5.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual and to officers and employees of OMB in
connection with the performance of their official duties for the
agency (See `Retrievability').
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Current records are maintained in folders in metal file
cabinets. Noncurrent records are filed in Federal Records Center
Boxes in the OMB Records Depository.
Retrievability: Records are alphabetically arranged by name
according to fiscal year. Access to the records described herein is
restricted to staff of the Budget and Management Office, the
appropriate supervisory officials, the Assistant to the Director for
Administration, the General Counsel, or his designee, the Deputy
Director, Director, Executive Director, Domestic Council, and
Chairman, Council of Economic Advisers.
Safeguards: Only Budget and Management Office staff and the Records
Unit staff have access on a regular basis. Both the Budget and
Management Office and Records Depository are locked during nonworking
hours and under visual surveillance during working hours.
Retention and disposal: Current records are maintained in the
Budget and Management Office until they have been audited by the
General Accounting Office. Noncurrent records are maintained by the
Records Unit for 6 years following which time they are disposed of in
accordance with the Records Disposition Schedules established by the
General Services Administration General Schedule No. 9.
System manager(s) and address: Budget and Management Officer,
Office of Management and Budget, New Executive Office Building, 726
Jackson Place, NW, Washington, DC 20503.
Notification procedure: Requests to be notified whether or not the
system contains a record pertaining to an individual should be
addressed to Assistant to the Director for Administration, Office of
Management and Budget, Old Executive Office Building, Washington, DC
20503. (See also chapter III, part 1302 of title 5, Code of Federal
Regulations, (40 FR 34165).)
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Content of records is obtained from the
individual to whom the information pertains. Additional information
may be added by the Budget and Management Office staff as a result of
an internal audit.
Systems exempted from certain provisions of the act: Not
applicable.
OMB/BUDGO/03
System name: Personnel Summary.
Security classification: None.
System location: Budget and Management Office, Office of Management
and Budget, New Executive Office Building, Washington, DC 20503.
Categories of individuals covered by the system: Current employees
of the Office of Management and Budget, regardless of their type of
appointment. A record of the employment as of the end of the
preceding fiscal year is also maintained.
Categories of records in the system: These records contain the
following information on each employee: (a) Name, (b) date of birth,
(c) sex, (d) minority status, (e) degree, (f) date employee entered
on duty with OMB or BOB, (g) type of appointment, (h) status of
employment, (i) division and branch where employed, (j) occupational
classification, (k) professional or nonprofessional identification,
(l) grade and step, (m) annual salary, (n) daily rate, (o) service
computation date, (p) date of last promotion, (q) person years of
employment, and (r) occupation code.
Authority for maintenance of the system: 5 U.S.C. 301 and 44 U.S.C.
3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual and to officers and employees of OMB in
connection with the performance of their official duties for the
Agency (See `Retrievability').
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Record is maintained on a computer from a commercial time-
sharing firm under contract with OMB.
Retrievability: Access from the computer is restricted by an
access code and is limited to two employees in the Budget and
Management Office. The record, which is updated monthly is
distributed to the Assistant to the Director for Administration and
the staffs of the Budget and Management Office and the Personnel
Office. Upon request a copy is made available to OMB's Equal
Employment Opportunity Officer or his/her designee.
Safeguards: Access and distribution is limited as described above.
In addition the terminals by which access can be obtained are located
in the Budget and Management Office which is locked during nonworking
hours. Copies of the record that are distributed internally as
specified above are secured in a locked room or locked file cabinet
during nonworking hours.
Retention and disposal: The record covering the most recent pay
period and a record as of the end of the fiscal year are maintained.
Prior copies are destroyed.
System manager(s) and address: Budget and Management Officer,
Office of Management and Budget, New Executive Office Building,
Washington, DC 20503.
Notification procedure: Requests to be notified whether or not the
system contains a record pertaining to an individual should be
addressed to Assistant to the Director for Administration, Office of
Management and Budget, Old Executive Office Building, 17th &
Pennsylvania Avenue, NW, Washington, DC 20503. Must provide building
pass or some other form of verification that the individual is
current or former employee of OMB. (See also chapter III, part 1302
of title 5, Code of Federal Regulations (40 FR 34165).)
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Information is obtained from employees
application (SF 171) and subsequent Notification of Personnel Actions
(SF 50).
Systems exempted from certain provisions of the act: Not
applicable.
OMB/BUDGO/04
System name: OMB Professional Staff Roster.
Security classification: None.
System location: Office of Management and Budget, Old Executive
Office Building, 17th and Pennsylvania Avenue, NW, Washington, DC
20503.
Categories of individuals covered by the system: Current and some
former professional employees of the Office of Management and Budget.
Categories of records in the system: These records may contain
information about the individuals' name, division where employed,
schools attended, fields of study, degrees, years of study or degree,
former places of employment, positions held, years of employment, and
federal service awards received.
Authority for maintenance of the system: 5 U.S.C. 301
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: When published in
booklet form, the information is used to provide background
information about the professional staff to other professional staff
members, other staff, and interested parties outside OMB. Records may
also be used in the preparation of biographical summaries for award
recipients or for interagency meetings, to give two examples.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are stored on a computer file maintained by the
Office of Administration. Data forms from which the file is created
and hardcopy printouts of the data are stored in the safe in the
Director's Correspondence Unit.
Retrievability: Access to records stored in the computer is
restricted by an access code. Access to hardcopy records is limited
to members of the staff of the Assistant Director for Administration.
Safeguards: Access to record files is limited as described above.
The information submitted is volunteered with the understanding that
it will be published and distributed.
Retention and disposal: Data forms and hardcopy printout of the
records are retained until the individual is no longer employed at
OMB or indicates that his or her records be deleted. Records are then
deleted from the computer file and hardcopy records destroyed.
System manager(s) and address: Assistant Director for
Administration, Office of Management and Budget, Old Executive Office
Building, Room 425, 17th Pennsylvania Avenue, NW, Washington, DC
20503.
