[Privacy Act Issuances (2005)]
[From the U.S. Government Publishing Office, www.gpo.gov]
NATIONAL AERONAUTICS AND SPACE ADMINISTRATION
TABLE OF CONTENTS
NASA 10ACMQ--Aircraft Crewmembers' Qualifications and Performance
Records
NASA 10BRPA--Biographical Records for Public Affairs
NASA 10EEOR--Equal Opportunity Records
NASA 10FNMS--Foreign National Management System.
NASA 10GMVP--Government Motor Vehicle Operators Permit Records
NASA 10HABC--History Archives Biographical Collection
NASA 10HERD--Human Experimental and Research Data Records
NASA 10HIMS--Health Information Management System
NASA 10IGIC--Inspector General Investigations Case Files
NASA 10IMF1--Integrated Financial Management (IMF) Program
NASA 10NPPS--NASA Personnel and Payroll Systems
NASA 10SCCF--Standards of Conduct Counseling Case Files
NASA 10SECR--Security Records System
NASA 10SPER--Special Personnel Records
NASA 10XROI--Exchange Records on Individuals
NASA 611WSR--MSFC Internet Web Site Record System
GRC 22ORER--Glenn Research Center Occupational Radiation Exposure
Records
GSFC 51LISTS--Locator and Information Services Tracking System
(LISTS)
GSFC 51RSCR--Goddard Space Flight Center Radiation Safety Committee
Records
JSC 72XOPR--Johnson Space Center Exchange Activities Records
KSC 76RTES--Kennedy Space Center Radiation Training and Experience
Summary
KSC 76STCS--Kennedy Space Center Shuttle Training Certification
System (YC-04)
KSC 76XRAD--Kennedy Space Center Occupational External Radiation
Exposure History for Nuclear Regulatory Commission Licenses
NASA 10ACMQ
System name:
Aircraft Crewmembers' Qualifications and Performance Records.
Security classification:
None.
System location:
Locations 1 through 11 inclusive as set forth in Appendix A.
Categories of individuals covered by the system:
Crewmembers of NASA aircraft.
Categories of records in the system:
System contains: (1) Records of qualification, experience, and
currency, e.g., flight hours (day, night, and instrument), types of
approaches and landings, crew position, type of aircraft, flight
check ratings and related examination results, training performed,
and medical records; (2) flight itineraries and passenger manifests;
and (3) crewmembers' biographical information.
Authority for maintenance of the system:
42 U.S.C. 2473 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) In cases of accident
investigations, including mishap and collateral investigations,
access to this system of records may be granted to Federal, State, or
local agencies or to foreign governments; (2) to Federal, State, or
local agencies, companies, or governments requesting qualifications
of crewmembers prior to authorization to participate in their flight
programs, or to Federal, State, or local agencies, companies, or
governments whose crewmembers may participate in NASA's flight
programs; (3) public or press releases either by prior approval of
the individual, or in the case of public release of information from
mishap or collateral investigation reports, pursuant to NASA
regulations at 14 CFR part 1213; and (4) standard routine uses 1
through 4 inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and magnetic media.
Retrievability:
Records are indexed by crewmember name.
Safeguards:
Records are protected in accordance with the requirements and
procedures which appear at 14 CFR 1212.605, utilizing locked file
cabinets and/or secured rooms.
Retention and disposal:
Records are maintained in Agency files and destroyed 5 years
after crewmember separates from NASA in accordance with NASA Records
Retention Schedules, Schedule 8 Item 32.
System manager(s) and address:
Director, Aircraft Management Office, Location 1.
Subsystem Managers: Deputy Chief, Flight Control and Cockpit
Integration Branch, Location 2; Chief, Dryden Research Aircraft
Operations Division, Location 3; Head, Aeronautical Programs Branch,
Location 4; Chief, Aircraft Operations Division, Location 5; Chief,
Aircraft Operations Office, Location 6; Chief, Flight Operations and
Support Division, Location 7; Chief, Aircraft Operations Branch,
Location 8; Chief, Aircraft Operations, Location 9; Chief, Contract
Management, Location 10; Aircraft Management Officer, Location 11
(Locations are set forth in Appendix A).
Notification procedure:
Information may be obtained from the cognizant system or
subsystem manager listed above.
Record access procedures:
Requests from individuals should be addressed to the same address
as stated in the Notification section above.
Contesting record procedures:
The NASA regulations for requesting amendments to records and
contesting record contents appear at 14 CFR part 1212.
Record source categories:
Individuals, training schools or instructors, medical units or
doctors.
NASA 10BRPA
System name:
Biographical Records for Public Affairs.
Security classification:
None.
System location:
Locations 1, 3 through 9 inclusive, and Location 11, as set forth
in Appendix A.
Categories of individuals covered by the system:
Principal and prominent management and staff officials, program
and project managers, scientists, engineers, speakers, other selected
employees involved in newsworthy activities, and other participants
in Agency programs.
Categories of records in the system:
Current biographical information about the individuals with a
recent photograph when available. Data items are those generally
required by NASA or the news media in preparing news or feature
stories about the individual and/or the individual's activity with
NASA.
Authority for maintenance of the system:
42 U.S.C. 2473 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information contained in this system of records is compiled,
updated, and maintained at NASA Centers for ready reference material
and for immediate availability when required by the news media for
news stories about the individual generally involving participation
in a major NASA activity.
The following are routine uses: These records are made available
to professional societies, civic clubs, industrial and other
organizations, news media representatives, researchers, authors,
Congress, other agencies and other members of the public in
connection with NASA public affairs activities.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by individual's name.
Safeguards:
Since the records are a matter of public information, no
safeguard requirements are necessary.
Retention and disposal:
Records are maintained in Agency files and destroyed when there
is no longer a potential for public interest in them in accordance
with NASA Records Retention Schedules, Schedule 1, Item 40.
System manager(s) and address:
Chief, NASA Newsroom, Public Affairs Division, Location 1.
Subsystem Managers: Public Affairs Officer at Locations 3 through
9 and Location 11 as set forth in Appendix A.
Notification procedure:
An individual desiring to find out if a Biographical System of
Records contains a record pertaining to him/her should call, write,
or visit the Public Affairs Office at the appropriate NASA Center.
Record access procedures:
An individual may request access to his/her record by calling,
writing, or visiting the Public Affairs Office at the appropriate
NASA locations. Individuals may examine or obtain a copy of their
biographical record at any time.
Contesting record procedures:
The information in the record was provided voluntarily by the
individual with the understanding that the information will be used
for public release. The individual is at liberty at any time to
revise, update, add, or delete information in his/her biographical
record to his/her own satisfaction.
Record source categories:
Information in the biography of an individual in the system of
records is provided voluntarily by the individual generally with the
aid of a form questionnaire.
NASA 10EEOR
System name:
Equal Opportunity Records.
Security classification:
None.
System location:
Locations 1 through 9 inclusive and Location 11 as set forth in
Appendix A.
Categories of individuals covered by the system:
Current and former employees and applicants for employment.
Categories of records in the system:
(1) Complaints and (2) applications for employment.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; Executive Order 11478, dated
August 8, 1969; EEOC Regulations, 29 CFR part 1614; MSPB Regulations,
5 CFR parts 1200-1202.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) Disclosures to the Equal
Employment Opportunity Commission and the Merit Systems Protection
Board to facilitate their processing of discrimination complaints,
including investigations, hearings, and reviews on appeals; (2)
responses to other Federal agencies and other organizations having
legal and administrative responsibilities related to the NASA Equal
Employment Opportunity Programs and to individuals in the record; (3)
disclosures may be made to a congressional office from the record of
an individual in response to a written inquiry from the congressional
office made on behalf of the individual; and (4) standard routine
uses 1 through 4 inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
These records are indexed by the complainant's name.
Safeguards:
Records are locked in file cabinets or in secured rooms with
access limited to those whose official duties require access.
Electronic data are maintained within locked areas in disk form.
Retention and disposal:
Records are maintained in Agency files and destroyed 4 years
after resolution of case, in accordance with NASA Records Retention
Schedules, Schedule 3 Item 50/E. For Compliance Records: the Review
files are destroyed when 7 years old and the EEO Compliance Reports
are destroyed when 3 years old, in accordance with NASA Records
Retention Schedules, Schedule 3 Item 50/E.
System manager(s) and address:
Associate Administrator for Equal Opportunity Programs, Location
1.
Subsystem Managers: Equal Opportunity Officer, Locations 1 and
11; Head, Equal Opportunity Programs Office, Location 4; Director of
Equal Opportunity Programs at Locations 5 through 9; Locations are as
set forth in Appendix A.
Notification procedure:
Information may be obtained from the cognizant system or
subsystem manager listed above.
Record access procedures:
Requests from individuals should be addressed to the same address
as stated in the Notification section above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appear at 14 CFR part 1212.
Record source categories:
Current and former employees, applicants, NASA Center Equal
Employment Opportunity (EEO) officers, complainants, EEO counselors,
EEO investigators, EEOC complaints examiners, Merit System Protection
Board officials, complaints coordinators, Associate Administrator for
Equal Opportunity Programs.
NASA 10 FNMS
System name:
National Aeronautics and Space Administration Foreign National
Management System.
Security classification:
None.
System location:
The centralized data system is located at the Extranet Security
Portals Group, 1225 Clark Street, Suite 1103, Arlington, VA 22202.
Categories of individuals covered by the system:
All non-U.S. citizens, to include Lawful Permanent Residents
seeking access to NASA facilities, resources, laboratories,
contractor sites, Federally Funded Research and Development Centers
or NASA sponsored events for unclassified purposes to include
employees of NASA or NASA contractors; prospective NASA or NASA
contractor employees; employees of other U.S. Government agencies or
their contractors of universities, of companies (professional or
service staff), or of other institutions; foreign students at U.S.
institutions; officials or other persons employed by foreign
governments or other foreign institutions who may or may not be
involved in cooperation with NASA under international agreements;
permanent resident aliens; foreign media representatives; and
representatives or agents of foreign national governments seeking
access to NASA facilities, to include high-level protocol visits; or
international relations.
Categories of records in the system:
Records in this system include information about the individuals
seeking access to NASA resources. Information about an individual may
include, but is not limited to: name, home address, place of birth
and citizenship, U.S. visitor/travel document numbers, employment
information, Tax Identification Numbers (Social Security Number), and
reason and length of proposed NASA access.
Authority for maintenance of the system:
Section 304(a) of the National Aeronautics and Space Act,
codified at 42 U.S.C. Sec. 2455; Federal Property Management
Regulation, 41 CFR Ch. 101; 14 CFR parts 1203 through 1203b; 14 CFR
1213; 15 CFR 744; 22 CFR 62; 22 CFR 120-130; 40 U.S.C. 1441, and 44
U.S.C. 3101, and Executive Order 9397.
Purpose(s):
Records are maintained and used by NASA to document, track,
manage, analyze, and/or report on foreign visit and assignment access
to NASA facilities including Headquarters, Field Offices, National
Laboratories, Federally Funded Research and Development Centers,
Contractor Sites, components facilities (NASA Management Office,
Wallops Flight Facility, White Sands Test Facility, White Sands
Complex, Independent Validation & Verification Facility, Michoud
Assembly Center, Moffett Federal Airfield, Goldstone Deep Space
Communications Complex, Goddard Institute for Space Studies, National
Scientific Balloon Facility, Plum Brook Station).
Routine uses of records maintained in the system, including
categories of users and the PURPOSES OF SUCH USES
1. A record from this system may be disclosed to authorized
contractors who are responsible for NASA security and who require
this information to perform their contractual obligations to NASA.
2. A record from this system may be disclosed to contractors,
grantees, participants in cooperative agreements, collaborating
researchers, or their employees, if required for the performance of
their responsibilities with respect to national security,
international visit and assignment, or foreign access.
3. A record from this system may be disclosed to a member of
Congress submitting a request involving a constituent when the
constituent has requested assistance from the member with respect to
the subject matter of his or her own record. The member of Congress
must provide a copy of the constituent's request for assistance.
4. A record from this system may be disclosed to foreign
governments or international organizations if required by treaties,
international conventions, or executive agreements.
5. A record from this system may be disclosed to members of a
NASA Advisory Committee or Committees and interagency boards charged
with responsibilities pertaining to international visits and
assignments and/or national security when authorized by the
individual or to the extent the committee(s) is so authorized and
such disclosure is required by law.
6. A record from this system may be disclosed to Federal
intelligence organizations, when required by applicable law.
7. A record from this system may be disclosed to Federal agencies
for the purpose of determining preliminary visa eligibility when
authorized by the individual or as required by law.
8. A record from this system may be disclosed to respond to White
House inquiries when required by law.
9. A record from this system may be disclosed to a NASA
contractor, subcontractor, grantee, or other Government organization
involved in an investigation or administrative inquiry concerning a
violation of a Federal or State statute or NASA regulation on the
part of an officer or employee of the contractor, subcontractor,
grantee, or other Government organization, when and to the extent the
information is required by law.
10. A record from this system may be disclosed to an internal or
external organization or element thereof, conducting audit activities
of a NASA contractor or subcontractor to the extent required by law.
11. A record from this system may be disclosed to provide
personal identifying data to Federal, State, local, or foreign law
enforcement representatives seeking confirmation of identity of
persons under investigation, to the extent necessary and required by
law.
12. Standard routine uses 1 through 4 inclusive as set forth in
Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records will be stored in electronic format.
Retrievability:
Records may be retrieved by name and other personal identifiers.
Records are indexed by individual's name, file number, badge number,
decal number, payroll number, passport or visa numbers, and/or Social
Security Number.
Safeguards:
An approved security plan for this system has been established in
accordance with OMB Circular A-130, Management of Federal Information
Resources. Individuals will have access to the system only when and
to the extent such access is legally authorized, each item of
information is required for his or her job, and the access is in
accordance with approved authentication methods. Only key authorized
employees with appropriately configured system roles can access the
system.
Retention and disposal:
Records are stored in the Foreign National Management System and
managed, retained and dispositioned in accordance with the guidelines
defined in NASA Procedural Requirements (NPR) 1441.1D, NASA Records
Retention Schedules, Schedule 1, item 35.
System manager(s) and address:
Director, Security Management Division, National Aeronautics and
Space Administration, Headquarters, Office of Security and Program
Protection, 300 E. Street, SW., Washington, DC 20546-0001.
NOTIFICATION PROCEDURES:
Individuals inquiring about their records should notify the
System Manager at the address given above.
RECORDS ACCESS PROCEDURES:
Individuals who wish to gain access to their records should
submit their request in writing to the System Manager at the address
given above. Requests must contain the following identifying data
concerning the requestor: First, middle, and last name; date and
place of birth; Visa/Passport/Social Security Number; period and
place of visit/assignment/employment with NASA.
