[Privacy Act Issuances (2005)]
[From the U.S. Government Publishing Office, www.gpo.gov]
OVERSEAS PRIVATE INVESTMENT CORPORATION
TABLE OF CONTENTS
OPIC--1 Leave Sharing Reocords
OPIC--2 Permanent Duty Relocation Files
OPIC--3 Employee Security Badges
OPIC--4 Staff Central
OPIC--5 Biographies of Employees
OPIC--6 Controlled Correspondence
OPIC--7 Employee Relations Files
OPIC--8 Telephone Call Records
OPIC--9 Employee Health Insurance --Temporary Continuation of
Coverage
OPIC--10 Transportation Subsidy Files
OPIC--11 Freedom of Information Act (ACT) Requests and Appeals
OPIC--12 Photographs
OPIC--13 Contractor Files
OPIC--14 Retirement
OPIC--15 Personnel Security Investigations
OPIC--16 Security Violations
OPIC--17 Travel Documents
OPIC--18 Directors (Current and Former)
OPIC--19 Employees' Payroll Records
OPIC--20 Employee Biography, Skills and Interest Inventory
OPIC--21 Contacts and Mailing Lists
OPIC-1
System name:
Leave Sharing Records.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current and former employees who have volunteered to participate
in the Corporation's leave sharing program as either a donor or
recipient of annual leave.
Categories of records in the system:
Leave sharing records contain the individual's name,
organization, office telephone number, Social Security Number,
position title, grade, pay level, leave balances, brief description
of the medical emergency which qualifies the individual for inclusion
in the leave transfer program, the status of the hardship, and a
statement that selected data elements may be used in soliciting
donations. The file may also contain medical or physician
certifications and OPIC approvals or denials. Donor records include
the individual's name, organization, office, telephone number, Social
Security Number, position title, grade, pay level, leave balances,
number of hours being transferred (or donated leave), and, in the
case of the transfer program, the designated leave recipient.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101, Records
Management by Agency Heads; 5 U.S.C. 6331 et seq., Voluntary
Transfers of Leave; and 5 CFR part 630, Absence and Leave.
Purpose(s):
These records are used in managing the Corporation's Voluntary
Leave Sharing Program. The recipient's name, and a brief description
of the hardship, if authorized by the recipient, are published
internally for solicitation purposes. Used to ensure the transfer of
leave from the donor's account to the recipient's account.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) by other Federal agencies where the leave donor or leave
recipient is employed by a different Federal agency; (ii) by the
personnel and finance offices of another Federal agency involved to
effectuate the leave transfer; and (iii) by OPIC timekeepers in order
to debit and credit the leave accounts of donors and recipients.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders in locked file cabinets.
Retrievability:
Files are indexed alphabetically by surname.
Safeguards:
Files are stored in a locked file cabinet. Only OPIC HRM staff
have access to the office.
Retention and disposal:
Records are retained for one year after the close of the leave
sharing emergency and close of the case. Disposed of by shredding.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained.
Exemptions claimed for the system:
None.
OPIC-2
System name:
Permanent Duty Relocation Files.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current and former employees of the Corporation.
Categories of records in the system:
Records pertaining to official relocation travel authorizations
and reimbursements or payments, consisting of: Government bills of
lading, records of invoice or payments, employee service agreements,
insurance election forms, and correspondence related to relocation.
Authority for maintenance of the system:
5 U.S.C. 57, Travel, Transportation, and Subsistence.
Purpose(s):
These records are used to provide supporting documentation
related to the authorization of government payment or reimbursement
related to official relocation travel, and to document service
agreements and employee and PSC insurance elections.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) as supporting documents for authorization for payment;
(ii) as a record of invoice and payment; (iii) as a record of service
agreement; and (iv) as a record of any employee elections
(insurance).
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are stored in file folders in file cabinets.
Retrievability:
Files are indexed alphabetically by surname.
Safeguards:
Files are stored in a locked metal file cabinet. The doors to
OPIC's office in which these cabinets are located are locked outside
of business hours or anytime the office is not staffed.