Notification procedure: Requests to be notified whether or not the
system contains a record pertaining to an individual should be
addressed to the system manager, as above.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Information is volunteered by employees
on a form, ``Information Sheet for Staff Roster.''
Systems exempted from certain provisions of the act: None.
OMB/LEGIS/01
System name:
Private Relief Legislation.
Security classification:
None.
System location:
Legislative Information Center, Office of Management and Budget,
New Executive Office Building, 725 17th St., NW, Washington, DC
20503.
Categories of individuals covered by the system:
Individuals who are the subject of proposed or enacted private
relief legislation.
Categories of records in the system:
The information contained in these records consists of only
those private relief bills requiring Office of Management and Budget
review as specified in OMB Circular No. A-19, Revised September,
1979. The information maintained may include copies of a draft bill
proposed by an agency as defined in the Circular, copies of bills
introduced in the Congress, and if applicable, Congressional
committee reports, agency memorandums and letters, OMB memoranda and
letters, and other documents as may be needed in connection with the
legislative coordination and clearance process. Certain individual
records may also contain correspondence from and to the individual
about whom the information is maintained.
Authority for maintenance of the system:
Office of Management and Budget Circular No. A-19, Revised
September, 1979.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are stored in an electronically powered rotary file.
Retrievability:
Information is retrieved by name of individual, bill number, or
private law number.
Safeguards:
Access to the building is controlled and monitored by security
personnel. Access to the records is limited to those whose official
duties require access to the information.
Retention and disposal:
Permanent records are maintained on private relief bills
introduced during the current and prior two sessions of Congress and
then transferred to the National Archives.
System manager(s) and address:
Supervisory Legislative Research Assistant, Legislative
Information Center, Office of Management and Budget, New Executive
Office Building, 725 17th St, NW, Washington, DC 20503.
Notification procedure:
If you wish to determine whether a record exists regarding you
in the systems of records, contact the Freedom of Information Act
Officer, Office of Management and Budget, New Executive Office
Building, 725 17th Street NW, Washington, DC 20503.
Record access procedures:
See Notification procedure.
Contesting record procedures:
See Notification procedure.
Record source categories:
See ``Categories of records in the system.''
Systems exempted from certain provisions of the act:
Not applicable.
OMB/PERSL/01
System name:
Recruiting Records.
Security classification:
None.
System location:
Administration Office, Office of Management and Budget, New
Executive Office Building, 725 17th St. NW, Washington, DC 20503.
Categories of individuals covered by the system:
Persons identified through OMB's recruitment program have
applied or who have been referred for employment consideration for a
internship, summer employment or a permanent position.
Categories of records in the system:
These records contain information relating to the education and
training; appraisal of potential; honors, awards, or fellowships; and
home address of these persons and is obtained from resumes provided
by the applicants.
Authority for maintenance of the system:
Title 5, U.S.C. Section 3109, 3301, 3302, 3304, 3309, 3318, 3319,
and Executive Orders 10577 and 11103.
Routine uses of records maintained in the system,
Including categories of users and the purpose of such uses:
a. Office of Personnel Management (OPM) to the extent the
information is relevant to OPM's decision on a OMB request.
b. A congressional office in response to an inquiry from the
congressional office made at the applicant's request.
c. A requesting Federal agency, Commission or other public office
if that applicant has indicated to OMB that he or she is available
for referral to other agencies for consideration.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records and electronic media.
Retrievability:
Individual records are indexed by name, by school, by area of
interest, and by the type of appointment the applicant is seeking.
Safeguards:
Access to and use of the system and its records is limited to
selected OMB staff whose official duties require having access. Files
are kept in the OMB Administration Office and in the EOP computer
center. Both facilities are locked and alarmed. Only OMB staff
involved in recruiting or hiring personnel have access to this data.
Retention and disposal:
Records are retained and disposed of in accordance with the
National Archives and Records Administration records schedule.
System manager(s) and address:
Associate/Assistant Director for Administration, Office of
Management and Budget, Old Executive Office Building, 17th and
Pennsylvania Ave. NW, Washington, DC 20503.
Notification procedure:
If you wish to determine whether a record exists regarding you in
the systems of records, contact the Freedom of Information Act
Officer, Office of Management and Budget, New Executive Office
Building, 725 17th Street NW, Washington, DC 20503.
Record access procedure:
See Notification procedure.
Contesting record procedures:
See Notification procedure.
Record source categories:
See ``Categories of records in the system.''
Systems exempted from certain provisions of the act:
Not applicable.
OMB/RECDS/01
System name: Researcher Request File.
Security classification: None.
System location: Office of Management and Budget, New Executive
Office Building, 726 Jackson Place, NW, Washington, DC 20503.
Categories of individuals covered by the system: Persons who have
requested to examine official records or reference materials prepared
by the Bureau of the Budget or the Office of Management and Budget.
Categories of records in the system: This system of records
contains the initial letter submitted by individuals asking to
examine the official agency records, including a statement as to the
nature and purposes of the research, their present occupation, home
and/or place of employment. Brief descriptions and locations of the
records reviewed examined and copied are also maintained in the file.
Authority for maintenance of the system: 5 U.S.C. 301, Title 44,
U.S.C. 3101-3103, 3105, 3106.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual and to officers and employees of OMB in
connection with the performance of their official duties for the
agency (See `Retrievability').
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: These records are maintained in file folders and on index
cards located in the OMB Records Depository.
Retrievability: The records are indexed and alphabetically arranged
by names of individuals and cross-referenced by record or research
subject. Access is restricted to the Assistant to the Director for
Administration and the Records Unit.
Safeguards: Records Depository is locked during nonworking hours
and is under the visual surveillance of Records Unit staff during
working hours.
Retention and disposal: Files are retained for a period of eight
years and then destroyed.