Contesting record procedures:
The NASA regulations governing access to records and the
procedures for contesting the contents and appealing initial
determinations are set forth in 14 CFR part 1212.
Record source categories:
Records, including official government documentation, are
provided by individuals requesting access to NASA facilities and
contractor sites, from existing databases containing this information
at Federally Funded Research and Development Centers, and from other
Federally funded sources located at NASA facilities.
NASA 10GMVP
System name:
Government Motor Vehicle Operators Permit Records.
Security classification:
None.
System location:
Locations 3 and 6 as set forth in Appendix A.
Categories of individuals covered by the system:
NASA employees and contractor employees.
Categories of records in the system:
Name, home address, Social Security Number, physical description
of individual, physical condition of individual, traffic record.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; 41 CFR subpart 101-38.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: standard routine uses 1 through 4
inclusive, as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Indexed by individual's name.
Safeguards:
Records are kept in locked cabinets with access limited to those
whose official duties require access. Room is locked during nonduty
hours.
Retention and disposal:
Records will be maintained in Agency files and destroyed 3 years
after permit expires or holder leaves NASA in accordance with NASA
Records Retention Schedules, Schedule 6 Item 12.
System manager(s) and address:
Subsystem Managers: Transportation Officer, Location 3 and Chief,
Transportation Branch, Location 6. Locations are as set forth in
Appendix A.
Notification procedure:
Information may be obtained from the cognizant system manager
listed above.
Record access procedures:
Requests from individuals should be addressed to the same address
as stated in the Notification section above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appear at 14 CFR part 1212.
Record source categories:
Individual NASA employees and individual contractor employees
supply information on their own traffic records.
NASA 10HABC
System name:
History Archives Biographical Collection.
Security classification:
None.
System location:
Location 1 and 11 as set forth in Appendix A.
Categories of individuals covered by the system:
Individuals who are of historical significance in aeronautics,
astronautics, space science, and other concerns of NASA.
Categories of records in the system:
Biographical data; speeches and articles by an individual;
correspondence, interviews, and various other tapes and transcripts
of program activities.
Authority for maintenance of the system:
42 U.S.C. 2473 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: disclosure to scholars
(historians and other disciplines) or any other interested
individuals for research and to write dissertations, articles, and
books, for government, commercial, and nonprofit publication or
develop material for other media use.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
The records are indexed by the individual's name.
Safeguards:
Because these records are archive material and, therefore, a
matter of public information, there are no special safeguard
procedures required.
Retention and disposal:
Records are retained indefinitely in Agency reference collections
in history offices, but may be destroyed when no longer needed in
accordance with NASA Records Retention Schedules, Schedule 1 Item 10.
System manager(s) and address:
Chief Historian, Location 1.
Subsystem Manager: Public Affairs Officer, Location 11 as set
forth in Appendix A.
Notification procedure:
Information may be obtained from the system manager listed above.
Record access procedures:
Requests from individuals should be addressed to same address as
stated in the Notification section above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appear at 14 CFR part 1212.
Record source categories:
Press releases, newspapers, journals, copies of internal Agency
records, and the individuals themselves.
NASA 10HERD
System name:
Human Experimental and Research Data Records.
Security classification:
None.
System location:
Locations 1, 2, 5, 6, and 9, as stated in Appendix A.
Categories of individuals covered by the system:
Individuals who have been involved in space flight, aeronautical
research flight, and/or participated in NASA tests or experimental or
research programs; civil service employees, military, employees of
other government agencies, contractor employees, students, human
subjects (volunteer or paid), and other volunteers on whom
information is collected as part of an experiment or study.
Categories of records in the system:
Data obtained in the course of an experiment, test, or research
medical data from inflight records, other information collected in
connection with an experiment, test, or research.
Authority for maintenance of the system:
42 U.S.C. 2475 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: Disclosures to other individuals
or organizations, including Federal, State, or local agencies, and
nonprofit, educational, or private entities, who are participating in
NASA programs or are otherwise furthering the understanding or
application of biological, physiological, and behavioral phenomena as
reflected in the data contained in this system of records; and the
standard routine use 4 as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper documents, electronic media, micrographic media,
photographs, or motion pictures film, and various medical recordings
such as electrocardiograph tapes, stripcharts, and x-rays.
Retrievability:
By the individual's name, experiment or test; arbitrary
experimental subject number; flight designation; or crewmember
designation on a particular space or aeronautical flight.
Safeguards:
Access is limited to Government personnel requiring access in the
discharge of their duties and to appropriate support contractor
employees on a need-to-know basis. Computerized records are
identified by code number and records are maintained in locked rooms
or files. Records are protected in accordance with the requirements
and procedures, which appear in the NASA regulations set forth in 14
CFR 1212.605.
Retention and disposal:
Records are maintained in Agency files for varying periods of
time depending on the need for use of the records and destroyed when
no longer needed in accordance with NASA Records Retention Schedules,
Schedule 7 Item 16, except that significant medical data will be
handled in accordance with OPM Regulations.
System manager(s) and address:
Director, NASA Occupational Health Office, Location 1.
Subsystem Managers: Chief Engineer, Location 2; Assistant
Director for Life Sciences, Space and Life Sciences Directorate,
Location 5; Director, Biomedical Operations Office, Location 6;
Director, Management Services Office, Location 9. Locations are as
set forth in Appendix A.
Notification procedure:
Information may be obtained from the system or subsystem manager
named above.
Record access procedures:
Requests from individuals should be addressed to the same address
as stated in the Notification section above.
Contesting record procedures:
The NASA regulations for access to records and for contesting and
appealing initial determinations by the individual concerned appear
at 14 CFR part 1212.
Record source categories:
Experimental test subjects, physicians, principal investigators
and other researchers, and previous experimental test or research
records.
NASA 10HIMS
System name:
Health Information Management System.
Security classification:
None.
System location:
In Medical Clinics/Units and Environmental Health Offices at
Locations 1 through 15 inclusive as set forth in Appendix A.
Categories of individuals covered by the system:
NASA civil service employees and applicants; other Agency civil
service and military employees working at NASA; visitors to NASA
Centers; onsite contractor personnel who receive job-related
examinations, have mishaps or accidents, or come to clinic for
emergency or first-aid treatment; space flight personnel and their
families.
Categories of records in the system:
General medical records of first aid, emergency treatment,
examinations, exposures, and consultations.
Information resulting from physical examinations, laboratory and
other tests, and medical history forms; treatment records; screening
examination results; immunization records; administration of
medications prescribed by private/personal physicians; statistical
records; examination schedules; daily log of patients;
correspondence; chemical, physical, and radiation exposure records;
other environmental health data; alcohol/drug patient information,
consultation records; Employee Assistance Program records; and health
hazard and abatement data.
Astronauts and their families--more detailed and complex physical
examinations.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; Pub. L. 92-255.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) Referral to private
physicians designated by the individual when requested in writing;
(2) patient referrals; (3) referral to the Office of Personnel
Management, Occupational Safety and Health Administration, and other
Federal agencies as required in accordance with the Federal agency's
special program responsibilities; (4) referral of information to a
non-NASA individual's employer; (5) evaluation by medical
consultants; (6) disclosure to the employer of non-NASA personnel,
information affecting the reliability of such officer or employee for
purposes of the Mission Critical Space Systems Personnel Reliability
Program; (7) disclosure to non-NASA personnel performing research,
studies, or other activities through arrangements or agreements with
NASA and for mutual benefit; (8) disclosure to the public of prespace
flight information having mission impact concerning an individual
crewmember, limited to the crewmember's name and the fact that a
medical condition exists; (9) disclosure to the public of a summary
of the space flight crew inflight information as it relates to
mission impact, and limited to name, diagnosis, treatment, and
prognosis; (10) disclosure to the public, limited to the crewmember's
name and the fact that a medical condition exists, if a flight
crewmember is, for medical reasons, unable to perform a scheduled
public event during the time period following Space Shuttle landing
and concluding with completion of the post space flight return to
duty medical evaluation; (11) disclosure to the public of medical
conditions arising from accidents, consistent with NASA regulations;
and (12) standard routine use 4, as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are in file folders, punch cards, electrocardiographic
tapes, x-rays, microfiche, and electronic media. They are handled
between NASA Centers by telecommunications.
Retrievability:
By the individual's name, date of birth, and/or Social Security
Number.
Safeguards:
Access limited to concerned medical environmental health
personnel on a need-to-know basis. Computerized records are
identified by code number, and records are maintained in locked rooms
or files. Records are protected in accordance with the requirements
and procedures, which appear in the NASA regulations at 14 CFR
1212.605.
Retention and disposal:
Records are maintained in Agency files and destroyed by series in
accordance with Office of Personnel Management regulations and NASA
Records Retention Schedules, Schedule 1 Item 126 and Schedule 8 Item
57. Health and medical reports, summaries series at NASA Headquarters
are destroyed 6 years after date of summary or report and copies at
field installations are destroyed 2 years after date of summary or
report. Space flight personnel and their families series records are
permanent and transferred to the National Archives and Records
Administration when 30 years old.
System manager(s) and address:
Director, Occupational Health Office, Location 1.
Subsystem Managers: Chief Occupational Safety Health and Medical
Services at Location 2, Medical Director or Medical Administrator or
Safety and Health Coordinator at Locations 3 through 4, and 6 through
15 inclusive, and Chief, Medical Operations Branch, Location 5.
Locations are as set forth in Appendix A.
Notification procedure:
Information may be obtained from the cognizant system or
subsystem manager listed above.
Record access procedures:
Requests from individuals should be addressed to the same address
as stated in the Notification section above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appears in 14 CFR part 1212.
Record source categories:
Individuals, physicians, and previous medical records of
individuals.
NASA 10IGIC
System Name:
Inspector General Investigations Case Files.
Security Classification:
Some of the material contained in the system has been classified in
the Interests of national security pursuant to Executive Order 12958,
as amended.
System Location:
Locations 1 through 11, 14, 16 and 17 as set forth in Appendix A.
Categories of Individuals Covered By the System:
Current and former employees of NASA, contractors, and
subcontractors, and others whose actions have affected NASA.
Categories of Records in the System:
Case files pertaining to matters including, but not limited to, the
following classifications of cases: (1) Fraud against the Government,
(2) theft of Government property, (3) bribery, (4) lost or stolen
lunar samples, (5) misuse of Government property, (6) conflict of
interest, (7) waiver of claim for overpayment of pay, (8) leaks of
Source Evaluation Board information; (9) improper personal conduct,
(10) irregularities in awarding contracts; (11) computer crimes; (12)
research misconduct; and (13) whistleblower protection under the
Federal Acquisition Simplification Act and the Federal Acquisition
Regulation.
Authority for Maintenance of the System:
42 U.S.C. 2473; 44 U.S.C. 3101; 5 U.S.C. Appendix 3.
Purpose(s):
Information in this system of records is collected in the course of
investigating alleged crimes and other violations of law or
regulation that affect NASA. The information is used by prosecutors,
Agency managers, law enforcement agencies, Congress, NASA
contractors, and others to address the crimes and other misconduct
discovered during investigations.
Routine Uses of Records Maintained in the System, Including Categories of
Users and the Purposes of Such Uses:
The following are routine uses: (1) Responding to the White House,
the Office of Management and Budget, and other organizations in the
Executive Office of the President regarding matters inquired of; (2)
disclosure to a congressional office from the record of an individual
in response to a written inquiry from the congressional office made
at the request of that individual; (3) providing data to Federal
intelligence elements; (4) providing data to any source from which
information is requested in the course of an investigation, to the
extent necessary to identify the individual, inform the source of the
nature and purpose of the investigation, and to identify the type of
information requested; (5) providing personal identifying data to
Federal, State, local, or foreign law enforcement representative
seeking confirmation of identity of persons under investigations; (6)
disclosing, as necessary, to a contractor, subcontractor, or grantee
firm or institution, to the extent that the disclosure is in NASA's
interest and is relevant and necessary in order that the contractor,
subcontractor, or grantee is able to take administrative or
corrective action; (7) disclosing to any official (including members
of the President's Council on Integrity and Efficiency and staff and
authorized officials of the Department of Justice and Federal Bureau
of Investigation) charged with the responsibility to conduct
qualitative assessment reviews of internal safeguards and management
procedures employed in OIG operations; (8) disclosing to members of
the President's Council on Integrity and Efficiency for the
preparation of reports to the President and Congress on the
activities of the Inspectors General; (9) disclosing to the public
when: the matter under investigation has become public knowledge, or
when the Inspector General determines that such disclosure is
necessary to preserve confidence in the integrity of the OIG
investigative process, or to demonstrate the accountability of NASA
officers, or employees, or other individuals covered by this system,
unless the Inspector General determines that disclosure of the
specific information in the context of a particular case would
constitute an unwarranted invasion of personal privacy; (10)
disclosing to the news media and public when there exists a
legitimate public interest (e.g., to provide information on events in
the criminal process, such as indictments), or when necessary for
protection from imminent threat to life or property; (11) standard
routine uses 1 through 4 inclusive as set forth in Appendix B.
Policies and Practices for Storing, Retrieving, Accessing, Retaining, and
Disposing of Records in the System:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Information is retrieved by name of the individual.
Safeguards:
Information is kept in locked cabinets and in secured vaults and
computer rooms. Information stored on computers is on a restricted-
access server and is protected by an official password and user
identification. Access is limited to Inspector General personnel with
an official need to know.
Retention and Disposal:
Records are maintained in Agency files and destroyed in accordance
with NASA Procedures and Guidelines (NPR) 1441.1, NASA Records
Retention Schedules, Schedule 9. Files containing information of an
investigative nature but not related to a specific investigation are
destroyed in accordance with NPR 1441.1. Significant case files are
scheduled for disposition with the National Archives and Records
Administration when closed. All other case files are destroyed 10
years after file is closed.
System Manager(s) and Address:
Assistant Inspector General for Investigations, Location 1.
Subsystem Managers: Special and Resident Agents in Charge, Location
2, 4 through 11 inclusive, 14, 16, and 17 as set forth in Appendix A.
Notification Procedure:
None. System is exempt (see below).
Record Access Procedures:
None. System is exempt (see below).
Contesting Record Procedures:
None. System is exempt (see below).
Record Source Categories:
Exempt.