Retention and disposal:
Records are retained for the period of the service agreement
(generally 12 months) but not to exceed three years. Records are
disposed of by shredding.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained and OPIC staff who
manage the relocation process.
Exemptions claimed for the system:
None.
OPIC-3
System name:
Employee Security Badges.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Employees of the Corporation and contractors whose official
duties require frequent and continuing access to the Corporation's
offices.
Categories of records in the system:
Badges contain a photograph of the individual with his or her
surname, first name and middle initial, and a badge number. They also
contain: Date of birth, color of hair, weight, date issued, height,
and color of eyes. The badge is signed on the reverse side by the
individual and countersigned by a representative of the Corporation.
Duplicate photographs are retained and are used for renewal of
badges.
Authority for maintenance of the system:
E.O. 10450, Security Requirements for Government Employment, as
amended; E.O. 10865, as amended, Safeguarding Classified Information
Within Industry; and E.O. 12829, National Industrial Security
Program.
Purpose(s):
These records are used to issue identification badges to
employees of the Corporation to maintain proper building access and
security controls.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by (i) OPIC management to allow access to Corporation
premises; and (ii) by other agencies of the U.S. government to allow
access to their premises.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Box containing duplicate photograph is filed in a locked office.
Employees maintain possession of badges during their tenure with the
Corporation.
Retrievability:
Photograph is retrieved by likeness of individual.
Safeguards:
Records are maintained in an area which is accessible only to
authorized security personnel.
Retention and disposal:
Badges and duplicate photographs are destroyed upon termination
of the individual's employment with or need for access to the
Corporation's headquarters.
System manager(s) and address:
Manager, Contract and Administrative Services, Overseas Private
Investment Corporation, 1100 New York Avenue, NW, Washington, DC
20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained.
Exemptions claimed for the system:
None
OPIC-4
System name:
Staff Central
Security classification:
Sensitive But Unclassified
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW., Washington, DC 20527.
Categories of individuals covered by the system:
Current and former employees of the Corporation (including
personal services contractors) and industrial contractors.
Categories of records in the system:
(1) Security records, including records indicating level of
building and network access, security badge number, and security
clearance level and adjudication date; (ii) emergency contract
information records, including home address, phone number and e-mail,
emergency contact person information, and information on the
individual's home computer operating system, home Internet access,
and whether they possess first-aid or CPR certification; and (iii)
employee exit process records, including signatures and date stamps
reflecting whether department employees have been debriefed on the
government's classified information program, the Corporation's
security program, and the Corporation's records policies and
procedures; have been advised if and fully understand provisions on
post employment conflicts of interest; and certifying that all
required clearances for release of the employee's final pay check
have been obtained. Authority for maintenance of the system: General
authority for agency records management is provided by 5 U.S.C. 301,
Departmental Regulations, and 44 U.S.C. 3101, Records Management by
Agency Heads. Additional authority to maintain security records is
provided by 5 U.S.C. 3301, Examination, Selection and Placement, E.O.
10450, Clearance for Federal Employment, April 17, 1953, as amended;
E.O. 12968, Access to Classified Information, August 4, 1995.
Additional authority to maintain emergency contact information
records is provided by Federal Preparedness Circular 65, Federal
Executive Branch Continuity of Operations (COOP), July 26, 1999; E.O.
12656, Assignment of Emergency Preparedness Responsibilities,
November 18, 1988, as amended; and Presidential Decision Directive
67, Enduring Constitutional Government and Continuity of Government
Operations, October 21, 1998. Additional authority to maintain
employee exit process records is provided by E.O. 12958, Classified
National Security Information, April 17, 1995; 32 CFR 2003.20,
Classified Information Non-Disclosure Agreement: SF-312; 5 CFR part
2637, Regulations Concerning Post Employment Conflicts of Interest;
and Pub. L. l104-134, Debt Collection Improvement Act of 1996.
Purpose(s):
These records are used (i) as an easy-reference record to
determine the suitability and/or eligibility of employees and
contractors for access to facilities, information systems, and
classified information; (iii) to account for and/or communicate with
employees and contractors or their designees in the event of an
emergency or disaster; (iii) to process existing employees and
contractors when their tenure with OPIC ends; and (iv) to maintain a
record of all debriefings and completed exit procedures for former
employees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses.