System manager(s) and address: Records Officer, Office of
Management and Budget, 726 Jackson Place, Washington, DC 20503.
Notification procedure: Request to be notified whether or not the
system contains a record pertaining to an individual should be
addressed to Assistant to the Director for Administration, Office of
Management and Budget, Old Executive Office Building, 17th &
Pennsylvania Avenue, NW, Washington, DC 20503. See also chapter III,
part 1302 of title 5, Code of Federal Regulations (40 FR 34165)
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Personal information is received only
from the individual. No additional data concerning the individual is
added to the file.
Systems exempted from certain provisions of the act: Not
applicable.
OMB/ADSER/01
System name: Staff Directory Card.
Security classification: None.
System location: Administrative Services, Office of Management and
Budget, New Executive Office Building, 726 Jackson Place, NW,
Washington, DC 20503.
Categories of individuals covered by the system: Current OMB
employees.
Categories of records in the system: This system of records
contains information on each employee consisting of name, address,
person to notify in an emergency, home address, residence telephone
number, office room number, Division or unit symbol, and office
telephone extension.
Authority for maintenance of the system: 5 U.S.C. 301, 44 U.S.C.
3101
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual and to officers and employees of OMB in
connnection with the performance of their official duties for the
agency (See `Retrievability').
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Forms are maintained in a metal file cabinet specially
adapted for directory cards.
Retrievability: Records are filed in alphabetical order. Access to
the record is restricted to Administrative Services Office and Budget
and Management Office employees. In emergency situations, the records
may be accessed by the employee's supervisor.
Safeguards: The Administrative Services Office is locked during
nonoffice hours.
Retention and disposal: Record is destroyed when employee
terminates employment with OMB.
System manager(s) and address: Administrative Services Officer,
Office of Management and Budget, New Executive Office Building, 726
Jackson Place, NW, Washington, DC 20503.
Notification procedure: Assistant to the Director for
Administration, Office of Management and Budget, Old Executive Office
Building, 17th & Pennsylvania Avenue, NW, Washington, DC 20503. See
also chapter III, part 1302 of title 5, Code of Federal Regulations
(40 FR 34165). Supply name and building pass.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Information contained in the system is
obtained from the employee.
Systems exempted from certain provisions of the act: Not
applicable.
OMB/ADSER/02
System name:
Staff Parking Application File.
Security classification:
None.
System location:
Administration Office, Office of Management and Budget, New
Executive Office Building, 725 17th Street NW, Washington, DC 20503.
Categories of individuals covered by the system:
OMB employees requesting a parking permit or joining a carpool.
Categories of records in the system:
The system contains completed OMB Form 73 submitted by OMB
employees who desire a parking permit. The form contains the
following information on person making the application: Name, office
or division, room number, telephone extension, home address, home
telephone number, zip code, and make of car. For each rider the
following information is recorded, name, home address, and work
location and office phone number.
Authority for maintenance of the system:
Federal Property Management Regulation (FPMR) 41 CFR 101-20.104
and Office of Management and Budget Office Memorandum No. 91-14.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Forms are maintained in a file cabinet.
Retrievability:
Records are kept by type of parking permit issued and by name.
Access is limited to the Associate/Assistant Director for
Administration, staff of the Administrative Services section, staff
who wish to join a carpool, and upon request, the individual to which
the information pertains.
Safeguards:
Access to the building is controlled and monitored by security
personnel. Access to the records is limited to those whose official
duties require access to the information.
Retention and disposal:
Records are retained and disposed of in accordance with the
National Archives and Records Administration records schedule.
System manager(s) and address:
Associate/Assistant Director for Administration, Office of
Management and Budget, Old Executive Office Building, 17th and
Pennsylvania Ave. NW, Washington, DC 20503.
Notification procedure:
If you wish to determine whether a record exists regarding you
in the systems of records, contact the Freedom of Information Act
Officer, Office of Management and Budget, New Executive Office
Building, 725 17th Street NW, Washington, DC 20503.
Record access procedures:
See Notification procedure.
Contesting record procedures:
See Notification procedure.
Record source categories:
See ``Categories of records in the system.''
Systems exempted from certain provisions of the act:
Not applicable.
OMB/CAVAD/01
System name: Veterans Education and Training Load Model.
Security classification: None.
System location: Office of Management and Budget Computer Center,
New Executive Office Building, 726 Jackson Place, NW, Washington, DC
20503.
Categories of individuals covered by the system: Veterans and other
eligibles using VA GI Bill education benefits.
Categories of records in the system: These records contain
beneficiary name, address, identification number, as well as the name
and address of the training institution, type of training, amount of
training, and number of dependents, date of separation from the armed
forces, remaining eligibility, remaining entitlement, and other
accounting data.
Authority for maintenance of the system: Budget and Accounting Act,
1921 (31 U.S.C. 1-24).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual and to officers and employees of OMB in
connection with the performance of their official duties for the
agency (See `Retrievability').
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: These records are on magnetic tape, provided by the VA,
and when not being used on the computer for the extract run, are in a
tape storage area.
Retrievability: Records are arranged in numerical sequence by
identification number, usually Social Security number.
Safeguards: Data is on tape, therefore there is no direct access.
The tapes are locked in the computer room when not actually being
used by the machine and are accessible only to one computer job. The
tapes are removed from NEOB back to VA when the job is completed.
Retention and disposal: Upon completion of the extract run, the
tapes are returned to the VA.
System manager(s) and address: Veterans Unit, CVA Division, Office
of Management and Budget, New Executive Office Building, 726 Jackson
Place, NW, Washington, DC 20503.
Notification procedure: Since this file is only a duplicate of the
VA Master Education File, no changes can be made at this site which
will affect the utility of any of the records. For notification of
whether the system contains data on a particular individual, inquiry
should be made to the Assistant to the Director for Administration,
Office of Management and Budget, Old Executive Office Building, 17th
& Pennsylvania Avenue, NW, Washington, DC 20503. (See also chapter
III, part 1302 of title 5, Code of Federal Regulations (40 FR
34165).)