Exemptions Claimed for the System:
(1) The Inspector General Investigations Case Files systems of
records is exempt from any part of the Privacy Act (5 U.S.C. 552a),
EXCEPT the following subsections: (b) relating to conditions of
disclosure; (c)(1) and (2) relating to keeping and maintaining a
disclosure accounting; (e)(4)(A)-(F) relating to publishing a system
notice setting forth name, location, categories of individuals and
records, routine uses, and policies regarding storage,
retrievability, access controls, retention and disposal of the
records; (e)(6), (7), (9), (10), and (11) relating to dissemination
and maintenance of records; (i) relating to criminal penalties. This
exemption applies to those records and information contained in the
system of records pertaining to the enforcement of criminal laws.
(2) To the extent that there may exist noncriminal investigative
files within this system of records, the Inspector General
Investigations Case Files system of records is exempt from the
following subsections of the Privacy Act (5 U.S.C. 552a): (c)(3)
relating to access to disclosure accounting, (d) relating to access
to reports, (e)(1) relating to the type of information maintained in
the records; (e)(4)(G), (H), and (I) relating to publishing the
system notice information as to agency procedures for access and
amendment and information as to the categories of sources of records,
and (f) relating to developing agency rules for gaining access and
making corrections.
The determination to exempt this system of records has been made by
the Administrator of NASA in accordance with 5 U.S.C. 552a (j) and
(k) and subpart 5 of the NASA regulations appearing in 14 CFR part
1212, for the reason that a component of the Office of Inspector
General, NASA, performs as its principal function activities
pertaining to the enforcement of criminal laws, within the meaning of
5 U.S.C. 552a(j)(2).
NASA 10IMF1
System name:
Integrated Financial Management (IFM) Program--Core Financial
System.
Security classification:
This system is categorized in accordance with OMB Circular A-11
as a Special Management Attention Major Information System. A
security plan for this system has been established in accordance with
OMB Circular A-130, Management of Federal Information Resources.
System location:
George C. Marshall Space Flight Center, National Aeronautics and
Space Administration, Marshall Space Flight Center, AL 35812
Categories of individuals covered by the system:
Individuals covered by the NASA Core Financial (CF) System
include former and current NASA employees and nonNASA individuals
requiring any type of payment.
Categories of records in the system:
Records in this system may include information about the
individuals including Social Security Number (Tax Identification
Number), home address, telephone number, e mail address, and bank
account information.
Authority for maintenance of the system:
National Aeronautics and Space Act of 1958, et seq. as amended.
42 U.S.C. 2473 (2003); Federal Records Act, 44 U.S.C. 3101 (2003);
Chief Financial Officers Act of 1990 205(a), 31 U.S.C. 901 (2003);
Financial Management Improvement Act of 1996 802, 31 U.S.C. 3512
(2003).
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The following are routine uses: (1) Furnish data to the
Department of Treasury for financial reimbursement of individual
expenses, such as travel, books, and other miscellaneous items; (2)
Process payments and collections in which an individual is
reimbursing the Agency; (3) Ongoing administration and maintenance of
the records, which is performed by authorized NASA employees, both
civil servants and contractors; and (4) Standard routine uses 1
through 4 inclusive as set forth in Appendix B--STANDARD ROUTINE
USES--NASA.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Stored as electronic media.
Retrievability:
Records may be searched by name or SSN (Tax ID).
Safeguards:
An approved security plan for this system has been established in
accordance with OMB Circular A-130, Management of Federal Information
Resources. Individuals will have access to the system only in
accordance with approved authentication methods. Only key authorized
employees with appropriately configured system roles can access the
system and only from workstations within the NASA Intranet.
Retention and disposal:
Records are stored in the IFM database and managed, retained and
dispositioned in accordance with the guidelines defined in the NASA
Procedure & Guidelines (NPG) 1441.1D, NASA Records Retention
Schedules, Schedule 9.
System manager(s) and address:
AD04/Manager of the IFMP Competency Center, George C. Marshall
Space Flight Center, National Aeronautics and Space Administration,
Marshall Space Flight Center, AL 35812
Notification procedure:
Individuals interested in inquiring about their records should
notify the System Manager at the address given above.
Record access procedureS:
Individuals who wish to gain access to their records should
submit their request in writing to the System Manager at the address
given above.
Contesting record procedures:
The NASA regulations governing access to records, procedures for
contesting the contents and for contesting the contents and for
appealing initial determinations are set forth in 14 CFR part 1212.
Record source categories:
The information is received by the IFMP Core Financial System
through an electronic interface from the NASA Personnel Payroll
System (NPPS). In certain circumstances, updates to this information
may be submitted by NASA employees and recorded directly into the
IFMP Core Financial System.
NASA 10NPPS
System name:
NASA Personnel and Payroll Systems.
Security classification:
None.
System location:
Locations 1 through 9 inclusive and Location 11, as set forth in
Appendix A.
Categories of individuals covered by the system:
Present and former NASA employees.
Categories of records in the system:
The data contained in this system of records includes payroll,
employee leave, insurance, labor and human resource distribution and
overtime information.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; 5 U.S.C. 5501 et seq.; 5 U.S.C.
6301 et seq.; General Accounting Office's General Policies/Procedures
and Communications Manual, Chapter 7; Treasury Fiscal Requirements
Manual, Part III; and NASA Financial Management Manual, Sections 9300
and 9600.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) To furnish to a third party a
verification of an employee's status upon written request of the
employee; (2) to facilitate the verification of employee
contributions and insurance data with carriers and collection agents;
(3) to report to the Office of Personnel Management (a) withholdings
of premiums for life insurance, health benefits, and retirements, and
(b) separated employees subject to retirement; (4) to furnish the
U.S. Treasury magnetic tape reports and/or electronic files on net
pay, net savings allotments and bond transmittal pertaining to each
employee; (5) to provide the Internal Revenue Service with details of
wages taxable under the Federal Insurance Contributions Act and to
furnish a magnetic tape listing on Federal tax withholdings; (6) to
furnish various financial institutions itemized listings of
employee's pay and savings allotments transmitted to the institutions
in accordance with employee requests; (7) to provide various Federal,
State, and local taxing authorities itemized listings of withholdings
for individual income taxes; (8) to respond to requests for State
employment security agencies and the U.S. Department of Labor for
employment, wage, and separation data on former employees for the
purpose of determining eligibility for unemployment compensation; (9)
to report to various Combined Federal Campaign offices total
contributions withheld from employee wages; (10) to furnish leave
balances and activity to the Office of Personnel Management upon
request; (11) to furnish data to labor organizations in accordance
with negotiated agreements; (12) to furnish pay data to the
Department of State for certain NASA employees located outside the
United States; (13) to furnish data to a consumer reporting agency or
bureau, private collection contractor or debt collection center in
accordance with section 3711 of Title 31 of the United States Code;
(14) to forward delinquent debts, and all relevant information
related thereto, to the U.S. Department of Treasury, for collection;
(15) to the Office of Child Support Enforcement, Administration for
Children and Families, Department of Health and Human Services,
National Directory of New Hires, part of the Federal Parent Locator
Service (FPLS) and the Federal Tax Offset System, DHHS/OCSE No. 09-
90-0074, for the purpose of locating individuals to establish
paternity, establishing and modifying orders of child support,
identifying sources of income, and for other child support
enforcement actions as required by the Personal Responsibility and
Work Opportunity Reconciliation act (Pub. L. 104-193); and (16)
standard routine uses 1 through 4 inclusive as set forth in Appendix
B.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b): Disclosures may be made
from this system to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or ``private
collection contractor'' under the Federal Claims Collection Act of
1966, as amended by the Debt Collection Improvement Act of 1996 (31
U.S.C. 3701, et seq.).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by the individual's name and/or Social
Security Number.
Safeguards:
Records are protected in accordance with the requirements and
procedures which appear in the NASA regulations at 14 CFR 1212.605,
utilizing locked file cabinets and/or secured rooms.
Retention and disposal:
Records are maintained in Agency files and transferred to the
National Personnel Records Center (NPRC) within 3 years of creation
in accordance with NASA Records Retention Schedules, Schedule 3 Item
47. Records transferred to NPRC will be destroyed when 10 years old
by NPRC.
System manager(s) and address:
Director, Financial Management Division, Office of the Chief
Financial Officer, Location 1.
Subsystem Managers: Chief, Financial Management Division,
Locations 2, 4, 6, 7, and 8; Financial Management Officer, Location
3; Chief, Financial Services Branch, Location 5; Director, Financial
Management Office, Location 9; Chief, Financial Management Office,
Location 11. Locations are as set forth in Appendix A.
Notification procedure:
Information may be obtained from the cognizant system or
subsystem manager listed above.
Record access procedures:
Requests from individuals should be addressed to the same address
as identified in the Notification section above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appear at 14 CFR part 1212.
Record source categories:
Individual on whom the record is maintained, personnel office(s),
and the individual's supervisor.
NASA 10SCCF
System name:
Standards of Conduct Counseling Case Files.
Security classification:
None.
System location:
Location 1 through 11 inclusive as set forth in Appendix A.
Categories of individuals covered by the system:
Current, former, and prospective NASA employees who have sought
advice or have been counseled regarding conflict of interest rules
for Government employees.
Categories of records in the system:
Depending upon the nature of the problem, information collected
may include employment history, financial data, and information
concerning family members.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; 18 U.S.C. 201, 203, 205, 207-209;
5 U.S.C. 7324-7327; 5 U.S.C. Appendix; 14 CFR part 1207; 5 CFR parts
2634-2641; 5 CFR part 6901; and Executive Order 12674, as modified by
Executive Order 12731.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) Office of Personnel
Management, Office of Government Ethics, and Merit Systems Protection
Board for investigation of possible violations of standards of
conduct which the agencies directly oversee; and (2) standard routine
uses 1 through 4 inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records maintained in loose-leaf binders or file folders.
Retrievability:
By name of individual.
Safeguards:
Restricted access to persons authorized by General Counsel or
Center Chief Counsel; stored in combination lock safe.
Retention and disposal:
Records are maintained in Agency files and destroyed when 6 years
old in accordance with NASA Records Retention Schedules, Schedule 1
Item 133/B.
System manager(s) and address:
Associate General Counsel for General Law, Code GG, Location 1,
and Chief Counsel, Locations 2 through 11 as set forth in Appendix A.
Notification procedure:
Information may be obtained from the System Manager.
Record access procedures:
Requests from individuals should be addressed to the System
Manager and must include employee's full name and NASA Center where
employed.
Contesting record procedures:
The NASA regulations and procedures for access to records and for
contesting contents and appealing initial determinations by the
individual concerned appear at 14 CFR part 1212.
Record source categories:
Information collected directly from individual and from his/her
official employment record.
NASA 10SECR
System name:
Security Records System.
Security classification:
None.
System location:
Locations 1 through 9 and Locations 11, 12, and 14 as set forth
in Appendix A.
Categories of individuals covered by the system:
Employees, applicants, NASA committee members, NASA consultants,
NASA experts, NASA Resident Research Associates, guest workers,
contractor employees, detailees, visitors, correspondents (written
and telephonic), and Faculty Fellows.
Categories of records in the system:
Personnel Security Records, Criminal Matter Records, Traffic
Management Records.
Authority for maintenance of the system:
42 U.S.C. 2451, et seq., the National Aeronautics and Space Act
of 1958, as amended; Espionage and Information Control Statutes, 18
U.S.C. 793-799; Sabotage Statutes, 18 U.S.C. 2151--2157; Conspiracy
Statute, 18 U.S.C. 371; 18 U.S.C. 202-208, 3056; Internal Security
Act of 1950; Atomic Energy Act of 1954, as amended; Executive Order
12958, as amended, Classified National Security Information;
Executive Order 12968, as amended, Access to Classified Information;
Executive Order 10865, Safeguarding Classified Information Within
Industry; Executive Order 10450, Security Requirements for Government
Employees; Pub. L. 81-733; 41 CFR Chapter 101; 14 CFR parts 1203-
1203b; and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Personnel Security Records: The following are routine uses: (1)
To determine eligibility to perform classified visits to other
Federal agencies and contractor facilities; (2) to provide data to
Federal intelligence elements; (3) to provide data to any source from
which information is requested in the course of an investigation, to
the extent necessary to identify the individual, inform the source of
the nature and purpose of the investigation, and to identify the type
of information requested; (4) to provide a basis for determining
preliminary visa eligibility; (5) to respond to White House
inquiries; (6) disclosures may be made to a congressional office from
the record of an individual in response to a written inquiry from the
congressional office made at the request of that individual; (7) to
provide personal identifying data to Federal, State, local, or
foreign law enforcement representatives seeking confirmation of
identity of persons under investigation; (8) disclosure to a NASA
contractor, subcontractor, grantee, or other Government organization
information developed in an investigation or administrative inquiry
concerning a violation of a Federal or State statue or NASA
regulation on the part of an officer or employee of the contractor,
subcontractor, grantee, or other Government organization; (9) to
provide relevant information to an internal or external organization
or element thereof conducting audit activities of a NASA contractor
or subcontractor; (10) disclosure to the employer of non-NASA
personnel information affecting the reliability of such officer or
employee for purposes of the Mission Critical Space Systems Personnel
Reliability Program; and (11) standard routine uses 1 through 4
inclusive as set forth in Appendix B.
Criminal Matter Records: The routine uses are (1) to provide
personal identifying data to Federal, State, local, or foreign law
enforcement representatives seeking confirmation of identity of
persons under investigation; (2) to provide a NASA contractor,
subcontractor, grantee, or other Government organization information
developed in an investigation or administrative inquiry concerning a
violation of a Federal or State statute or NASA regulation on the
part of an officer or employee of the contractor, subcontractor,
grantee, or other Government organization; and (3) standard routine
uses 1 through 4 inclusive as set forth in Appendix B.
Traffic Management Records: The routine uses are (1) to provide
personal identifying data to Federal, State, local, or foreign law
enforcement representatives seeking confirmation of identity of
persons under investigation; (2) to provide a NASA contractor,
subcontractor, grantee, or other Government organization information
developed in an investigation or administrative inquiry concerning a
violation of a Federal or State statute or NASA regulation on the
part of an officer or employee of the contractor, subcontractor,
grantee, or other Government organization; and (3) standard routine
uses 1 through 4 inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by individual's name, file number, badge
number, decal number, payroll number, and/or Social Security Number.
Safeguards:
Access to Personnel Security Records and information to be
inserted into Personnel Security Records is controlled by either
Government personnel or selected personnel of NASA contractor guard/
security force and contractor personnel. After presenting proper
identification and requesting a file or record, a person with an
official need to know and, if appropriate, a proper clearance may
have access to a file or records only after it has been retrieved and
approved for release by a NASA security representative. These records
are secured in security storage equipment.