Security records are used (i) by OPIC human resources and
security managers to check the status, level, and date received of
security clearances, and (ii) by OPIC departmental security officers
to confirm that employees who require access to classified
information have the appropriate level of security clearance.
Emergency contact information records are used (i) by OPIC human
resources and security managers to notify an employee's designee of
an emergency that affects the employee or to account for an
employee's whereabouts, especially in the event of a disaster; (ii)
by OPIC human resources managers to communicate with an employee's
designee regarding survivor benefits or other benefits or employment
information in the event an employee becomes incapacitated or dies;
and (iii) by OPIC security managers for emergency management or
continuity of operations purposes. Employee exist process records are
used by OPIC agency managers (i) to verify that all departing
employees have completed the checkout process and returned government
property to OPIC, (ii) to ensure the security of OPIC-related
information, (iii) to ensure that employees are briefed concerning
post-employment restrictions; and (iv) to certify that all required
clearances for release of the employee's final pay check have been
obtained.
OPIC may disclose information contained in a record in this
system of records under the routine uses listed in this notice
without the consent of the individual if the disclosure is compatible
with the purposes for which the record was collected. Disclosures may
be made:
(i) In the event that information in this system of records
indicates, either on its face or in connection with other
information, a violation or potential violation of any applicable
statute, regulation, or order of a competent authority, OPIC may
disclose the relevant records to the appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting that violation and/or charged with
enforcing or implementing the statute, executive order, rule,
regulation, or order issued pursuant thereto.
(ii) In a proceeding before a court or adjudicative body before
which OPIC is authorized to appear when any of the following is a
party to litigation or has an interest in litigation and information
in this system is determined by OPIC to be arguably relevant to the
litigation: OPIC; any OPIC employee in his or her official capacity,
or in his or her individual capacity where the Department of Justice
agrees to represent the employee; or the United States where OPIC
determines that the litigation is likely to affect it.
(iii) To a court, a magistrate, administrative tribunal, or other
adjudicatory body in the course of presenting evidence or argument,
including disclosure to opposing counsel or witnesses in the course
of civil discovery, litigation, or settlement negotiations, or in
connection with criminal law proceedings.
(iv) To a Member of Congress or staff acting upon the Member's
behalf when the Member or staff requests the information on behalf of
and at the written request of the individual who is the subject of
the record.
(v) To another Federal agency or other public authority, in
connection with the hiring or retention of an employee or other
personnel action, 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, to the extent that
the record is relevant and necessary to the receiving entity's
decision on the matter.
(vi) To the National Archives and Records Administration and to
the General Services Administration in records management inspections
conducted under the authority of 44 U.S.C. 2904 and 2906.
(vii) To the employees of entities with which OPIC contracts for
the purposes of performing any function that requires disclosure of
records in this system. Before entering into such a contract, OPIC
shall require the contractor to maintain Privacy Act safeguards as
required under 5 U.S.C. 552a(m) with respect to the records in the
system.
Disclosure to consumer reporting agencies:
None.
Policies and practices for restoring, retrieving, accessing,
retaining, and disposing of records in the system
Storage:
Records are stored electronically on OPIC's computer network or
on backup media such as tape and/or CD-ROM. Copies of records may be
stored in hard copy format in file folders in secure file cabinets
accessible only by authorized individuals either onsite at OPIC or at
approved offsite locations.
Retrievability:
Records are retrieved by the names of the individuals covered by
the system and may be searched and indexed by any field within the
record.
Safeguards:
Access to and use of each of the records in the system are
limited to persons whose official duties require such access.
Information contained in the system is safeguarded and protected
through physical and system-based safeguards, including system access
controls. Retention and disposal: Records related to post-employment
conflict of interest debriefings are retained for six years following
separation from employment. All other records are retained for two
years following separation from employment or contractual
relationship with OPIC. All records are destroyed pursuant to
existing General Records Schedules and OPIC records disposition
schedules.