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Information obtained from individual
applicant for training, the training institution, and the appropriate
branch of the armed services.
Systems exempted from certain provisions of the act: Not
applicable.
FAI-1
System name: Federal Procurement and Logistics Personnel
Information System.
System location: Federal Acquisition Institute (FAI), 1815 N. Lynn
Street, Arlington, Virginia 22209.
Categories of individuals covered by the system: Personnel of
Federal agencies (civilian and military) involved in acquisition and
logistics management. Such individuals are generally employed in the
Business and Industry (GS-1100); Equipment, Facilities and Services
(GS-1600); Quality Assurance, Inspection and Grading (GS-1900);
Supply (GS-2000); and Transportation (GS-2100) General Schedule
occupational fields, or equivalent military fields.
Categories of records in the system: Records contain biographical
data on individuals such as name, social security number (SSN), birth
date, past and present pay levels, position title, occupational
series, training, and past personnel actions. Data also include
employee's work such as description of tasks, types and number of
contracts assigned.
Authority for maintenance of the system: a. Title 41 U.S.C. Secs.
404, 406, and 411, which established the Office of Federal
Procurement Policy (OFPP), OMB, and requires executive agencies to
furnish such Office access to all information and records determined
to be necessary for the performance of its missions.
b. OFPP Policy Memorandum of July 14, 1976, which established the
Federal Procurement Institute (now the Federal Acquisition Institute)
and delegated responsibility to the Institute for the Government-wide
planning, development, implementation and evaluation of programs in
procurement research, education and training, and career development.
c. Memorandum of Understanding for the Sponsorship and Operation
of the Federal Procurement Institute (May 11, 1976), which is an
agreement between its signatories (at present: 24 Federal departments
and agencies) for the interagency sponsorship and operation of the
FAI and further provides that the FAI's policies and programs will be
under the direction and guidance of a Policy Board comprised of
representatives from the FAI's member departments and agencies.
d. Title 5 U.S.C. Secs. 4103 and 4105, which authorize agencies
to establish interagency training facilities such as the FAI, and to
jointly operate training programs for Government personnel.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The primary
purpose of this system of records is to enable the FAI to prepare
statistical reports on characteristics of the acquisition and
logistics occupations and to periodically contact individual
employees for personnel research projects that extend over a period
of time (longitudinal studies). The FAI obtains data from employees
and the management information systems of its member agencies,
applying such data in the development of training, career
development, education and research reports and programs.
Automated data processing services are provided the FAI by the
Bureau of Personnel Management Information Systems, OPM: Defense
Manpower Data Center (Alexandria, Va.); Air Force Human Resources
Laboratory (Brooks Air Force Base, Tex.); and the U.S Army Military
Personnel Cneter (Alexandria, Va.).Records of the FAI are used to
prepare reports on the acquisition and logistics workforce such as:
(a) The distribution of acquisition and logistics tasks among Federal
occupations, agencies and pay levels, (b) employee perceptions of the
learning difficulty to each acquisition and logistics task, and (c)
the frequency of promotions in acquisition and logistics occupations
as compared to other Federal professional and administrative
occupations. These reports consist of summary descriptive statistics
only. No individually identifiable information on employees is
disclosed in the reports. Copies of the reports are therefore made
available to other Federal agencies, educational institutions, and
any other individual who requests general statistical information on
accquisition and logistics occupations.
The FAI may transmit lists of names, SSN's, birth dates,
organizational mailing addresses and phone numbers of individual
wmployees to the Federal agencies listed below. Purposes served
thereby are to identify specific individuals who should be included
in agency reports on members of the acquisition and logistics
workforce and/or to locate specific individuals for personnel
research. No individually identifiable data will be disclosed that
would permit an individual's employing agency to make a decision
about the individual.
Department of Energy.
National Aeronautics and Space Administration.
General Services Administration.
Department of Human Resources.
Department of Justice.
Department of the Interior.
Environmental Protection Agency.
State Department.
Veterans Administration.
Department of Transportation.
Department of Treasury.
Department of Agriculture.
Department of Housing and Urban Development.
Department of Commerce.
Small Business Administration.
U.S.O.P.M.
Department of Defense.
Department of Labor.
National Science Foundation.
The above agencies are signatories to the memorandum of
understanding for the sponsorship and operation of the FAI. No
individually identifiable information is furnished outside the
agencies enumerated above.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: At FAI: Paper records and computer printouts.
At U.S.O.P.M.; Defense Manpower Data Center; Air Force Human
Resources Laboratory; and U.S. Army Military Personnel Center:
Magnetic tapes and discs, and computer printouts.
The FAI may, on occasion, employ contractors to print
questionnaires, transfer questionnaire responses to magnetic tapes
and discs, and analyze responses. No such contractor shall be allowed
to retain any data on individual employees for longer than 1 year,
and any such contractor shall be obligated to observe the policies
and practices of this notice.
Retrievability: By name, SSN, and date of birth.
Safeguards: Manual records are stored in buildings which employ
security guards; records are accessible only to authorized personnel.
Automated records are under the control of a cardkey access
system which requires positive identification and authorization, and
are located in a designated controlled area to which access is
limited to selected personnel only.
Retention and disposal: Records are retained indefinitely by FAI
for longitudinal studies of changes in the acquisition and logistics
workforce. Reexamination of the population will occur periodically to
update records on work assigned employees. Biographical data are
updated annually through the acquisition of data from the Central
Personnel Data File of the U.S. Civil Service Commission and agency
personnel management information systems.
System manager(s) and address: Director, FAI, 726 Jackson Place,
NW, Washington, DC 20503.
Notification procedure: Information may be obtained form the System
Manager.
Record access procedures: Requests from individuals should be
addressed to the System Manager. Written requests should contain the
individual's full name, SSN, date of birth, and current address.