Access to Criminal Matter Records is controlled by either
Government personnel or selected personnel of NASA contractor guard
forces. After presenting proper identification and requesting a file
or record, a person with an official need to know and, if
appropriate, a proper clearance may have access to a file or records
only after it has been retrieved and approved for release by a NASA
security representative. These records are secured in security
storage equipment.
Traffic Management Records: Access to these records is controlled
by either Government personnel or selected personnel of NASA
contractor guard forces. Access to these records is permitted after a
determination has been made that the requestor has an official
interest. These records are stored in locked containers.
Retention and disposal:
The Personnel Security Records are maintained in Agency files and
destroyed upon notification of the death or within 5 years after
separation or transfer of employee or within 5 years after contract
relationship expires, whichever is applicable in accordance with NASA
Records Retention Schedules, Schedule 1 Item 103.
The Criminal Matter Records are maintained in Agency files and
destroyed when 8 years old in accordance with NASA Records Retention
Schedules, Schedule 2 Item 4B2.
The Traffic Management Records are maintained in Agency files and
destroyed upon transfer or separation of permit holder or when permit
is superseded or revoked whichever is sooner in accordance with NASA
Records Retention Schedules, Schedule 6 Item 11B.
System manager(s) and address:
Director, Security Management Office, Location 1.
Subsystem Managers: Chief, Protective Services Division, Location
2; Chief, Security Branch, Locations 4 and 5; Security Officer,
Location 3, 8, and 11; Chief, Protective Services Office, Location 6;
Head, Office of Security and Public Safety, Location 7; Chief,
Security Division, Location 9; Chief, Administration Office, Location
12; Safety and Security Officer at Location 14. Locations are as set
forth in Appendix A.
Notification procedure:
Information may be obtained from the cognizant system or
subsystem manager listed above. Requests must contain the following
identifying data concerning the requestor: First, middle, and last
name; date of birth; Social Security Number; period and place of
employment with NASA, if applicable.
Record access procedures:
Personnel Security Records compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment, Federal contracts, or access to classified
information have been exempted by the Administrator under 5 U.S.C.
552a(k)(5) from the access provisions of the Act.
Criminal Matter Records compiled for civil or criminal law
enforcement purposes have been exempted by the Administrator under 5
U.S.C. 552a(k)(2) from the access provisions of the Act.
Traffic Management Records: Requests from individuals should be
addressed to the same address as stated in the Notification section
above.
Contesting record procedures:
For Personnel Security Records and Criminal Matters Records, see
Record Access Procedures, above. For Traffic Management Records, the
NASA rules for access to records and for contesting contents and
appealing initial determinations by the individual concerned appear
at 14 CFR part 1212.
Record source categories:
Personnel Security Records: Exempt.
Criminal Matter Records: Exempt.
Traffic Management Records: Employees, civil investigative
agencies, civil law enforcement agencies, Federal and local judicial
systems, medical records.
Exemptions claimed for the system:
Personnel Security Records compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment, Federal contracts, or access to classified
information, but only to the extent that the disclosure of such
material would reveal the identity of a confidential source, are
exempt from the following sections of the Privacy Act of 1974, 5
U.S.C. 552a: (c)(3) Relating to access to the disclosure accounting;
(d) relating to access to the records; (e)(1) relating to the type of
information maintained in the records; (e)(4)(G)(H) and (I) relating
to publishing in the annual system notice information as to agency
procedures for access and correction and information as to the
categories of sources of records; and (f) relating to developing
agency rules for gaining access and making corrections.
The determination to exempt the Personnel Security Records
portion of the Security Records System has been made by the
Administrator of NASA in accordance with 5 U.S.C. 552a(k)(5) and
Subpart 5 of the NASA regulations appearing in 14 CFR part 1212.
Criminal Matter Records to the extent they constitute
investigatory material compiled for law enforcement purposes are
exempt from the following sections of the Privacy Act of 1974, 5
U.S.C. 552a: (c)(3) Relating to access to the disclosure accounting;
(d) relating to access to the records; (e)(1) relating to the type of
information maintained in the records; (e)(4)(G)(H) and (I) relating
to publishing in the annual system notice information as to agency
procedures for access and correction and information as to the
categories of sources of records; and (f) relating to developing
agency rules for gaining access and making corrections.
The determination to exempt the Criminal Matter Records portion
of the Security Records System has been made by the Administrator of
NASA in accordance with 5 U.S.C. 552a(k)(2) and subpart 5 of the NASA
regulations appearing in 14 CFR part 1212.
Records subject to the provisions of 5 U.S.C. 552(b)(1) required
by Executive Order to be kept secret in the interest of national
defense or foreign policy are exempt from the following sections of
the Privacy Act of 1974, 5 U.S.C. 552a: (c)(3) relating to access to
the disclosure accounting; (d) relating to the access to the records;
(e)(1) relating to the type of information maintained in the records;
(e)(4)(G)(H) and (I) relating to publishing in the annual system
notice information as to agency procedures for access and correction
and information as to the categories of sources of records; and (f)
relating to developing agency rules for gaining access and making
corrections.
The determination to exempt this portion of the Security Records
System has been made by the Administrator of NASA in accordance with
5 U.S.C. 552a(k)(1) and subpart 5 of the NASA regulations appearing
in 14 CFR part 1212.
NASA 10SPER
System name:
Special Personnel Records.
Security classification:
None.
System location:
Locations 1 through 9 inclusive, and location 11 as set forth in
Appendix A.
Categories of individuals covered by the system:
Candidates for and recipients of awards or NASA training;
civilian and active duty military detailees to NASA; participants in
enrollee programs; Faculty, Science, National Research Council and
other Fellows, associates and guest workers including those at NASA
Centers but not on NASA rolls; NASA contract and grant awardees and
their associates having access to NASA premises and records;
individuals with interest in NASA matters including Advisory
Committee Members; NASA employees and family members, prospective
employees and former employees; former and current participants in
existing and future educational programs, including the Summer High
School Apprenticeship Research Program (SHARP).
Categories of records in the system:
Special Program Files including: (1) Alien Scientist files; (2)
Award files; (3) Counseling files, Life and Health Insurance,
Retirement, Upward Mobility, and Work Injury Counseling files; (4)
Military and Civilian Detailee files; (5) Personnel Development files
such as nominations for and records of training or education, Upward
Mobility Program files, Intern Program files, Apprentice files, and
Enrollee Program files; (6) Special Employment files such as Federal
Junior Fellowship Program files, Stay-in-School Program files, Summer
Employment files, Worker-Trainee Opportunity Program files, NASA
Executive Position files, Expert and Consultant files, and
Cooperative Education Program files; (7) Welfare to Work files; and
(8) Supervisory Appraisals under Competitive Placement Plan.
Correspondence and related information including: (1) Claims
correspondence and records about insurance such as life, health, and
travel; (2) Congressional and other Special Interest correspondence,
including employment inquiries; (3) Correspondence and records
concerning travel related to permanent change of address; (4) Debt
complaint correspondence; (5) Employment interview records; (6)
Information related to outside employment and activities of NASA
employees; (7) Placement follow-ups; (8) Preemployment inquiries and
reference checks; (9) Preliminary records related to possible adverse
actions; (10) Records related to reductions in force; (11) Records
under administrative as well as negotiated grievance procedures; (12)
Separation information including exit interview records, death
certificates and other information concerning death, retirement
records, and other information pertaining to separated employees;
(13) Special planning analysis and administrative information; (14)
Performance appraisal records; (15) Working papers for prospective or
pending retirements.
Special Records and Rosters including: (1) Locator files, (2)
Ranking lists of employees; (3) Repromotion candidate lists; (4)
Retired military employee records; (5) Retiree records; (6) Follow-up
records for educational programs, such as the SHARP and other
existing or future programs.
Agencywide and Center automated personnel information: Rosters,
applications, recommendations, assignment information and evaluations
of Faculty, Science, National Research Council and other Fellows,
associates and guest workers including those at NASA Centers but not
on NASA rolls; also, information about NASA contract and grant
awardees and their associates having access to NASA premises and
records.
Information about members of advisory committees and similar
organizations: All NASA-maintained information of the same types as,
but not limited to, that information required in systems of records
for which the Office of Personnel Management and other Federal
personnel-related agencies publish Government wide Privacy Act
Notices in the Federal Register.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) Disclosures to organizations
or individuals having contract, legal, administrative or cooperative
relationships with NASA, including labor unions, academic
organizations, governmental organizations, non-profit organizations,
and contractors and to organizations or individuals seeking or having
available a service or other benefit or advantage. The purpose of
such disclosures is to satisfy a need or needs, further cooperative
relationships, offer information, or respond to a request; (2)
disclosures to Federal agencies developing statistical or data
presentations having need of information about individuals in the
records; (3) responses to other Federal agencies and other
organizations having legal or administrative responsibilities related
to programs and individuals in the records; (4) disclosure to a
congressional office from the record of an individual in response to
a written inquiry from the congressional office made at the request
of that individual; and (5) standard routine uses 1 through 4
inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by any one or a combination of name, birth
date, Social Security Number, or identification number.
Safeguards:
Records are protected in accordance with the requirements and
procedures that appear in the NASA regulations at 14 CFR 1212.605,
utilizing locked file cabinets and/or secured rooms.
Retention and disposal:
Records are maintained in Agency files and not all record types
are authorized for disposal at this time, but records such as Pay
records are transferred to the National Personnel Records Center
(NPRC) within 3 years of creation in accordance with NASA Records
Retention Schedules, Schedule 3 Item 19. Records transferred to NPRC
will be destroyed when 10 years old by NPRC.
System manager(s) and address:
Associate Administrator for Human Resources and Education,
Location 1. Subsystem Managers: Director, Personnel Division, Office
of Inspector General, and Chief, Elementary and Secondary Programs
Branch, Educational Division, Location 1; Director of Personnel,
Locations 1, 3, 4, 6, and 8; Director of Human Resources, Location 2,
5, and 9; Director, Office of Human Resources, Location 7; Human
Resources Officer, Location 11. Locations are as set forth in
Appendix A.
Notification procedure:
Apply to the System or Subsystem Manager at the appropriate
location above. In addition to personal identification (name, Social
Security Number), indicate the specific type of record, the
appropriate date or period of time, and the specific kind of
individual applying (e.g., employee, former employee, contractor
employee).
Record access procedures:
Same as Notification procedures above.
Contesting record procedures:
The NASA regulations pertaining to access to records and for
contesting contents and appealing initial determinations by
individual concerned are set forth in 14 CFR part 1212.
Record source categories:
Individual on whom the record is maintained and Personnel
Office(s).
NASA 10XROI
System name:
Exchange Records on Individuals.
Security classification:
None.
System location:
Locations 1, 4, 6, 7, 8, 9, and 11 as set forth in Appendix A.
Categories of individuals covered by the system:
Present and former employees of, and applicants for employment,
with NASA Exchanges, Recreational Associations, and Employers' Clubs
at NASA Centers and members of or participants in NASA Exchange
activities, clubs and/or recreational associations. Individuals with
active loans or charge accounts at one or more of the several
organizations.
Categories of records in the system:
Exchange employees' personnel and payroll records, including
injury claims, unemployment claims, biographical data, performance
evaluations, annual and sick leave records, membership and
participation records on Exchange-sponsored activities, clubs and/or
recreational associations, and all other employee records. Credit
records on NASA employees with active accounts.
Authority for maintenance of the system:
42 U.S.C. 2473 and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) To Furnish a third party a
verification of an employee's status upon written request of the
employee; (2) to facilitate the verification of employee
contributions for insurance data with carriers and collection agents;
(3) to provide various Federal, State, and local taxing authorities
itemized listing of withholdings for individual income taxes; (4) to
respond to State employment compensation requests for wage and
separation data on former employees; (5) to report previous job
injuries to worker's compensation organizations; (6) for person to
notify in an emergency; (7) to report unemployment record to
appropriate State and local authorities; (8) when requested, provide
other employers with work record; and (9) standard routine uses 1
through 4 inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by individual's name.
Safeguards:
Records are protected in accordance with the requirements and
procedures that appear in the NASA regulations at 14 CFR 1212.605,
utilizing locked file cabinets and/or secured rooms.
Retention and disposal:
Records are maintained in Agency files and destroyed when 5 years
old in accordance with NASA Records Retention Schedules, Schedule 9
Item 6/D.
System manager(s) and address:
Associate Administrator, Management Systems & Facilities,
Location 1.
Subsystem Managers: Chairperson, Exchange Council, Location 6 and
7; Treasurer, NASA Exchange, Location 8; Exchange Operations Manager,
Location 9; Manager, NASA Exchange, Location 11; Head, Administrative
Management Branch, and Treasurer Wallops Exchange and Morale
Association, Location 4. Locations are as set forth in Appendix A.
Notification procedure:
Individuals may obtain information from the cognizant Subsystem
Managers listed above.
Record access procedures:
Requests from individuals should be directed to the same address
as stated in the Notification section above.
Contesting record procedures:
The NASA rules for access to records and for contesting contents
and appealing initial determinations by the individual concerned
appear in the NASA rules at 14 CFR pasrt 1212.
Record source categories:
Individual on whom the record is maintained and the individual's
supervisor.
NASA 61IWSR
System name:
MSFC Internet Web Site Record System.
Security classification:
None.
System location:
George C. Marshall Space Flight Center, National Aeronautics and
Space Administration, Marshall Space Flight Center, AL 35812
Categories of individuals covered by the system:
Users of MSFC public internet Web sites who submit information to
MSFC over the internet or otherwise, and parents/guardians and
teachers who provide information pursuant to MSFC's implementation of
the Children's Online Privacy Protection Act (COPPA) or other child
protection measures.
Categories of records in the system:
All information provided by users of MSFC public Internet Web
sites such as name, e-mail address, date of birth, mailing address,
school, grade level, employment, artwork, written submissions, and
information provided by the parents/guardians and teachers of users
pursuant to COPPA or other child protection measures.
Authority for maintenance of the system:
42 U.S.C. 2473(c)(8); 44 USC 3101; 15 U.S.C. 6502(b); 16 CFR
312.3-312.8
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The following are routine uses (1) Provide information to MSFC
contractors who will administer the MSFC Web sites; (2) Communicate
with teachers of children who use the sites; (3) Disclosure to
members of the public of student-generated material; (4) generate
statistics regarding the demographics of users, (5) Law Enforcement,
(6) disclose as a `routine use' to a Federal, State, or local agency
maintaining civil, criminal, or other relevant enforcement
information, (7) disclose to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit by the requesting
agency, to the extent that the information is relevant and necessary
to the requesting agency's decision on the matter, and (8) Court or
other formal proceedings.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Stored as electronic media.