System manager(s) and address:
Director of Operations, Overseas Private Investment Corporation,
1100 New York Avenue, NW., Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Federal agencies conducting background investigations under
agreements with OPIC or under agreements with contracting agencies
with whom OPIC has a contractual relationship; individuals on whom
the records are maintained; and OPIC staff involved in the employee
exit process.
Exemptions claimed for the system:
None.
OPIC-5
System name:
Biographies of Employees.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current employees of the Corporation.
Categories of records in the system:
General biographies and press releases based on biographies.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; and 44 U.S.C. 3101,
Records Management by Agency Heads.
Purpose(s):
These records are used to supply OPIC employees, the
communications media, clients, and other OPIC stakeholders with
pertinent background information on employees of the Corporation.
Routine uses of records maintained in the system, including
catefories of users and the purposes of such uses:
Used (i) for press releases to local, national and international
communications media in connection with publicizing the role of the
Corporation in furthering the development assistance objectives of
the U.S.; (ii) as communication material at OPIC-hosted and external
conferences and speaking engagements where employees participate as
representatives of the Corporation; (iii) to provide background on
new employees, along with their photographs, to current employees of
the Corporation via the Corporate Intranet site; (iv) to provide
biographies of executives to the public via the Corporation's
Internet web site at www.opic.gov; and (v) to assist corporate
managers and executives as information for resource planning and
utilization decisions and the exercise of supervisory
responsibilities.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders in each OPIC department and on
departmental computer network drives. Biographies of executives and
key employees may also be kept on the Corporation's Inter/Intranet
web server and may be accessible to OPIC employees (Intranet) and the
public (Internet).
Retrievability:
Hard copy files are indexed alphabetically by surname. Electronic
records are retrievable by file name, which includes employee name or
initials, and through electronic word searches.
Safeguards:
Original hard copy files are stored in file cabinets in staff
offices and in a central location in OPIC's Investment Development
Department. Individual staff members have authentication passwords to
access the computer network drive for their respective department and
to access OPIC's Intranet; staff are electronically restricted from
accessing the files of another department unless otherwise
authorized. OPIC's web server is protected by standard firewall and
Internet security measures.
Retention and disposal:
Records are updated as needed and retained as long as the
individual is employed by the Corporation. Hard copy biographies are
disposed of by shredding, and electronic copies are disposed of by
deleting files.
System manager(s) and address:
Managing Director, Administration, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained, staff of the
hiring department based on interviews with the subject employees, or
information contained in the official personnel folder.
Exemptions claimed for the system:
None.
OPIC-6
System name:
Controlled Correspondence.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Members of the general public, members of Congress, and others
who correspond on a variety of official business matters with the
Corporation, the President or the Executive Vice President of the
Corporation.
Categories of records in the system:
Identification of writer, subject, date and disposition of
correspondence, and copy of incoming and outgoing/reply
correspondence.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; and 44 U.S.C. 3101,
Records Management by Agency Heads.
Purpose(s):
These records are used to track official agency correspondence.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used primarily to ascertain the status of correspondence to
OPIC's President, Executive Vice President, or other OPIC officials
to whom inquiries are directed. Disclosures outside the Corporation
may be made: (i) To a Federal agency so that the agency may respond
to an inquiry from the named individual; (ii) to the U.S. Department
of Justice or in a proceeding before a court or adjudicative body;
(iii) to appropriate Federal, State, local or foreign agencies
responsible for investigating or prosecuting a violation, when
information indicates a violation or potential violation of a
statute, regulation, rule, order or license; and (iv) to a
Congressional office from the record of an individual in response to
an inquiry the individual has made to the Congressional office.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in an automated database and in hard copy
files.
Retrievability:
Indexed by number, name of correspondent, organization/committee,
subject(s), date, date received, and disposition.
Safeguards:
Records are maintained on a secure electronic database with
access limited by password. Hard copy files are stored in file
cabinets accessible only by authorized OPIC staff.
Retention and disposal:
Records are retained permanently.
System manager(s) and address:
Administrative Assistant to the Executive Vice President,
Overseas Private Investment Corporation, 1100 New York Avenue, NW,
Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained.
Exemptions claimed for the system:
None.