Contesting record procedures: The FAI is guided by the OMB's rules
for access to records, contesting contents, and appealing initial
decisions.
Record source categories: The OPM's Central Personnel Data File is
the primary source of biographical data on members in this system of
records. The primary source of data on work performed by an employee
is the employee to whom the record pertains. This information is
collected through questionnaires which are reissued to employees to
update their records. Additional information may be obtained from
management information systems of individual's employing agency, from
professional societies (which would report only the names and other
identifiers of individual Federal employees they have certified as
professional acquisition or logistics specialist), and from
educational institutions (which would report only the names and other
identifiers of individual Federal Employees who have attended
educational programs in the fields of acquisition and logistics
management) on an annual basis.
Systems exempted from certain provisions of the act: None.
FAI-2
System name: Individual Credentialing Services Program.
System location: Federal Acquisition Institute (FAI), 1815 N Lynn
Street, Arlington, VA 22209. A segment of the records may reside
temporarily at the American Council on Education (ACE) or the
University of the State of New York, which serve a contractual role
for evaluation of individuals' questionnaires, transcripts, training,
and work experience and determination of academic credit.
Categories of individuals covered by the system: Personnel of
Federal agencies involved in government procurement/acquisition and
Federal assistance functions.
Categories of records in the system: Questionnaires completed by
Federal employees who provide name, social security account number
(SSAN), date of birth, home address and telephone number, military
and civilian service data, citizenship, work experience, educational
attainment level, and other similar relevant biographical data,
together with appropriate support documents that may be required;
academic transcripts furnished by colleges/universities; results of
program manager/participant consultation; determinations/
recommendations of the accrediting organization.
Authority for maintenance of the system: Pub. L. 93-400, August 30,
1974 (Title 41 U.S.C. 404, 405, 406, and 411 which established the
Office of Federal Procurement Policy (OFPP) within the Office of
Management and Budget (OMB) and authorizes the Administrator for
Federal Procurement Policy to recommend and promote programs for
recruitment, training, career development, and performance evaluation
of procurement personnel. These functions were delegated to the
Federal Procurement Institute by the Administrator by `Memorandum to
Heads of Executive Departments and Agencies', dated July 14, 1976.
(The name of the Institute was changed to the Federal Acquisition
Institute on March 1, 1978.)
Title 5 U.S.C. 4104 and 4105 which authorizes the establishment
of interagency training centers, such as the FAI, and the joint
operation of a training program applicable to Government personnel.
Pub. L. 93-400, August 30, 1974 which sets forth OFPP
responsibility for improving the quality, efficiency, economy, and
performance of Government procurement organizations and personnel and
the `Memorandum of Understanding' issued by the Administrator for
Federal Procurement Policy on May 11, 1976 and signed by 24 member
agencies, for the organization and operation of the FAI to assist in
these responsibilities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The purpose of
this system is to enable FAI to provide academic and/or other
training accreditation services to Federal employees of Government
agencies involved in procurement/acquisition and Federal assistance
functions. This service will be provided by the organizations
mentioned under `System Location', and will constitute an
authenticated evaluation of experience, education, and training and a
determination of allowable credit. Information may be disclosed to an
individual's employing agency.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Hard copy records.
Retrievability: By name.
Safeguards: Records are stored in cabinets accessible only to
authorized personnel, within buildings secured by guards.
Retention and disposal: Retained by FAI indefinitely; disposition
will be negotiated with National Archives and Records Administration.
Records at supporting accreditation organizations are retained only
for time necessary to review and provide credentialing service, after
which they are returned to FAI.
System manager(s) and address: Director, FAI, 1815 N Lynn Street,
Arlington, VA 22209.
Notification procedure: Information may be obtained from the System
Manager.
Record access procedures: Requests from individuals should be
addressed to the System Manager. Written inquiries should contain
requester's full name, SSAN, date of birth, and current address. For
personal visits, the individual must provide sufficient
identification such as valid driver's license, and information that
can be verified with his/her records.
Contesting record procedures: The FAI is guided by the OMB's rules
for access to records, contesting contents, and appealing initial
determinations.
Record source categories: Primary information is furnished by the
individual to whom the record pertains. With consent of the
individual, additional information is obtained from college/
university registrars.
Systems exempted from certain provisions of the act: None.
MANAGEMENT AND BUDGET OFFICE
Title 5-Administrative Personnel
Chapter III-Office of Management and Budget
Subchapter A-Administrative Procedures
PART 1302--PRIVACY ACT PROCEDURES
Sec.
1302.1 Rules for determining if an individual is the subject of a
record.
1302.2 Requests for access.
1302.3 Access to the accounting of disclosures from records.
1302.4 Requests to amend records.
1302.5 Request for review.
1302.6 Schedule of fees.
Authority: Pub. L. 93-579, 88 Stat. 1896, 5 USC 552a(f).
Source: 41 FR 38491, Sept. 10, 1976, unless otherwise noted.
Sec. 1302.1 Rules for determining if an individual is the subject
of a record.
(a) Individuals desiring to know if a specific system of records
maintained by the Office of Management and Budget contains a record
pertaining to them should address their inquiries to the Assistant to
the Director for Administration, Office of Management and Budget,
Washington, DC 20503. The written inquiry should contain a specific
reference to the system of records maintained by OMB listed in the OMB
Notices of Systems of Records or it should describe the type of record
in sufficient detail to reasonably identify the system of records.
Notice of OMB systems of records subject to the Privacy Act will be made
in the Federal Register and copies of the notices will be available upon
request to the Assistant to the Director for Administration when so
published. A compilation of such notices will also be made and published
by the Office of Federal Register, in accordance with section 5 U.S.C.
552a(f).