Retrievability:
Records may be searched by name, e-mail address, or birthdate.
Safeguards:
During business hours, paper records are maintained in areas
accessible only to authorized NASA and NASA contractor personnel.
Electronic records are accessible via passwords from workstations
located in attended offices. After business hours, buildings have
security guards and secured doors.
Retention and disposal:
Records are maintained in Agency files for varying periods of
time depending on the need for use of the records. Records collected
pursuant to COPPA Section 1303(b)(2)(A), (B), (C), and (D) will be
destroyed as soon as possible, but no later than 90 days after the
collection of the data. Records collected pursuant to other
provisions of COPPA will be destroyed upon the request of the user or
the parent/guardian of children who use the site, or not later than 5
years after date of last entry on the record. All other records will
be destroyed 5 years after date of last entry on the record per the
National Archives and Records Administration's General Records
Schedule 14, Item 24(a).
System manager(s) and address:
AD03/Chief Information Officer, George C. Marshall Space Flight
Center, National Aeronautics and Space Administration, Marshall Space
Flight Center, AL 35812
Notification procedure:
Individuals interested in inquiring about their records should
notify the System Manager at the address given above.
Record access procedures:
Individuals who wish to gain access to their records should
submit their request in writing to the System Manager at the address
given above.
Contesting record procedures:
The NASA regulations governing access to records, procedures for
contesting the contents and for appealing initial determinations are
set forth in 14 CFR part 1212.
Record source categories:
The information is submitted by users of MSFC public Internet Web
sites.
GRC 22ORER
System name:
Glenn Research Center Occupational Radiation Exposure Records.
Security classification:
None.
System location:
Locations 8 and 13 as set forth in Appendix A.
Categories of individuals covered by the system:
Present and former GRC employees and contractor personnel who may
be exposed to radiation.
Categories of records in the system:
Name, date of birth, exposure history, name of license holder,
Social Security Number, employment and training history.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; 42 U.S.C. 2021, 2073, 2093, 2095,
2111, 2133, 2134, 2201; 10 CFR part 20.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) Standard routine uses 1
through 4 inclusive as set forth in Appendix B and (2) the Nuclear
Regulatory Commission may inspect records pursuant to fulfilling
their responsibilities in administering and issuing licenses to use
radiation sources.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by individual's name.
Safeguards:
Records are personally supervised during the day and locked in
the office at night.
Records are protected in accordance with the requirements and
procedures that appear in the NASA regulations at 14 CFR 1212.605.
Retention and disposal:
Records are maintained in Agency files and destroyed when 75
years old in accordance with NASA Records Retention Schedules,
Schedule 1 Item 130/D.
System manager(s) and address:
Chief, Office of Environmental Health, Location 8.
Subsystem Manager: Manager, Plum Brook Reactor Facility, Location
13. Locations are set forth in Appendix A.
Notification procedure:
Individuals may obtain information from the cognizant System
Manager or Subsystem Manager listed above.
Record access procedures:
Individuals may obtain information from the appropriate System
Manager or Subsystem Manager listed above.
Contesting record procedures:
The NASA rules for access to records and for contesting contents
and appealing initial determinations by the individual concerned
appear in the NASA rules at 14 CFR part 1212.
Record source categories:
Individual is sole source.
GSFC 51LISTS
System name:
Locator and Information Services Tracking System (LISTS).
Security classification:
None.
System location:
Location 4 as set forth in Appendix A.
Categories of individuals covered by the system:
All onsite and offsite NASA/GSFC civil service personnel and
onsite and nearsite contractors, tenants, and other guest workers
possessing or requiring badge identifications.
Categories of records in the system:
In order to achieve the goal for LISTS of a comprehensive and
accurate source of information for institutional services and
planning, general and personal information as noted below must be
collected.
General information: (1) Last Name; (2) First Name; (3) Middle
Initial; (4) Nickname; (5) Title/Degree; (6) Position/Job Title; (7)
Skill Classification; (8) Administrative Level; (9) Organization
Code; (10) Mail Code; (11) Telephone Extension; (12) Alternate
Telephone Extension; (13) Building; (14) Room; (15) Shift Worked;
(16) Offsite Telephone Number; (17) Offsite Location; (18) Contract
Number; (19) Authorization Type if Non-Contractor/Civil Service
personnel; (20) and (21) Acronym of Contractor and/or Host
Organization; (22) FAX Numbers (optional); and (23) E-mail Addresses
(optional).
Personal information: (1) Social Security Number; (2) Birth Date;
(3) Sex; (4) Citizenship; (5) If Not U.S. Citizen, Immigration Alien
Number; (6) Street Residence; (7) City Residence; (8) County
Residence; (9) State Residence; (10) Zip Code Residence; (11)
Residence Telephone; (12) Name of Emergency Contact; (13)
Relationship of Emergency Contact; (14) Telephone Number of Emergency
Contact; and (15) Address of Emergency Contact.
Authority for maintenance for the system:
5 U.S.C. 301; 42 U.S.C. 2473; 44 U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) Disclosures to organizations
or individuals having contract, legal, administrative, or cooperative
relationships with NASA, including labor unions, academic
organizations, governmental organizations, nonprofit organizations,
and contractors and to organizations or individuals seeking or having
available a service or other benefit or advantage. The purpose of
such disclosures is to satisfy a need or needs, further cooperative
relationships, offer information, or respond to a request; (2)
statistical or data presentations may be made to governmental or
other organizations or individuals having need of information about
individuals in the records; (3) disclosure may be made to a
congressional office from the record of an individual in response to
written inquiry from the congressional office made at the request of
that individual; and (4) standard routine uses 1 through 4 inclusive
as set forth in Appendix B may also apply.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
General fields are indexed by any one or combination of choices
to authorized users. Personal fields are not retrievable except by
designees in the Security and Library Offices and the System Manager.
For the library, the retrievability is for Social Security Number,
immigration alien number, and name only.
Safeguards:
Records are protected in accordance with the requirements and
procedures which appear in the NASA regulations at 14 CFR 1212.605,
utilizing locked file cabinets and/or secured rooms and through the
password and access protections built into the data base management
software system.
Retention and disposal:
Records are maintained in Agency files and destroyed when no
longer needed in accordance with NASA Records Retention Schedules,
Schedule 1 Item 104.
System manager(s) and address:
Institutional Support Office, Code 201.0, Location 4 as set forth
in Appendix A.
Notification procedure:
Apply to GSFC Security Office at the appropriate location.
Processing requires a completed and signed GSFC Form 24-27.
Record access procedures:
Same as Notification Procedures above.
Contesting record procedures:
The NASA regulations pertaining to access to records and for
contesting contents and appealing initial determinations by the
individual concerned are set forth in 14 CFR part 1212.
Record source categories:
Individuals to whom the records pertain.
GSFC 51RSCR
System name:
Goddard Space Flight Center Radiation Safety Committee Records.
Security classification:
None.
System location:
Location 4 as set forth in Appendix A.
Categories of individuals covered by the system:
Radiation users and custodians under GSFC cognizance.
Categories of records in the system:
Employment and training history.
Authority for maintenance of the system:
42 U.S.C. 2743; 44 U.S.C. 3101; USNRC License and GHB 1860.1,
``Radiation Safety Handbook''; GHB 1860.2, ``Radiation Safety Radio
Frequency''; GHB 1860.3, ``Radiation Safety Laser.''
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) The Nuclear Regulatory
Commission may inspect records pursuant to fulfilling their
responsibilities in administering and issuing licenses to use
radiation sources; (2) Occupational Safety and Health Administration
(Federal and State) may inspect records pursuant to fulfilling their
responsibilities under the occupational safety and health laws; (3)
the Environmental Protection Agency may inspect records pursuant to
fulfilling their responsibilities under the environmental protection
laws and executive order; (4) the Food and Drug Administration may
inspect records pursuant to fulfilling their responsibilities
concerning use of lasers and x-rays; (5) standard routine uses 1
through 4 inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by individual's name only.
Safeguards:
Records are located in locked metal file cabinet in locked room
with access limited to those whose official duties require access.
Retention and disposal:
Records are maintained in Agency files and destroyed when 75
years old in accordance with NASA Records Retention Schedules,
Schedule 1 Item 130/A.
System manager(s) and address:
Chief, Health, Safety, and Security Office, Location 4, as set
forth in Appendix A.
Notification procedure:
Individuals may obtain information from the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appear at 14 CFR part 1212.
Record source categories:
Employees.
JSC 72XOPR
System name:
Johnson Space Center Exchange Activities Records.
Security classification:
None.
System location:
Location 5 as set forth in Appendix A.
Categories of individuals covered by the system:
Employees and past employees of Johnson Space Center (JSC)
Exchange Operations, applicants under the JSC Exchange Scholarship
Program, and JSC employees or JSC contractor employees participating
in sports or special activities sponsored by the Exchange.
Categories of records in the system:
For present and past employees of the JSC Exchange Operations,
the system includes a variety of records relating to personnel
actions and determinations made about an individual while employed by
the NASA Exchange-JSC. These records contain information about an
individual relating to birth date; Social Security Number; home
address and telephone number; marital status; references; veteran
preference, tenure, handicap; position description, past and present
salaries, payroll deductions, leave; letters of commendation and
reprimand; adverse actions, charges and decisions on charges; notice
of reduction in force; personnel actions, including but not limited
to, appointment, reassignment, demotion, detail, promotion, transfer
and separation; minority group; records relating to life insurance,
health and retirement benefits; designation of beneficiary; training;
performance ratings; physical examinations; criminal matters; data
documenting the reasons for personnel actions or decisions made about
an individual; awards; and other information relating to the status
of the individual.
For successful applicants under the JSC Exchange Scholarship
Program, the system contains financial transactions or holdings,
employment history, medical data and other related information
supplied by the individual Center employees who applied for the
Exchange Scholarship.
For participants in social or sports activities sponsored by the
Exchange, information includes employees' or contractors' employee
identification number, organization, location, telephone number, and
other information directly related to status or interest in
participation in such activities.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; NASA Policy Directive 9050.6;
Treasury Fiscal Requirement Manual, Part III.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses for information maintained on JSC
Exchange Operations employees only: (1) Provide information in
accordance with legal or policy directives and regulations to the
Internal Revenue Service, Department of Labor, Department of
Commerce, Texas State Government Agencies, labor unions; (2) provide
information to insurance carriers with regard to worker's
compensation, health and accident, and retirement insurance
coverages; (3) provide employment or credit information to other
parties as requested by a current or former employee of the JSC
Exchange Operations; and (4) standard routine uses 1 through 4
inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
For JSC Exchange employees, records are maintained by name and
filed as current or past employee. For Scholarship applicants,
records are maintained by name. For participants in social or sports
activities, records are maintained by name.
Safeguards:
Records are located in locked metal file cabinets with access
limited to those whose official duties require access.
Retention and disposal:
Personnel records of JSC Exchange operations employees are
retained indefinitely in Agency space to satisfy payroll,
reemployment, unemployment compensation, tax, and employee retirement
purposes. For successful applicants under the JSC Exchange
Scholarship Program, records are maintained until completion of
awarded scholarship and are then destroyed. Records pertaining to
unsuccessful applicants are returned to the individual. For
participants in social or sports activities, records are maintained
for stated participation period and are then destroyed. These
dispositions are in accordance with NASA Records Retention Schedules,
Schedule 9 Item 6/E.
System manager(s) and address:
Manager, Exchange Operations, NASA Exchange-JSC, Location 5, as
set forth in Appendix A.
Notification procedure:
Individuals may obtain information from the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appear in 14 CFR part 1212.
Record source categories:
For employees of the JSC Exchange Operations, information is
obtained from the individual employee, the employee references,
insurance carriers, JSC Health Services Division, JSC Security,
employment agencies, Texas Employment Commission, credit bureaus, and
creditors.
With respect to the JSC Exchange Scholarship Program, the
information is obtained from the parents or guardians of the
scholarship participants.
For JSC employees and JSC contractor employees participating in
social or sports activities sponsored by the Exchange, information is
obtained from the individual participant.
KSC 76RTES:
System name:
Kennedy Space Center Radiation Training and Experience Summary.
Security classification:
None.
System location:
Location 6 as set forth in Appendix A.
Categories of individuals covered by the system:
Custodians and/or users of sources of radiation (ionizing and
nonionizing). Applicable to all users or custodians at KSC and NASA
or NASA contractor personnel at Cape Canaveral Air Force Station,
Florida, or Vandenberg Air Force Base, California.
Categories of records in the system:
Individual's name and radiation related training and experience.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; 42 U.S.C. 2021, 2111, 2201, 2232,
2233; 10 CFR part 33 for Federal Licensee; and Florida Administrative
Code, Chapter 10 D-56 for State Licensee.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Routine uses include (1) disclosure to Air Force Radiation
Protection Officers at Eastern Space and Missile Center, Patrick Air
Force Base, Florida, and Vandenberg Air Force Base, California, to
governmental and private license holders, and to NASA contractors
using sources of radiation to facilitate protection of the individual
and the public; (2) standard routine uses 1 through 4 inclusive as
set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by individual's name.
Safeguards:
Records are personally supervised during the day and locked in
the office at night. Records are protected in accordance with the
requirements and procedures, which appear in the applicable NASA
regulations at 14 CFR 1212.605.
Retention and disposal:
Records are maintained in Agency files and destroyed when 75
years old in accordance with NASA Records Retention Schedules,
Schedule 1 Item 130/B.
System manager(s) and address:
KSC Radiation Protection Officer, Location 6 as set forth in
Appendix A.
Notification procedure:
Individuals may obtain information from the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appear at 14 CFR part 1212.
Record source categories:
Individual is sole source.
KSC 76STCS
System name:
Kennedy Space Center Shuttle Training Certification System (YC-
04).
Security classification:
None.
System location:
Location 6 as set forth in Appendix A.
Categories of individuals covered by the system:
Kennedy Space Center (KSC) civil service, KSC contractor, and
Department of Defense personnel who have received systems, safety,
reliability and quality assurance, and skills training in support of
KSC or Space Shuttle operations.
Categories of records in the system:
Records of training attendance and certifications, including
certifications of physical ability to perform hazardous tasks.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) Disclosure is made of
information on employees of KSC contractors to those contractor
organizations and to the Base Operations contractor, to facilitate
the performance of the contracts. The Base Operations contractor
compiles these training records for KSC; (2) standard routine uses 1
through 4 inclusive as set forth in Appendix B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media. All records for KSC are
maintained by a NASA contractor on computer tape with printouts made
as required. Bar code readers are utilized for transfer of
information on course attendees to a central processing unit by
contractor personnel.