OPIC-7
System name:
Employee Relations Files.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current and former employees of the Corporation (excluding
personal services contractors) who: (a) Are the subject of a
disciplinary or adverse action or a within-grade increase denial or
reconsideration; or (b) initiate a grievance, internal agency appeal,
or administrative appeal.
Categories of records in the system:
This system contains a variety of records relating to formal and
informal actions based on conduct or performance; grievances filed
under the negotiated or administrative grievance procedures; position
classification appeals; and miscellaneous related inquires and
complaints. The records may include information such as case number;
employment history; copies of notices of proposed actions and
decisions; materials relied on by the Corporation to support the
proposed action; statements of witnesses; employee responses or
appeals; transcripts; and third-party agency decisions.
Authority for maintenance of the system:
5 U.S.C. 33, 71, 73, 75, and 77; 5 CFR 315, 531, 532, 715, 731,
735, 752, and 771.
Purpose(s):
These records are used to document management actions and
decisions concerning adverse personnel actions and employee
grievances, appeals and complaints.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) to provide information to officials of labor
organizations recognized under 5 U.S.C. 71 when relevant and
necessary to their duties of exclusive representation concerning
personnel policies, practices, and matters affecting working
conditions; (ii) where there is an indication of a violation or
potential violation of a statute, regulation, rule, or order, to
refer records to the appropriate Federal, state, or local agency
responsible for investigating or prosecuting a violation or for
enforcing or implementing the statute, rule, regulation or order;
(iii) to provide information to those sources from which additional
information is requested in order to process personnel actions, to
the extent necessary to identify the individual, inform the source or
the purpose(s) of the request, and to identify the type of
information requested; (iv) to provide information 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, or
the conducting of a security or suitability investigation of an
individual, to the extent that the information is relevant and
necessary to the requesting agency's decision on the hiring or
retention of an employee, or the issuance of a security clearance;
(v) to provide information to an administrative body or court in any
administrative or legal proceeding to which the Corporation is a
party; (vi) to provide information to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel, when
requested in connection with appeals, special studies of the civil
service and other merit systems, review of OPM rules and regulations,
investigations of alleged or possible prohibited personnel practices,
and such other functions, e.g., as promulgated in 5 U.S.C. 1205, or
as may be authorized by law; (vii) to provide information to the
Equal Employment Opportunity Commission (EEOC) when requested in
connection with investigations into alleged or possible
discrimination practices in the Federal sector, examination of
Federal affirmative employment programs, compliance by Federal
agencies with applicable laws and regulations, or other functions
vested in the Commission by applicable law; (viii) to provide
information to the Federal Labor Relations Authority or its General
Counsel when requested in connection with investigations of
allegations of unfair labor practices or matters before the Federal
Service Impasses Panel; and (ix) to provide information to other
Federal agencies needed for the performance of their official duties
related to reconciling or reconstructing data files, in relating to
personnel actions. In each of these cases, OPIC will determine
whether disclosure of the records is compatible with the purpose for
which the records were collected.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in hard copy in file folders.
Retrievability:
Records are indexed chronologically with the surname indicated on
the file tab.
Safeguards:
Hard copy files are stored in a locked office, access to which is
restricted to Human Resources Management staff.
Retention and disposal:
Records created in conjunction with an adverse or disciplinary
action are retained for four years after the case is closed. Labor
management issues such as labor arbitration or negotiated grievances
are retained for five years after the case is closed. Other records
are retained for one to three years based on Federal records
disposition schedules. Hard copy records are disposed of by
shredding.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Subject employee, supervisors, Human Resources Management staff,
EEO Director, Union Officials, EEO Contract Investigators, Merit
Systems Protection Board, Equal Employment Opportunity Commission,
and the Federal Labor Relations Authority.
Exemptions claimed for the system:
None.
OPIC-8
System name:
Telephone Call Records.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current and former employees of the Corporation and individuals
assigned an OPIC telephone number or an OPIC calling card.
Categories of records in the system:
Records relating to the use of OPIC telephones to place long-
distance calls; records relating to long-distance telephone calls
charged to OPIC; and records indicating assignment of telephone
numbers and authorized calling card numbers to individuals.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101, Records
Management by Agency Heads; and 41 CFR part 101-35,
Telecommunications Management Policy.