(b) At a minimum, the request should also contain sufficient
information to identify the requester in order to allow OMB to determine
if there is a record pertaining to that individual in a particular
system of records. In instances when the information is insufficient to
insure disclosure to the individual to whom the information pertains, in
view of the sensitivity of the information, OMB reserves the right to
ask the requester for additional identifying information.
(c) Ordinarily the requester will be informed whether the named system
of records contains a record pertaining to the requester within 10 days
of receipt of such a request (excluding Saturdays, Sundays, and legal
Federal holidays). Such a response will also contain or reference the
procedures which must be followed by the individual making the request
in order to gain access to the record.
(d) Whenever a response cannot be made within the 10 days, the
Assistant to the Director for Administration will inform the requester
of the reasons for the delay and the date by which a response may be
anticipated.
Sec. 1302.2 Requests for access.
(a) Requirement for written requests. Individuals desiring to gain
access to a record pertaining to them in a system of records maintained
by OMB must submit their request in writing in accordance with the
procedures set forth in paragraph (b) of this section. Due to security
measures in effect in both the Old and New Executive Office Buildings,
requests made in person (walk-ins) cannot be accepted, except that
individuals who are employed by the Office of Management and Budget may
make their request on a regularly scheduled workday (Monday through
Friday, excluding legal Federal holidays) between the hours of 9 a.m.
and 5:30 p.m. Such requests for access by individuals employed by OMB
need not be made in writing.
(b) Procedures.- (1) Content of the Request. (i) The request for
access to a record in a system of records shall be addressed to the
Assistant to the Director for Administration, at the address cited
above, and shall name the system of records or contain a description (as
concise as possible) of such system of records. The request should state
that the request is pursuant to the Privacy Act of 1974. In the absence
of specifying solely the Privacy Act of 1974 and, if the request may be
processed under both the Freedom of Information Act and the Privacy Act
and the request specifies both or neither act, the procedures under the
Privacy Act of 1974 will be employed. The individual will be advised
that the procedures of the Privacy Act will be utilized, of the
existence and the general effect of the Freedom of Information Act, and
the difference between procedures under the two acts (e.g. fees, time
limits, access). The request should contain necessary information to
verify the identity of the requester (see Sec. 1302.2(b)(2)(vi), below).
In addition, the requester should include any other information which
may assist in the rapid identification of the record for which access is
being requested (e.g., maiden name, dates of employment, etc.) as well
as any other identifying information contained in and required by the
OMB Notice of Systems of Records.
(ii) If the request for access follows a prior request under
Sec. 1302.1, above, the same identifying information need not be
included in the request for access if a reference is made to that prior
correspondence, or a copy of the OMB response to that request is
attached.
(iii) If the individual specifically desires a copy of the record, the
request should so specify.
(2) OMB action on request. A request for access will ordinarily be
answered within 10 days, except when the Assistant to the Director for
Administration determines that access cannot be afforded in that time,
in which case the requester will be informed of the reason for the delay
and an estimated date by which the request will be answered. Normally,
access will be granted within 30 days from the date the request was
received by the Office of Management and Budget. At a minimum, the
answer to the request for access shall include the following:
(i) A statement that there is a record as requested or a statement
that there is not a record in the system of records maintained by OMB;
(ii) A statement as to whether access will be granted only by
providing a copy of the record through the mail; or the address of the
location and the date and time at which the record may be examined. In
the event the requester is unable to meet the specified date and time,
alternative arrangements may be made with the official specified in
Sec. 1302.2(b)(1) above;
(iii) A statement, when appropriate, that examination in person will
be the sole means of granting access only when the Assistant to the
Director for Administration has determined that it would not unduly
impede the requester's right of access;
(iv) The amount of fees charged, if any (see Sec. 1302.6 below) (Fees
are applicable only to requests for copies.);
(v) The name, title, and telephone number of the OMB official having
operational control over the record; and
(vi) The documentation required by OMB to verify the identity of the
requester. At a minimum, OMB's verification standards include the
following:
(A) Current or former OMB employees. Current or former OMB employees
requesting access to a record pertaining to them in a system of records
maintained by OMB may, in addition to the other requirements of this
section, and at the sole discretion of the official having operational
control over the record, have his or her identity verified by visual
observation. If the current or former OMB employee cannot be so
identified by the official having operational control over the records,
identification documentation will be required. Employee identification
cards, annuitant identification, driver licenses, or the ``employee
copy'' of any official personnel document in the record are examples of
acceptable identification validation.
(B) Other than current or former OMB employees. Individuals other than
current or former OMB employees requesting access to a record pertaining
to them in a system of records maintained by OMB must produce
identification documentation of the type described herein, prior to
being granted access. The extent of the identification documentation
required will depend on the type of record to be accessed. In most
cases, identification verification will be accomplished by the
presentation of two forms of identification. Any additional requirements
are specified in the system notices published pursuant to 5 U.S.C.
552a(e)(4).
(C) Access granted by mail. For records to be accessed by mail, the
Assistant to the Director for Administration shall, to the extent
possible, establish identity by a comparison of signatures in situations
where the data in the record is not so sensitive that unauthorized
access could cause harm or embarrassment to the individual to whom they
pertain. No identification documentation will be required for the
disclosure to the requester of information required to be made available
to the public by 5 U.S.C. 552. When, in the opinion of the Assistant to
the Director for Administration, the granting of access through the mail
could reasonably be expected to result in harm or embarrassment if
disclosed to a person other than the individual to whom the record
pertains, a notarized statement of identity or some similar assurance of
identity will be required.
(D) Unavailability of identification documentation. If an individual
is unable to produce adequate identification documentation the
individual will be required to sign a statement asserting identity and
acknowledging that knowingly or willfully seeking or obtaining access to
records about another person under false pretenses may result in a fine
of up to 5,000 dollars. In addition, depending upon the sensitivity of
the records sought to be accessed, the official having operational
control over the records may require such further reasonable assurances
as may be considered appropriate; e.g., statements of other individuals
who can attest to the identity of the requester. No verification of
identity will be required of individuals seeking access to records which
are otherwise available to any person under 5 U.S.C. 552, Freedom of
Information Act.