Retrievability:
Indexed by Social Security Number and individual's name.
Safeguards:
These training records are maintained under administrative
control of responsible organizations in areas that are locked when
not in use. In addition, records are safeguarded in accordance with
the requirements and procedures, which appear in the NASA regulations
at 14 CFR 1212.605.
Retention and disposal:
Records are maintained in Agency files and destroyed 3 years
after trainee is separated from NASA in accordance with NASA Records
Retention Schedules, Schedule 8 Item 33.
System manager(s) and address:
Chief, Human Resources Development Branch, Location 6, as set
forth in Appendix A.
Notification procedure:
Individuals may obtain information from the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and for appealing initial determinations by the individual
concerned appear at 14 CFR part 1212.
Record source categories:
Information is obtained from class input, rosters, operational
records, reports of physical examination completions, and actions
implemented by certification boards.
KSC 76XRAD
System name:
Kennedy Space Center Occupational External Radiation Exposure
History for Nuclear Regulatory Commission Licenses.
Security classification:
None.
System location:
Location 6 as set forth in Appendix A.
Categories of individuals covered by the system:
KSC civil service personnel and KSC contractor personnel who have
received radiation exposure.
Categories of records in the system:
Name, date of birth, exposure history, name of license holder,
Social Security Number.
Authority for maintenance of the system:
42 U.S.C. 2473; 44 U.S.C. 3101; 42 U.S.C. 2021, 2073, 2093, 2095,
2111, 2133, 2134, and 2201; 10 CFR part 20 for Federal Licensee; and
Florida Administrative Code, Chapter 10 D-56 for State Licensee.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The following are routine uses: (1) Disclosure to Air Force
Radiation Protection Offices at Eastern Space and Missile Center,
Patrick Air Force Base, Florida, and Vandenberg Air Force Base,
California, to governmental and private license holders, and to NASA
contractors using radioactive materials or ionizing radiation
producing devices to facilitate the protection of individuals; (2)
standard routine uses 1 through 4 inclusive as set forth in Appendix
B.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard-copy documents and electronic media.
Retrievability:
Records are indexed by the individual's name.
Safeguards:
Records are personally supervised during the day and locked in
the office at night. Records are protected in accordance with the
requirements and procedures, which appear in the NASA regulations at
14 CFR 1212.605.
Retention and disposal:
Records are maintained in Agency files and destroyed when 75
years old in accordance with NASA Records Retention Schedules,
Schedule 1 Item 130/C.
System manager(s) and address:
KSC Radiation Protection Officer, Location 6, as set forth in
Appendix A.
Notification procedure:
Individuals may obtain information from the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
The NASA regulations for access to records and for contesting
contents and appealing initial determinations by the individual
concerned appear at 14 CFR part 1212.
Record source categories:
Individual is sole source.
APPENDIX A--LOCATION NUMBERS AND MAILING ADDRESSES OF NASA
INSTALLATIONS AT WHICH RECORDS ARE LOCATED
Appendix A--Location Numbers and Mailing Addresses of NASAInstallations at
Which Records Are Located
Location 1
NASA Headquarters, National Aeronautics and Space
Administration,Washington, DC 20546-0001.
Location 2
Ames Research Center, National Aeronautics and Space
Administration, Moffett Field, CA 94035-1000.
Location 3
Dryden Flight Research Center, National Aeronautics and
SpaceAdministration, PO Box 273, Edwards, CA 93523-0273.
Location 4
Goddard Space Flight Center, National Aeronautics and
SpaceAdministration, Greenbelt, MD 20771-0001.
Location 5
Lyndon B. Johnson Space Center, National Aeronautics and
SpaceAdministration, Houston, TX 77058-3696.
Location 6
John F. Kennedy Space Center, National Aeronautics and
SpaceAdministration, Kennedy Space Center, FL 32899-0001.
Location 7
Langley Research Center, National Aeronautics and
SpaceAdministration, Hampton, VA 23681-2199.
Location 8
John H. Glenn Research Center at Lewis Field, NationalAeronautics
and Space Administration, 21000 Brookpark Road, Cleveland, OH 44135-
3191.
Location 9
George C. Marshall Space Flight Center, National Aeronautics
andSpace Administration, Marshall Space Flight Center, AL 35812-0001.
Location 10
HQ NASA Management Office--JPL, National Aeronautics and
SpaceAdministration, 4800 Oak Grove Drive, Pasadena, CA 91109-8099.
Location 11
John C. Stennis Space Center, National Aeronautics and
SpaceAdministration, Stennis Space Center, MS 39529-6000.
Location 12
JSC White Sands Test Facility, National Aeronautics and
SpaceAdministration, PO Drawer MM, Las Cruces, NM 88004-0020.
Location 13
GRC Plum Brook Station, National Aeronautics and
SpaceAdministration, Sandusky, OH 44870.
Location 14
MSFC Michoud Assembly Facility, National Aeronautics and
SpaceAdministration, PO Box 29300, New Orleans, LA 70189.
Location 15
NASA Independent Verification and Validation Facility (NASAIV&V),
100 University Drive, Fairmont, WV 26554.
Location 16
New Jersey Post of Duty, 402 E. State Street, Suite 3036,
Trenton, NJ 08608.
Location 17
Western Field Office, Glenn Anderson Federal Building, 501
WestOcean Blvd., Long Beach, CA 90802-4222.
APPENDIX B--STANDARD ROUTINE USES--NASA
The following routine uses of information contained in systems of
records, subject to the Privacy Act of 1974, are standard for many
NASA systems. They are cited by reference in the paragraph ``Routine
uses of records maintained in the system, including categories of
users and the purpose of such uses'' of the Federal Register Notice
on those systems to which they apply.
Standard Routine Use No. 1--LAW ENFORCEMENT--In the event that
this system of records 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, the relevant
records in the system of records may be referred, as a routine use,
to the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
Standard Routine Use No. 2--DISCLOSURE WHEN REQUESTING
INFORMATION--A record from this system of records may be disclosed as
a 'routine use' to 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 an agency decision concerning the
hiring or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance of a license,
grant, or other benefit.
Standard Routine Use No. 3--DISCLOSURE OF REQUESTED INFORMATION--
A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant, or other benefit by
the requesting agency, to the extent that the information is relevant
and necessary to the requesting agency's decision on the matter.
Standard Routine Use No. 4--COURT OR OTHER FORMAL PROCEEDINGS--In
the event there is a pending court or formal administrative
proceeding, any records which are relevant to the proceeding may be
disclosed to the Department of Justice or other agency for purposes
of representing the Government, or in the course of presenting
evidence, or they may be produced to parties or counsel involved in
the proceeding in the course of pretrial discovery.
NATIONAL AERONAUTICS AND SPACE ADMINISTRATION
NATIONAL AERONAUTICS AND SPACE ADMINISTRATION
14 CFR PART 1212--PRIVACY ACT--NASA REGULATIONS
Subpart 1212.1--Basic Policy
Sec.
1212.100 Scope and purpose.
1212.101 Definitions.
Subpart 1212.2--Access to Records
1212.200 Determining existence of records subject to the Privacy Act.
1212.201 Requesting a record.
1212.202 Identification procedures.
1212.203 Disclosures.
1212.204 Fees.
1212.205 Exceptions to individuals' rights of access.
Subpart 1212.3--Amendments to Privacy Act Records
1212.300 Requesting amendment.
1212.301 Processing the request to amend.
1212.302 Granting the request to amend.
Subpart 1212.4--Appeals and Related Matters
1212.400 Appeals.
1212.401 Filing statements of dispute.
1212.402 Disclosure to third parties of disputed records.
Subpart 1212.5--Exemptions to Individuals' Rights of Access
1212.500 Exemptions under 5 U.S.C. 552a(j) and (k).
1212.501 Record systems determined to be exempt.
Subpart 1212.6--Instructions for NASA Employees
1212.600 General policy.
1212.601 Maintenance and publication requirements for systems of
records.
1212.602 Requirements for collecting information.
1212.603 Mailing lists.
1212.604 Social security numbers.
1212.605 Safeguarding information in systems of records.
1212.606 Duplicate copies of records or portions of records.
Subpart 1212.7--NASA Authority and Responsibilities
1212.700 NASA employees.
1212.701 Assistant Deputy Administrator.
1212.702 Associate Administrator for Management Systems and Facilities.
1212.703 Headquarters and Field or Component Installations.
1212.704 System manager.
1212.705 Assistant Administrator for Procurement.
1212.706 Delegation of authority.
Subpart 1212.8--Failure to Comply With Requirements of This Part
1212.800 Civil remedies.
1212.801 Criminal penalties.
Authority: The National Aeronautics and Space Act of 1958, as amended,
72 Stat. 429, 42 U.S.C. 2473; the Privacy Act of 1974, as amended, 88
Stat. 1896, 5 U.S.C. 552a.
Source: 57 FR 4928, Feb. 11, 1992.
Subpart 1212.1--Basic Policy
Sec. 1212.100 Scope and purpose.
This part 1212 implements the Privacy Act of 1974, as amended (5
U.S.C. 552a). It establishes procedures for individuals to access their
Privacy Act records and to request amendment of information in records
concerning them. It also provides procedures for administrative appeals
and other remedies. This part applies to systems of records located at
or under the cognizance of NASA Headquarters, NASA Field Installations,
and NASA Component Installations, as defined in part 1201 of this
chapter.
Sec. 1212.101 Definitions.
For the purposes of this part, the following definitions shall apply
in addition to definitions contained in the Privacy Act of 1974, as
amended (5 U.S.C. 552a):
(a) The term individual means a living person who is either a citizen
of the United States or an alien lawfully admitted for permanent
residence.
(b) The term maintain includes maintain, collect, use or disseminate.
(c) The term record means any item, collection, or grouping of
information about an individual including, but not limited to,
education, financial transactions, medical history, and criminal or
employment history, and that contains a name, or the identifying number,
symbol, or other identifying particular assigned to the individual, such
as a finger or voice print or a photograph.
(d) The term system of records means a group of any records from which
information is retrieved by the name of the individual or by some
identifying number, symbol or other identifying particular assigned to
the individual.
(e) The term system manager means the NASA official who is responsible
for a system of records as designated in the system notice of that
system of records published in the Federal Register. When a system of
records includes portions located at more than one NASA Installation,
the term system manager includes any subsystem manager designated in the
system notice as being responsible for that portion of the system of
records located at the respective Installation.
(f) The term systems notice means, with respect to a system of records
the publication of information in the Federal Register upon
establishment or revision of the existence and character of the system
of records. The notice shall include that information as required by 5
U.S.C. 552a(e)(4).
(g) The term routine use means, with respect to the disclosure of a
record, the use of the record for a purpose which is compatible with the
purpose for which it was collected.
(h) The term NASA employee or NASA official, particularly for the
purpose of Sec. 1212.203(g) related to the disclosure of a record to
those who have a need for the record in the performance of their
official duties, includes employees of a NASA contractor which operates
or maintains a NASA system of records for or on behalf of NASA.
(i) The term NASA information center refers to information centers
established to facilitate public access to NASA records under part 1206
of this chapter. See Sec. 1206.401 of this chapter for the address of
each NASA information center.
Subpart 1212.2--Access to Records
Sec. 1212.200 Determining existence of records subject to the
Privacy Act.
The procedures outlined in this subpart 1212.2 apply to the following
types of requests under the Privacy Act made by individuals concerning
records about themselves:
(a) To determine if information on the requester is included in a
system of records;
(b) For access to a record; and
(c) For an accounting of disclosures of the individual's Privacy Act
records.
Sec. 1212.201 Requesting a record.
(a) Individuals may request access to their Privacy Act records,
either in person or in writing.
(b) Individuals may also authorize a third party to have access to
their Privacy Act records. This authorization shall be in writing,
signed by the individual and contain the individual's address as well as
the name and address of the representative being authorized access. The
identities of both the subject individual and the representative must be
verified in accordance with the procedures set forth in Sec. 1212.202 of
this part.
(c)(1) Requests must be directed to the appropriate system manager,
or, if unknown, to the NASA Headquarters or Field Installation
Information Center. The request should be identified clearly on the
envelope and on the letter as a ``Request Under the Privacy Act.''
(2) Where possible, requests should contain the following information
to ensure timely processing:
(i) Name and address of subject.
(ii) Identity of the system of records.
(iii) Nature of the request.
(iv) Identifying information specified in the applicable system notice
to assist in identifying the request, such as location of the record, if
known, full name, birth date, etc.
(d) NASA has no obligation to comply with a nonspecific request for
access to information concerning an individual, e.g., a request to
provide copies of ``all information contained in your files concerning
me,'' although a good faith effort will be made to locate records if
there is reason to believe NASA has records on the individual. If the
request is so incomplete or incomprehensible that the requested record
cannot be identified, additional information or clarification will be
requested in the acknowledgement, and assistance to the individual will
be offered as appropriate.
(e) If the information center receives a request for access, the
Information Center will record the date of receipt and immediately
forward the request to the responsible system manager for handling.
(f) Normally, the system manager shall respond to a request for access
within 10 work days of receipt of the request and the access shall be
provided within 30 work days of receipt.
(1) In response to a request for access, the system manager shall:
(i) Notify the requester that there is no record on the individual in
the system of records and inform the requester of the procedures to
follow for appeal (See Sec. 1212.4);
(ii) Notify the requester that the record is exempt from disclosure,
cite the appropriate exemption, and inform the requester of the
procedures to follow for appeal (See Sec. 1212.4);
(iii) Upon request, promptly provide copies of the record, subject to
the fee requirements (Sec. 1212.204); or
(iv) Make the individual's record available for personal inspection in
the presence of a NASA representative.
(2) Unless the system manager agrees to another location, personal
inspection of the record shall be at the location of the record as
identified in the system notice.
(3) When an individual requests records in a system of records
maintained on a third party, the request shall be processed as a Freedom
of Information Act (FOIA) request under 14 CFR part 1206. If the records
requested are subject to release under FOIA (5 U.S.C. 552(b)), then a
Privacy Act exemption may not be invoked to deny access.
(4) When an individual requests records in a system of records
maintained on the individual, the request shall be processed under this
part. NASA will not rely on exemptions contained in FOIA to withhold any
record which is otherwise accessible to the individual under this part.
Sec. 1212.202 Identification procedures.
(a) The system manager will release records to the requester or
representative in person only upon production of satisfactory
identification which includes the individual's name, signature, and
photograph or physical description.
(b) The system manager will release copies of records by mail only
when the circumstances indicate that the requester and the subject of
the record are the same. The system manager may require that the
requester's signature be notarized or witnessed by two individuals
unrelated to the requester.