Purpose(s):
These documents are used to support the certification that
telephone calls listed on call detail records were required for
official business and to verify accuracy of telephone company
charges.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) to cross reference data on charges sent by the telephone
company; (ii) to disclose to members of Congress or their staff in
response to an inquiry of the Congressional office made at the
written request of the constituent about whom the record is
maintained; (iii) to disclose to a court, a magistrate,
administrative tribunal, or other adjudicatory body in the course of
presenting evidence or argument, including disclosure to opposing
counsel or witnesses in the course of civil discovery, litigation, or
settlement negotiations, or in connection with criminal law
proceedings.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are stored on computer disks.
Retrievability:
The records are indexed by employee phone number and/or calling
card number assigned to employee, and may be cross-indexed with
employee name.
Safeguards:
The disks are stored in an office that is locked during non-
business hours and available only to those persons whose official
duties require such access.
Retention and disposal:
Records are maintained for two years and disposed of by deleting
electronic files.
System manager(s) and address:
Managing Director, Administration, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Telecommunications staff in charge of assigning phone numbers to
employees; employees who create records by placing phone calls;
telecommunications companies who forward bills to the Corporation.
Exemptions claimed for the system:
None
OPIC-9
System name:
Employee Health Insurance--Temporary Continuation of Coverage.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Recently separated employees and current/former employees' former
spouses and/or eligible children (excluding personal services
contractors).
Categories of records in the system:
Records may include (i) copies of correspondence notifying
applicants of their eligibility for temporary continuation of
coverage; (ii) copies of election forms for temporary continuation of
coverage; and (iii) tracking sheets containing applicant's name, date
of separation, eligibility status, dependents' status, dates of
correspondence, and dates forwarded to providers for processing.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; and 44 U.S.C. 3101,
Records Management by Agency Heads.
Purpose(s):
These records are used to record and track eligibility of
temporary continuation of coverage and possible subsequent enrollment
in government-wide or OPIC health insurance plans.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
Used (i) to inform former employees and current/former employees'
former spouses and/or eligible children of temporary continuation of
health insurance coverage; and (ii) to provide proof that these
individuals received notification of temporary continuation of
coverage opportunities.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders in file cabinets.
Retrievability:
Filed by category of insurance with information indexed therein
alphabetically by surname.
Safeguards:
Files are stored in a locked metal file cabinet. The doors to
OPIC's office in which these cabinets are located are locked outside
of business hours or anytime the office is not staffed.
Retention and disposal:
The records are retained for three years following the employee's
separation or date of enrollment. They are disposed of by shredding.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Applicants for temporary continuation of health insurance
coverage and OPIC Human Resources Management staff.
Exemptions claimed for the system:
None.
OPIC-10
System name:
Transportation Subsidy Files.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
All employees applying for transit subsidies for use of public
transportation to and from the workplace.
Categories of records in the system:
Name, mode of transportation, commuting costs, and signature of
applicant.
Authority for maintenance of the system:
5 U.S.C. 7905, Programs to Encourage Commuting by Means Other
Than Single-Occupancy Motor Vehicles.
Purpose(s):
These records are used to maintain a record of active
participants in the OPIC transportation subsidy program and to verify
pickup of payments.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) to provide a record of participants eligible to receive
subsidies under OPIC Directive 94-31; (ii) to provide monthly lists
of applicants eligible to receive subsidies and forward the list for
disbursement through the Department of Treasury; (iii) to verify
employee participation and retrieval of METROchecks; and (iv) to
respond to information requests from the General Accounting Office.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Hard copy records are stored in file folders.
Retrievability:
Records are indexed by month and then by individual's surname.
Safeguards:
Files are stored in a locked metal file cabinet.
Retention and disposal:
Records are retained for six years and three months and are
disposed of by shredding.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained.
Exemptions claimed for the system:
None
OPIC-11
System name:
Freedom of Information Act (FOIA) Requests and Appeals.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Individuals requesting information under FOIA.