(E) Access by the parent of a minor, or legal guardian. A parent of a
minor, upon presenting suitable personal identification, may access on
behalf of the minor any record pertaining to the minor maintained by OMB
in a system of records. A legal guardian may similarly act on behalf of
an individual declared to be incompetent due to physical or mental
incapacity or age by a court of competent jurisdiction, absent a court
order or consent, a parent or legal guardian has no absolute right to
have access to a record about a child. Minors are not precluded from
exercising on their own behalf rights given to them by the Privacy Act.
(F) Granting access when accompanied by another individual. When an
individual requesting access to his or her record in a system of records
maintained by OMB wishes to be accompanied by another individual during
the course of the examination of the record, the individual making the
request shall submit to the official having operational control of the
record, a signed statement authorizing that person access to the record.
(G) Denial of access for inadequate identification documentation. If
the official having operation control over the records in a system of
records maintained by OMB determines that an individual seeking access
has not provided sufficient identification documentation to permit
access, the official shall consult with the Assistant to the Director
for Administration prior to finally denying the individual access.
(H) Review of decision to deny access. Whenever the Assistant to the
Director for Administration determines, in accordance with the
procedures herein, that access cannot be granted, the response will also
include a statement of the procedures to obtain a review of the decision
to deny in accordance with Sec. 1302.5 below.
(vii) Exceptions. Nothing in these regulations shall be construed to
entitle an individual the right to access to any information compiled in
reasonable anticipation of a civil action or proceedings. The mere fact
that records in a system of records are frequently the subject of
litigation does not bring those systems of records within the scope of
this provision. This provision is not intended to preclude access by an
individual to records which are available to that individual under other
processes such as the Freedom of Information Act or the rules of civil
procedure.
Sec. 1302.3 Access to the accounting of disclosures from records.
Rules governing the granting of access to the accounting of
disclosures are the same as those for granting access to the records
(including verification of identity) outlined in Sec. 1302.2, above.
Sec. 1302.4 Requests to amend records.
(a) Requirement for written requests. Individuals desiring to amend a
record that pertain to them in a system of records maintained by OMB,
must submit their request in writing in accordance with the procedures
set forth herein unless this requirement is waived by the official
having responsibility for the system of records. Records not subject to
the Privacy Act of 1974 will not be amended in accordance with these
provisions. However, individuals who believe that such records are
inaccurate may bring this to the attention of OMB.
(b) Procedures. (1) (i) The request to amend a record in a system of
records shall be addressed to the Assistant to the Director for
Administration. Included in the request shall be the name of the system
and a brief description of the record proposed for amendment. In the
event the request to amend the record is the result of the individual's
having gained access to the record in accordance with the provisions
concerning access to records as set forth above, copies of previous
correspondence between the requester and OMB will serve in lieu of a
separate description of the record.
(ii) When the individual's identity has been previously verified
pursuant to Sec. 1302.2(b)(2)(vi) herein, further verification of
identity is not required as long as the communication does not suggest
that a need for verification is present. If the individual's identity
has not been previously verified, OMB may require identification
validation as described in Sec. 1302.2(b)(2)(vi). Individuals desiring
assistance in the preparation of a request to amend a record should
contact the Assistant to the Director for Administration at the address
cited above.
(iii) The exact portion of the record the individual seeks to have
amended should be clearly indicated. If possible, the proposed
alternative language should also be set forth, or at a minimum, the
facts which the individual believes are not accurate, relevant, timely,
or complete should be set forth with such particularity as to permit OMB
not only to understand the individual's basis for the request, but also
to make an appropriate amendment to the record.
(iv) The request must also set forth the reasons why the individual
believes his record is not accurate, relevant, timely, or complete. In
order to avoid the retention by OMB of personal information merely to
permit verification of records, the burden of persuading OMB to amend a
record will be upon the individual. The individual must furnish
sufficient facts to persuade the official in charge of the system of the
inaccuracy, irrelevancy, timeliness, or incompleteness of the record.
(v) Incomplete or inaccurate requests will not be rejected
categorically. The individual will be asked to clarify the request as
needed.
(2) OMB action on the request. To the extent possible, a decision upon
a request to amend a record will be made within 10 days, excluding
Saturdays, Sundays, and legal Federal holidays. The response reflecting
the decision upon a request for amendment will include the following:
(i) The decision of the Office of Management and Budget whether to
grant in whole, or deny any part of the request to amend the record.
(ii) The reasons for the determination for any portion of the request
which is denied.
(iii) The name and address of the official with whom an appeal of the
denial may be lodged.
(iv) The name and address of the official designated to assist, as
necessary, and upon request of, the individual making the request in the
preparation of the appeal.
(v) A description of the review of the appeal within OMB (see
Sec. 1302.5 below).
(vi) A description of any other procedures which may be required of
the individual in order to process the appeal.
If the nature of the request or the system of records precludes a
decision within 10 days, the individual making the request will be
informed within 10 days of the expected date for a decision. Such a
decision will be issued as soon as it is reasonably possible, normally
within 30 days from the receipt of the request (excluding Saturdays,
Sundays, and legal Federal holidays) unless unusual circumstances
preclude completing action within that time. If the expected completion
date for the decision indicated cannot be met, the individual will be
advised of that delay and of a revised date when the decision may be
expected to be completed.
Sec. 1302.5 Request for review.
(a) Individuals wishing to request a review of the decision by OMB
with regard to an initial request to access or amend a record in
accordance with the provisions of Sec. Sec. 1302.2 and 1302.4 above,
should submit the request for review in writing and, to the extent
possible, include the information specified in Sec. 1302.5(b), below.
Individuals desiring assistance in the preparation of their request for
review should contact the Assistant to the Director for Administration
at the address provided herein.