(c) Identity procedures more stringent than those required in this
section may be prescribed in the system notice when the records are
medical or otherwise sensitive.
Sec. 1212.203 Disclosures.
(a) The system manager shall keep a disclosure accounting for each
disclosure to a third party of a record from a system of records. This
includes records disclosed pursuant to computer matching programs (See
NASA Management Instruction (NMI) 1382.18).
(b) Disclosure accountings are not required but are recommended for
disclosures made:
(1) With the subject individual's consent; or
(2) In accordance with Sec. 1212.203(g)(1) and (2), below.
(c) The disclosure accounting required by paragraph (a) of this
section shall include:
(1) The date, nature, and purpose of the disclosure; and
(2) The name and address of the recipient person or Agency.
(d) The disclosure accounting shall be retained for at least 5 years
after the disclosure or for the life of the record, whichever is longer.
(e) The disclosure accounting maintained under the requirements of
this section is not itself a system of records.
(f) Records in a NASA system of records may not be disclosed to third
parties without the consent of the subject individual. However, in
consonance with 5 U.S.C. 552a(b), disclosure may be authorized without
consent, if disclosure would be:
(1) To an officer or employee of NASA who has a need for the record in
the performance of official duties;
(2) Required under the Freedom of Information Act (5 U.S.C. 552) and
part 1206 of this chapter;
(3) For a routine use described in the system notice for the system of
records;
(4) To the Bureau of the Census for purposes of planning or carrying
out a census or survey or related activity pursuant to the provisions of
Title 13, U.S. Code;
(5) To a recipient who has provided NASA with advance adequate written
assurance that the record will be used solely as a statistical research
or reporting record, and the record is to be transferred in a form that
is not individually identifiable;
(6) To the National Archives and Records Administration as a record
which has sufficient historical or other value to warrant its continued
preservation by the United States Government or for evaluation by the
Archivist of the United States or the Archivist's designee to determine
whether the record has such value;
(7) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for a
civil or criminal law enforcement activity, if the activity is
authorized by law and if the head of the agency or instrumentality has
made a written request to NASA specifying the particular portion desired
and the law enforcement activity for which the record is sought;
(8) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of an individual if upon such disclosure
notification is transmitted to the last known address of such
individual;
(9) To either House of Congress or, to the extent the matter is within
its jurisdiction, any committee or subcommittee, or any joint committee
of Congress or subcommittee of any such joint committee;
(10) To the Comptroller General, or any of the Comptroller's
authorized representative(s), in the course of the performance of the
duties of the General Accounting Office;
(11) Pursuant to the order of a court of competent jurisdiction; or
(12) To a consumer reporting agency in accordance with section 3711(f)
of Title 31.
Sec. 1212.204 Fees.
(a) Fees will not be charged for:
(1) Search for a retrieval of the requesting individual's records;
(2) Review of the records;
(3) Making a copy of a record when it is a necessary part of the
process of making the record available for review;
(4) Transportation of the record(s);
(5) Making a copy of an amended record to provide evidence of the
amendment; or
(6) Copies of records if this is determined to be in the best interest
of the Government.
(b) Fees for the duplication of records will be assessed in accordance
with Sec. 1206.700(a) of this chapter.
(c) Where it appears that duplication fees chargeable under this
section will exceed $25, the requester shall be provided an estimate of
the fees before copies are made. Where possible, the requester will be
afforded the opportunity to confer with Agency personnel in a manner
which will reduce the fees, yet still meet the needs of the requester.
(d) Where the anticipated fee chargeable under this section exceeds
$25, an advance deposit of part or all of the anticipated fee may be
required.
Sec. 1212.205 Exceptions to individual's rights of access.
(a) The NASA Administrator has determined that the systems of records
set forth in Sec. 1212.501 are exempt from disclosure to the extent
provided therein.
(b) Medical records. Normally, an individual's medical record shall be
disclosed to the individual, unless the system manages, in consultation
with a medical doctor, determines that access to the record could have
an adverse effect upon the individual. In this case, NASA shall allow
access to the record by a medical doctor designated in writing by the
requesting individual.
(c) Test and qualification materials. Testing or examination material
used solely to determine individual qualifications for appointment or
promotion in the Federal service the disclosure of which would
compromise the objectivity or fairness of the testing or examination
process and copies of certificates of eligibles and other lists of
eligibles, the disclosure of which is proscribed by 5 CFR 300.201, shall
be removed from an individual's record containing such information
before granting access.
(d) Information compiled for civil actions or proceedings. Nothing in
this part shall allow an individual access to any information compiled
in reasonable anticipation of a civil action or proceeding.
Subpart 1212.3--Amendments to Privacy Act Records
Sec. 1212.300 Requesting amendment.
Individuals may request that NASA amend their records maintained in a
NASA system of records. This request shall be in writing, addressed to
the appropriate system manager, and shall contain the following:
(a) A notation on the envelope and on the letter that it is a
``Request for Amendment of Individual Record under the Privacy Act;''
(b) The name of the system of records;
(c) Any information necessary to retrieve the record, as specified in
the system notice for the system of records (See Sec. 1212.201(c)(2));
(d) A description of that information in the record which is alleged
to be inaccurate, irrelevant, untimely, or incomplete; and,
(e) Any documentary evidence or material available to support the
request.
Sec. 1212.301 Processing the request to amend.
(a) Within 10 work days of receipt by NASA of a request to amend a
record, the system manager shall provide the requester with a written
determination or acknowledgement advising when action may be taken.
(b) When necessary, NASA may utilize up to 30 work days after receipt
to provide the determination on a request to amend a record.
(c) If the request for amendment is denied, the determination shall
explain the reasons for the denial and inform the requester of the
procedures to follow for appeal (See Sec. 1212.4)).
Sec. 1212.302 Granting the request to amend.
NASA shall make the requested amendment clearly on the record itself
and all information deemed to be inaccurate, irrelevant, or untimely
shall be deleted and destroyed. Incomplete information shall either be
amended or deleted and destroyed. The individual shall then be informed
in writing that the amendment has been made. If the inaccurate,
irrelevant, untimely, or incomplete portion of the record has previously
been disclosed, then the system manager shall notify those persons or
agencies of the amended information, referencing the prior disclosures
(See Sec. 1212.402).
Subpart 1212.4--Appeals and Related Matters
Sec. 1212.400 Appeals.
(a) Individuals may appeal to the Assistant Deputy Administrator when
they:
(1) Have requested amendment of a record and have received an adverse
initial determination;
(2) Have been denied access to a record; or,
(3) Have not been granted access within 30 work days of their request.
(b) An appeal shall:
(1) Be in writing and addressed to the Assistant Deputy Administrator,
NASA, Washington, DC 20546;
(2) Be identified clearly on the envelope and in the letter as an
``Appeal under the Privacy Act;''
(3) Include a copy of any pertinent documents; and
(4) State the reasons for the appeal.
(c) Appeals from adverse initial determinations or denials of access
must be submitted ithin 30 work days of the date of the requester's
receipt of the initial determination. Appeals involving failure to grant
access may be submitted any time after the 30 work day period has
expired (See Sec. 1212.201(f)).
(d) A final determination on an appeal shall be made within 30 work
days after its receipt by the Assistant Deputy Administrator, unless,
for good cause shown, the Assistant Deputy Administrator extends such 30
work day period. Prior to the expiration of the 30 work day period, the
requester shall be notified of any such extension.
(e) If a denial of a request to amend a record is upheld, the final
determination shall:
(1) Explain the basis for the detail;
(2) Include information as to how the requester goes about filing a
statement of dispute under the procedures of Sec. 1212.401; and,
(3) Include a statement that the final determination is subject to
judicial review under 5 U.S.C. 552a(g).
Sec. 1212.401 Filing statements of dispute.
(a) A statement of dispute shall:
(1) Be in writing;
(2) Set forth reasons for the individual's disagreement with NASA's
refusal to amend the record;
(3) Be concise;
(4) Be addressed to the system manager; and,
(5) Be identified on the envelope and in the letter as a ``Statement
of Dispute under the Privacy Act.''
(b) The system manager shall prepare an addendum to the statement
explaining the basis for NASA's refusal to amend the disputed record. A
copy of the addendum shall be provided to the individual.
(c) The system manager shall ensure that the statement of dispute and
addendum are either filed with the disputed record or that a notation
appears in the record clearly referencing the statement of dispute and
addendum so that they may be readily retrieved.
Sec. 1212.402 Disclosure to third parties of disputed records.
(a) The system manager shall promptly provide persons or agencies to
whom the disputed portion of a record was previously disclosed and for
which an accounting of the disclosure exists under the requirements of
Sec. 1212.203 of this part, with a copy of the statement of dispute and
addendum, along with a statement referencing the prior disclosure. The
subject individual shall be notified as to those individuals or agencies
which are provided with the statement of dispute and addendum.
(b) Any subsequent disclosure of a disputed record shall clearly note
the portion of the record which is disputed and shall be accompanied by
a copy of the statement of dispute and addendum.
Subpart 1212.5--Exemptions to Individuals' Rights of Access
Sec. 1212.500 Exemptions under 5 U.S.C. 552a(j) and (k).
(a) These provisions authorize the Administrator of NASA to exempt
certain NASA Privacy Act systems of records from portions of the
requirements of this regulation.
(b) The Administrator has delegated this authority to the Assistant
Deputy Administrator (See Sec. 1212.701).
(c) For those NASA systems of records that are determined to be
exempt, the system notice shall describe the exemption and the reasons.
Sec. 1212.501 Record systems determined to be exempt.
The Administrator has determined that the following systems of records
are exempt to the extent provided hereinafter.
(a) Inspector General Investigations Case Files--(1) Sections of the
Act from which exempted. (i) The Inspector General Investigations Case
Files system of records is exempt from all sections of the Privacy Act
(5 U.S.C. 552a) except the following: (b) relating to conditions of
disclosure; (c) (1) and (2) relating to keeping and maintaining a
disclosure accounting; (e)(4) (A) through (F) relating to publishing a
system notice setting forth name, location, categories of individuals
and records, routine uses, and policies regarding storage,
retrievability, access controls, retention and disposal of the records;
(e) (6), (7), (9), (10), and (11) relating to dissemination and
maintenance of records, and (i) relating to criminal penalties. This
exemption applies to those records and information contained in the
system of records pertaining to the enforcement of criminal laws.
(ii) To the extent that there may exist noncriminal investigative
files within this system of records, the Inspector General
Investigations Case Files system of records is exempt from the following
sections of the Privacy Act (5 U.S.C. 552a): (c)(3) relating to access
to the disclosure accounting, (d) relating to access to records, (e)(1)
relating to the type of information maintained in the records;
(e)(4)(G), (H), and (I) relating to publishing the system notice
information as to agency procedures for access and amendment and
information as to the categories of sources or records, and (f) relating
to developing agency rules for gaining access and making corrections.
(2) Reason for exemptions. (i) The Office of Inspector General is an
office of NASA, a component of which performs as its principal function
activity pertaining to the enforcement of criminal laws, within the
meaning of 5 U.S.C. 552a(j)(2). This exemption applies only to those
records and information contained in the system of records pertaining to
criminal investigations. This system of records is exempt for one or
more of the following reasons:
(A) To prevent interference with law enforcement proceedings.
(B) To avoid unwarranted invasion of personal privacy, by disclosure
of information about third parties, including other subjects of
investigation, investigators, and witnesses.
(C) To protect the identity of Federal employees who furnish a
complaint or information to the OIG, consistent with section 7(b) of the
Inspector General Act of 1978, as amended, 5 U.S.C. App.
(D) To protect the confidentiality of non-Federal employee sources of
information.
(E) To assure access to sources of confidential information, including
that contained in Federal, State, and local criminal law enforcement
information systems.
(F) To prevent disclosure of law enforcement techniques and
procedures.
(G) To avoid endangering the life or physical safety of confidential
sources and law enforcement personnel.
(ii) Investigative records within this system of records which are
compiled for law enforcement purposes, other than material within the
scope of subsection (j)(2), are exempt under the provisions of 5 U.S.C.
552a(k)(2): Provided, however, That if any individual is denied any
right, privilege, or benefit that they would otherwise be entitled by
Federal law, or for which they would otherwise be eligible, as a result
of the maintenance of such material, such material shall be provided to
such individual, except to the extent that the disclosure of such
material would reveal the identity of a source who furnished information
to the Government under an express promise that the identity of the
source would be held in confidence, or, prior to January 1, 1975, under
an implied promise that the identity of the sources would be held in
confidence. This system of records is exempt for one or more of the
following reasons:
(A) To prevent interference with law enforcement proceedings.
(B) To protect investigatory material compiled for law enforcement
purposes.
(C) To avoid unwarranted invasion of personal privacy, by disclosure
of information about third parties, including other subjects of
investigation, law enforcement personnel, and sources of information.
(D) To fulfill commitments made to protect the confidentiality of
sources.
(E) To protect the identity of Federal employees who furnish a
complaint or information to the OIG, consistent with section 7(b) of the
Inspector General Act of 1978, as amended, 5 U.S.C. App.
(F) To assure access to sources of confidential information, including
that contained in Federal, State, and local criminal law enforcement
information systems.
(G) To prevent disclosure of law enforcement techniques and
procedures.
(H) To avoid endangering the life or physical safety of confidential
sources and law enforcement personnel.
(iii) Records within this system of records comprised of investigatory
material compiled solely for the purpose of determining suitability or
eligibility for Federal civilian employment or access to classified
information, are exempt under the provisions of 5 U.S.C. 552a(k)(5), but
only to the extent that disclosure would reveal the identity of a source
who furnished information to the Government under an express promise
that the identity of the source would be held in confidence, or prior to
January 1, 1975, under an implied promise that the identity of the
source would be held in confidence. This system of records is exempt for
one or more of the following reasons:
(A) To fulfill commitments made to protect the confidentiality of
sources.
(B) To assure access to sources of confidential information, including
that contained in Federal, State, and local criminal law enforcement
information systems.
(b) Security Records System.--(1) Sections of the Act from which
exempted. The Security Records System is exempted from the following
sections of the Privacy Act (5 U.S.C. 552a): (c)(3) relating to access
to the disclosure accounting; (d) relating to access to the records;
(e)(1) relating to the type of information maintained in the records;
(e)(4) (G), (H), and (I) relating to publishing the system notice
information as to agency procedures for access and amendment, and
information as to the categories of sources of records; and (f) relating
to developing Agency rules for gaining access and making corrections.