Categories of records in the system:
Letters, correspondence, relevant data provided or referenced and
responses to FOIA requests and appeals.
Authority for maintenance of the system:
5 U.S.C. 552, Administrative Procedure--Public Information.
Purpose(s):
These records are used to respond to FOIA requests and appeals
pursuant to 5 U.S.C. 552.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) to process individuals' FOIA requests; (ii) to provide a
record of communications between the requester and the Corporation;
(iii) to ensure that all relevant, necessary and accurate data are
available to support any process for appeal; and (iv) to prepare
annual reports to the Attorney General of the United States as
required by FOIA.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are stored in file folders in file cabinets.
Retrievability:
Files are indexed alphabetically by surname.
Safeguards:
Files are stored in staff offices, access to which is limited to
authorized OPIC employees.
Retention and disposal:
Records are retained: (i) For two years from the date of OPIC's
final response in cases where no appeal is filed; (ii) for six years
from the date of OPIC's response to an appeal in cases where an
appeal is filed; or (iii) for six years from the date of the court's
final order in cases involving litigation. Records are disposed of by
shredding.
System manager(s) and address:
FOIA Director, Department of Legal Affairs, Overseas Private
Investment Corporation, 1100 New York Avenue, NW, Washington, DC
20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals requesting information under FOIA and assigned OPIC
attorneys generating responses or other pertinent OPIC employees.
Exemptions claimed for the system:
None.
OPIC-12
System name:
Photographs.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current employees of the Corporation.
Categories of records in the system:
Contains (i) portrait shots (head and shoulders) and (ii) candid
shots of individuals taken while performing official functions or
while involved in OPIC-sponsored activities.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; and 44 U.S.C. 3101,
Records Management by Agency Heads.
Purpose(s):
Photographs are used as internal and external communication
devices to publicize the Corporation's mission and activities and to
recognize the individuals who carry out those activities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Portrait shots are used (i) in releases to local, national and
international communications media (a) upon the individual's
appointment to the Corporation, and (b) when the individual makes an
official appearance; (ii) as communication material at OPIC-hosted
and external conferences and speaking engagements where employees
participate as representatives of the Corporation; (iii) as a data
source for introducing new employees to the Corporation via the
Corporate Intranet; and (iv) to provide biographies of executives to
the public via the Corporation's Internet web site at www.opic.gov.
The photograph may be combined with or used as a supplement to
biographies (see OPIC-5). Candid shots are used in (i) releases to
the above-mentioned media in connection with publicizing the
Corporation's mission and activities; and (ii) in the Corporation's
publications.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Photographs are imaged electronically and stored on the
Corporation's computer network and/or Inter/Intranet web server, and
stored in hard copy files in each OPIC department.
Retrievability:
Electronic images are retrievable by file name, which includes
employee name or initials, through electronic word searches, or by
cross-indexing in a database by surname. Hard copy files are indexed
alphabetically by surname. Records are accessible by current OPIC
personnel only.
Safeguards:
Hard copy files are stored in file cabinets in staff offices
which are locked during non-business hours. Individual staff members
have authentication passwords to access the computer network drive
for their respective department and to access OPIC's Intranet; staff
are electronically restricted from accessing the files of another
department. OPIC's web server is protected by standard firewall and
Internet security measures. Only employees authorized to update the
Inter/Intranet server have the electronic access to make changes.
Retention and disposal:
Records are updated as needed and retained as long as the
individual is employed by the Corporation. Hard copy photographs are
disposed of by shredding, or by returning to the individual.
Electronic copies are disposed of by deleting files from the OPIC
network.
System manager(s) and address:
Managing Director, Administration, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Photographs are taken by employees or agents of the Corporation.
Except for photographs of executive staff, the decision concerning
inclusion of photographs into the Corporation's system of records is
voluntary and at the discretion of the individual.
Exemptions claimed for the system:
None.
OPIC-13
System name:
Contractor Files.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Individuals currently and formerly contracted by the Corporation
to serve as personal services contractors (PSCs) or as consultants to
the Corporation.