(b) The request for review should contain a brief description of the
record involved or in lieu thereof, copies of the correspondence from
OMB in which the request to access or to amend was denied and also the
reasons why the requester believes that access should be granted or the
disputed information amended. The request for review should make
reference to the information furnished by the individual in support of
his claim and the reasons as required by Sec. Sec. 1302.2 and 1302.4
above set forth by OMB in its decision denying access or amendment.
Appeals filed without a complete statement by the requester setting
forth the reasons for the review will, of course, be processed. However,
in order to make the appellate process as meaningful as possible, the
requester's disagreement should be set forth in an understandable
manner. In order to avoid the unnecessary retention of personal
information, OMB reserves the right to dispose of the material
concerning the request to access or amend a record if no request for
review in accordance with this section is received by OMB within 180
days of the mailing by OMB of its decision upon an initial request. A
request for review received after the 180 day period may, at the
discretion of the Assistant to the Director for Administration, be
treated as an initial request to access or amend a record.
(c) The request for review should be addressed to the Assistant to the
Director for Administration.
(d) Upon receipt of a request for review, the Assistant to the
Director for Administration will convene a review group composed of the
Assistant to the Director for Administration, the General Counsel, or
their designees, and the official having operational control over the
record. This group will review the basis for the requested review and
will develop a recommended course of action to the Deputy Director. If
at any time additional information is required from the requester, the
Assistant to the Director for Administration is authorized to acquire it
or authorize its acquisition from the requester.
(e) The Office of Management and Budget has established an internal
Committee on Freedom of Information and Privacy (hereinafter referred to
as the Committee). The Committee is composed of:
(1) Deputy Director;
(2) Assistant to the Director for Administration;
(3) General Counsel;
(4) Assistant Director for Budget Review;
(5) Assistant Director for Legislative Reference;
(6) Assistant to the Director for Public Affairs;
(7) Deputy Associate Director for Information Systems;
(8) Deputy Associate Director for Statistical Policy;
(9) Deputy Associate Director for National Security;
(10) Budget and Management Officer;
(11) Personnel Officer.
(f) The Committee, when directed by the Assistant to the Director for
Administration, will review the Office's administration of the Freedom
of Information and Privacy Acts and make recommendations for the
improvement thereto. In addition, the Committee, upon the request of the
Deputy Director, may evaluate a request for review or appeal and
recommend a decision to the Deputy Director, who has the final authority
regarding appeals.
(g) The Deputy Director will inform the requester in writing of the
decision on the request for review within 20 days (excluding Saturdays,
Sundays, and legal Federal holidays) from the date of receipt by OMB of
the individual's request for review unless the Deputy Director extends
the 20 day period for good cause. The extension and the reasons therefor
will be sent by OMB to the requester within the initial 20 day period.
Such extensions should not be routine and should not normally exceed an
additional thirty days. If the decision does not grant in full the
request for amendment, the notice of the decision will provide a
description of the steps the individual may take to obtain judicial
review of such a decision, a statement that the individual may file a
concise statement with OMB setting forth the individual's reasons for
his disagreement with the decision and the procedures for filing such a
statement of disagreement. The Assistant to the Director for
Administration has the authority to determine the ``conciseness'' of the
statement, taking into account the scope of the disagreement and the
complexity of the issues. Upon the filing of a proper concise statement
by the individual, any subsequent disclosure of the information in
dispute will be clearly noted so that the fact that the record is
disputed is apparent, a copy of the concise statement furnished and a
concise statement by OMB setting forth its reasons for not making the
requested changes, if OMB chooses to file such a statement. A notation
of a dispute is required to be made only if an individual informs the
agency of his disagreement with OMB's determination in accordance with
Sec. 1302.5 (a), (b) and (c). A copy of the individual's statement, and
if it chooses, OMB's statement will be sent to any prior transferee of
the disputed information who is listed on the accounting required by 5
U.S.C. 552a(c). If the reviewing official determines that the record
should be amended in accordance with the individual's request, OMB will
promptly correct the record, advise the individual, and inform previous
recipients if an accounting of the disclosure was made pursuant to 5
U.S.C. 552(a)(c). The notification of correction pertains to information
actually disclosed.
Sec. 1302.6 Schedule of fees.
(a) Prohibitions against charging fees. Individuals will not be
charged for:
(1) The search and review of the record,
(2) Any copies of the record produced as a necessary part of the
process of making the record available for access, or
(3) Any copies of the requested record when it has been determined
that access can only be accomplished by providing a copy of the record
through the mail.
(b) Waiver. The Assistant to the Director for Administration may at no
charge, provide copies of a record if it is determined the production of
the copies is in the interest of the Government.
(c) Fee schedule and method of payment. Fees will be charged as
provided below except as provided in paragraphs (a) and (b) of this
section.
(1) Duplication of records. Records will be duplicated at a rate of
0.10 cents per page for all copying of 4 pages or more. There is not
charge for duplication 3 or fewer pages.
(2) Where it is anticipated that the fees chargeable under this
section will amount to more than 25.00 dollars, the requester shall be
promptly notified of the amount of the anticipated fee or such portion
thereof as can readily be estimated. In instances where the estimated
fees will greatly exceed 25.00 dollars, an advance deposit may be
required. The notice or request for an advance deposit shall extend an
offer to the requester to consult with Office personnel in order to
reformulate the request in a manner which will reduce the fees, yet
still meet the needs of the requester.
(3) Fees should be paid in full prior to issuance of requested copies.
In the event the requester is in arrears for previous requests copies
will not be provided for any subsequent request until the arrears have
been paid in full.
(4) Remittances shall be in the form either of a personal check or
bank draft drawn on a bank in the United States, or a postal money
order. Remittances shall be made payable to the order of the Treasury of
the United States and mailed or delivered to the Assistant to the
Director for Administration, Office of Management and Budget,
Washington, DC 20503.
(5) A receipt for fees paid will be given upon request.