(2) Reason for exemption. (i) Personnel Security Records contained in
the system of records which are compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment, Federal contracts, or access to classified
information are exempt under the provisions of 5 U.S.C. 552a(k)(5), but
only to the extent that the disclosure of such material would reveal the
identity of the source who furnished information to the Government under
an express promise that the identity of the source would be held in
confidence, or, prior to January 1, 1975, under an implied promise that
the identity of the sources would be held in confidence. This system of
records is exempt for one or more of the following reasons:
(A) To fulfill commitments made to protect the confidentiality of
sources.
(B) To assure access to sources of confidential information, including
that contained in Federal, State, and local criminal law enforcement
information systems.
(ii) Criminal Matter Records are contained in the system of records
and are exempt under the provisions of 5 U.S.C. 552a(k)(2): Provided,
however, That if any individual is denied any right, privilege, or
benefit that they would otherwise be entitled by Federal law, or for
which they would otherwise be eligible, as a result of the maintenance
of such material, such material shall be provided to such individual,
except to the extent that the disclosure of such material would reveal
the identity of a source who furnished information to the Government
under an express promise that the identity of the source would be held
in confidence, or, prior to January 1, 1975, under an implied promise
that the identity of the sources would be held in confidence. This
system of records is exempt for one or more of the following reasons:
(A) To prevent interference with law enforcement proceedings.
(B) To protect investigatory material compiled for law enforcement
purposes.
(C) To avoid unwarranted invasion of personal privacy, by disclosure
of information about third parties, including other subjects of
investigation, law enforcement personnel, and sources of information.
(D) To fulfill commitments made to protect the confidentiality of
sources.
(E) To assure access to sources of confidential information, including
that contained in Federal, State, and local criminal law enforcement
information systems.
(F) To prevent disclosure of law enforcement techniques and
procedures.
(G) To avoid endangering the life or physical safety of confidential
sources and law enforcement personnel.
(iii) The system of records includes records subject to the provisions
of 5 U.S.C. 552(b)(1) (required by Executive order to be kept secret in
the interest of national defense or foreign policy), and such records
are exempt under 5 U.S.C. 552a(k)(1).
Subpart 1212.6--Instructions for NASA Employees
Sec. 1212.600 General policy.
In compliance with the Privacy Act and in accordance with the
requirements and procedures of this regulation, NASA has an obligation
to:
(a) Advise individuals, when requested, as to whether any specific
system of records maintained by NASA contains records pertaining to
them;
(b) Prevent records being maintained by NASA in a system of records
for a specific purpose from being used or made available for another
purpose without the individual's consent; and,
(c) Permit individuals to have access to information about themselves
in a NASA system of records, to have a copy made, and, if appropriate
under subpart 1212.3 of this part, to amend the records.
Sec. 1212.601 Maintenance and publication requirements for systems
of records.
(a) In maintaining systems of records, NASA shall:
(1) Maintain any record in a system of records for necessary and
lawful purposes only, assure that the information is current and
accurate for its intended use, and provide adequate safeguards to
prevent misuse of the information.
(2) Maintain only information about an individual relevant and
necessary to accomplish a purpose or to carry out a function of NASA
authorized by law or by Executive order of the President.
(3) Maintain records used by NASA officials in making any
determination about any individual with such accuracy, relevance,
timeliness, and completeness reasonably necessary to assure fairness to
the individual in making the determination.
(4) Maintain no record describing how an individual exercises rights
guaranteed by the First Amendment unless expressly authorized by
statute, by the individual about whom the record is maintained or unless
pertinent to and within the scope of an authorized law enforcement
activity.
(5) Maintain and provide access to records of other agencies under
NASA's control consistent with the regulations of this part.
(b) Any system of records maintained by NASA which is in addition to
or substantially different from a Governmentwide systems of records
described in a systems notice published by another agency shall be
regarded as a NASA system of records subject to the requirements of this
part, and the NASA system notice shall include a reference to the system
notice of the other agency.
(c) NASA shall provide adequate advance notice to Congress and OMB of
any proposal to establish a new system of records or alter any existing
system of records as prescribed by OMB Circular No. A-130, Appendix I.
Sec. 1212.602 Requirements for collecting information.
In collecting information for systems of records, the following
requirements shall be met:
(a) Information shall be collected to the greatest extent practicable
directly from the subject individual when the information may result in
adverse determinations about an individual's rights, benefits, and
privileges under Federal programs. Exceptions to this policy may be made
under certain circumstances, such as one of the following:
(1) There is a need to verify the accuracy of the information supplied
by an individual.
(2) The information can only be obtained from a third party.
(3) There is no risk that information collected from third parties, if
inaccurate, could result in an adverse determination to the individual
concerned.
(4) Provisions are made to verify with the individual information
collected from a third party.
(b) Each individual who is asked to supply information shall be
informed of the following:
(1) The authority (whether granted by statute, or by Executive order
of the President) for requesting the information;
(2) Whether disclosure is mandatory or voluntary;
(3) The intended official use of the information;
(4) The routine uses which may be made of the information, as
published in the system notices;
(5) The effects, if any, on the individual of not providing all or any
part of the requested information.
Sec. 1212.603 Mailing lists.
NASA will not sell, rent, or otherwise disclose an individual's name
and address to anyone, unless otherwise specifically authorized by law.
Sec. 1212.604 Social security numbers.
(a) It is unlawful for NASA to deny to individuals any rights,
benefits, or privileges provided by law because of the individuals'
refusal to disclose their social security numbers, except where:
(1) The disclosure is required by law; or
(2) The disclosure is from a system of records in existence and
operating before January 1, 1975, and was required under statute or
regulation adopted before that date to verify the identity of the
individual(s).
(b) Any time individuals are requested to disclose their social
security numbers, NASA shall indicate whether that disclosure is
mandatory or voluntary, by what authority the numbers are requested, and
what uses will be made of them.
Sec. 1212.605 Safeguarding information in systems of records.
(a) Safeguards appropriate for a NASA system of records shall be
developed by the system manager in a written plan approved by the
Installation Security Officer.
(b) When records or copies of records are distributed within NASA they
shall be prominently identified as records protected under the Privacy
Act and shall be subject to the same safeguard, retention, and
disposition requirements applicable to the system of records.
(c) When records or copies of records are distributed to other Federal
agencies, other than those having custody of the systems of records,
they shall be prominently identified as records protected under the
Privacy Act.
(d) Records that are otherwise required by law to be released to the
public need not be safeguarded or identified as Privacy Act records.
Sec. 1212.606 Duplicate copies of records or portions of records.
(a) NASA officials may maintain and use, for official purposes,
duplicate copies of records or portions of records from a system of
records maintained by their own organizational unit. This practice
should occur only where there are justifiable organizational needs for
it, e.g., where geographic distances make use of the system of records
time consuming or inconvenient. These duplicate copies shall not be
considered a separate NASA system of records. For example, an office
head or designee may keep duplicate copies of personnel, training, or
similar records on employees within the organization for administrative
convenience purposes.
(b) No disclosure shall be made from duplicate copies outside of the
organizational unit. Any outside request for disclosure shall be
referred to the appropriate system manager for response.
(c) Duplicate copies are subject to the same safeguard requirements
applicable to the system of records.
Subpart 1212.7--NASA Authority and Responsibilities
Sec. 1212.700 NASA employees.
(a) Each NASA employee is responsible for adhering to the requirements
of the Privacy Act and this regulation.
(b) An employee shall not seek or obtain access to a record in a NASA
system of records or to copies of any portion of such records under
false pretenses. Only those employees with an official ``need to know''
may seek and obtain access to records pertaining to others.
(c) Employees shall refrain from discussing or disclosing personal
information about others which they have obtained because of their
official need to know such information in the performance of official
duties.
(d) To the extent included in a contract which provides for the
maintenance by or on behalf of NASA of a system of records to accomplish
a function of NASA, the requirements of this section shall apply to
contractor employees who work under the contract.
Sec. 1212.701 Assistant Deputy Administrator.
The Assistant Deputy Administrator is responsible for:
(a) Making final Agency determinations on appeals (Sec. 1212.400);
(b) Authorizing exemptions from one or more provisions of the Privacy
Act for NASA systems of records (See Sec. 1212.500); and,
(c) Authorizing an extension for making a final determination on an
appeal (Sec. 1212.400(d)).
Sec. 1212.702 Associate Administrator for Management Systems and
Facilities.
(a) The Associate Administrator for Management Systems and Facilities
is responsible for the following:
(1) Providing overall supervision and coordination of NASA's policies
and procedures under this regulation;
(2) Approving system notices for publication in the Federal Register;
(3) Assuring that NASA employees and officials are informed of their
responsibilities and that they receive appropriate training for the
implementation of these requirments; and,
(4) Preparing and submitting the biennial report on implementation of
the Privacy Act to OMB and special reports required under this
regulation, including establishing appropriate reporting procedures in
accordance with OMB Circular No. A-130.
(b) The Associate Administrator for Management Systems and Facilities
may establish a position of `NASA Privacy Officer,' or designate someone
to function as such an officer, reporting directly to the Associate
Administrator for Management Systems and Facilities, and delegate to
that officer any of the functions described in paragraph (a) of this
section.
Sec. 1212.703 Headquarters and Field or Component Installations.
(a) Officials-in-Charge of Headquarters Offices, Directors of NASA
Field Installations and Officials-in-Charge of Component Installations
are responsible for the following with respect to those systems of
records maintained in their organization:
(1) Avoiding the establishment of new systems of records or new
routine uses of a system of records without first complying with the
requirements of this regulation;
(2) Ensuring that the requirements of this regulation and the Privacy
Act are followed by employees;
(3) Ensuring that there is appropriate coordination within NASA before
a determination is made to disclose information without the individual's
consent under authority of 5 U.S.C. 552a(b) (See Sec. 1212.203(g)); and
(4) Providing appropriate oversight for responsibilities and
authorities exercised by system managers under their jurisdiction
(Sec. 1212.704).
(b) Directors of NASA Field Installations and Officials-in-Charge of
Component Installations or designees may establish a position of
installation Privacy Officer to assist in carrying out the
responsibilities listed in paragraph (a) of this section.
Sec. 1212.704 System manager.
(a) Each system manager is responsible for the following with regard
to the system of records over which the system manager has cognizance:
(1) Overall compliance with the ``Privacy Act--NASA Regulations''
(NASA Management Instruction (NMI) 1382.17) and the Computer Matching
Program (NMI 1382.18);
(2) Ensuring that each person involved in the design, development,
operation, or maintenance of the system of records is instructed with
respect to the requirements of this regulation and the possible
penalties for noncompliance;
(3) Submitting a request to the Assistant Deputy Administrator for an
exemption of the system under subpart 1212.5 of this part, setting forth
in proposed rulemaking form the reasons for the exemption and citing the
specific provision of the Privacy Act which is believed to authorize the
exemption;
(4) After consultation with the Office of the General Counsel or the
Chief Counsel, making reasonable efforts to serve notice on an
individual when any record on such individual is made available to any
person under compulsory legal process when such process becomes a matter
of public record;
(5) Making an initial determination on an individual's request to
correct or amend a record, in accordance with Sec. 1212.302;
(6) Prior to disclosure of any record about an individual, assuring
that the record is first reviewed for accuracy, completeness,
timeliness, and relevance;
(7) Authorizing disclosures of a record without the individual's
consent under Sec. 1212.203(g)(1) through (12);
(8) Responding within the requirements of Sec. 1212.200 to an
individual's request for information as to whether the system contains a
record pertaining to the individual;
(9) Responding to an individual's request for access and copying of a
record, in accordance with subpart 1212.2 of this part;
(10) Amending a record under subpart 1212.3 of this part, or filing in
an individual's record, a statement of dispute;
(11) Preparing an addendum to an individual's statement of dispute to
be filed in the individual's records, in accordance with Sec. 1212.401;
(12) Maintaining disclosure accountings in accordance with 5 U.S.C.
552a(c) and 14 CFR 1212.203. This includes records disclosed pursuant to
any computer matching programs;
(13) Notifying persons to whom a record has been disclosed and for
which an accounting was made as to disputes and corrections involving
the record; and
(14) Developing appropriate safeguards for the system of records in
accordance with Sec. 1212.605(a).
(b) Where a system of records has subsystems described in the system
notice, the subsystem manager will have the responsibilities outlined in
paragraph (a) of this section. Although the system manager has no line
authority over subsystem managers, the system manager does have overall
functional responsibility for the total system, and may issue guidance
to subsystem managers on implementation of this part. When furnishing
information for required reports, the system manager will be responsible
for reporting the entire system of records, including any subsystems.
(c) Exercise of the responsibilities and authorities in paragraph (a)
of this section by any system or subsystem managers at a NASA
Installation shall be subject to any conditions or limitations imposed
in accordance with Sec. 1212.703 (a)(4) and (b).
Sec. 1212.705 Assistant Administrator for Procurement.
The Assistant Administrator for Procurement is responsible for
developing appropriate procurement regulations and procedures under
which NASA contracts requiring the maintenance of a system of records in
order to accomplish a NASA function are made subject to the requirements
of this part.
Sec. 1212.706 Delegation of authority.
Authority necessary to carry out the responsibilities specified in
this regulation is delegated to the officials named, subject to any
conditions or limitations imposed in accordance with this subpart
1212.7.
Subpart 1212.8--Failure To Comply With Requirements of This Part
Sec. 1212.800 Civil remedies.
Failure to comply with the requirements of the Privacy Act and this
part could subject NASA to civil suit under the provisions of 5 U.S.C.
552a(g).
Sec. 1212.801 Criminal penalties.
(a) A NASA officer or employee may be subject to criminal penalties
under the provisions of 5 U.S.C. 552a(i) (1) and (2).
(1) Section 552a(i)(1). Any officer or employee of an agency, who by
virtue of employment or official position, has possession of, or access
to, agency records which contain individually identifiable information
the disclosure of which is prohibited by this section or by rules or
regulations established thereunder, and who knowing that disclosure of
the specific material is so prohibited, willfully discloses the material
in any manner to any person or agency not entitled to receive it, shall
be guilty of a misdemeanor and fined not more than $5,000.
(2) Section 552a(i)(2). Any officer or employee of any agency who
willfully maintains a system of records without meeting the notice
requirements of subsection (e)(4) shall be guilty of a misdemeanor and
fined not more than $5,000.
(3) These two provisions apply to NASA civil service employees as well
as those employees of a NASA contractor with responsibilities for
maintaining a Privacy Act system of records.
(b) Section 552a(i)(3). Any person who knowingly and willfully
requests or obtains any record concerning an individual from an agency
under false pretenses shall be guilty of a misdemeanor and fined not
more than $5,000.