Categories of records in the system:
The records maintained contain a copy of the contract/amendments
and the history of the contractual relationship, including, as
applicable, time and attendance records, salary calculations or
earnings records, invoices/procurement documents, direct deposit
forms, and tax forms. Procurement requests and payment information
are maintained by the Treasurer. Records maintained by Human
Resources Management include, as applicable, security forms and the
level of security clearance, public vouchers for health expense
reimbursement, emergency numbers, employment offer letters, injury or
illness claims, resumes and related application materials, copies of
contracts and related modifications and extensions, conditions of
services agreed to by PSCs, Declarations for Federal Employment, rate
determinations, and training requests and agreements. Each department
maintains its own records, including contracts, time and attendance
records, and records, as applicable, of the qualifications,
performance, and evaluation of the contractor.
Authority for maintenance of the system:
22 U.S.C. 2199(d), General Provisions and Powers--Powers of the
Corporation.
Purpose(s):
These records are used to determine eligibility for contractual
employment, to provide background information for the purpose of
counseling PSCs regarding their status and contract/employment
conditions, to make pay determinations, and to administer or modify
contracts.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) to provide information to support requests or clearances
for pay adjustments; (ii) to document certain aspects of employment
conditions; (iii) to initiate and clear recommendations concerning
contracts; (iv) to determine and allocate OPIC departmental budgets;
(v) to provide information to the Department of Labor, Office of
Workers' Compensation to process work-related illness and injury
claims; (vi) to report earnings information to the Internal Revenue
Service and the Social Security Administration; (vii) to refer, where
there is an indication of a violation or potential violation of law,
whether criminal, civil, or regulatory in nature, to the appropriate
agency, whether Federal, State, or local, charged with the
responsibility of investigating and prosecuting such violation or
charged with enforcing or implementing the statute, rule,
regulations, or order issued pursuant thereto; (viii) to request
information from a Federal, State, or local agency, maintaining
civil, criminal, or other relevant enforcement information or other
pertinent information and to request information from private
individuals if necessary to obtain information relevant to an OPIC
decision concerning the hiring, retention, or promotion of an
employee, the issuance of a security clearance, or other decision
within the purposes of this system of records; (ix) to provide
information to a Federal agency, in response to its request, in
connection with the hiring or retention of an employee or the letting
of a contract; (x) to verify name, position title, grade, salary and
duty station to prospective employers. These records may also be
provided to an administrative body or court in any administrative or
legal proceeding to which the Corporation is a party.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in hard copy in file folders and
electronically on automated data storage devices.
Retrievability:
Records are retrievable by contractor name.
Safeguards:
Hard copy files are stored in OPIC staff offices in locked file
cabinets accessible by authorized OPIC staff only. Electronic records
are password protected and accessible by authorized OPIC staff only.
Retention and disposal:
Financial records are retained for six years and three months
after the close of the fiscal year to which they pertain. Personnel
records are retained for up to twelve months after the resignation of
the PSC or the termination of the contract. Records are disposed of
by shredding.
System manager(s) and address:
Manager, Contract and Administrative Services, Overseas Private
Investment Corporation, 1100 New York Avenue, NW, Washington, DC
20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals to whom the records pertain; educational
institutions, former employers, and other reference sources; OPIC
supervisors.
Exemptions claimed for the system:
None.
OPIC-14
System name:
Retirement.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Employees who have retired from the Corporation (excluding
personal services contractors).
Categories of records in the system:
Copies of SF-2809, SF-2817, retirement application package,
retirement estimates, election forms to carry OPIC benefits into
retirement, and copies of correspondence from U.S. Office of
Personnel Management (OPM) or carriers for OPIC health or life
insurance or benefits.
Authority for maintenance of the system:
5 U.S.C. 8301 et seq., Retirement; 5 U.S.C. 301, Departmental
Regulations; 44 U.S.C. 3101, Records Management by Agency Heads; and
5 CFR Part 831, Retirement.
Purpose(s):
These records are used in the general administration of the
Corporation's insurance programs upon election by a retiring OPIC
employee, and to facilitate retirement processing by OPM.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
Used (i) to forward copies of records to the retiree,
beneficiaries, OPM, and the life insurance company for those retirees
who carry OPIC's term life insurance into retirement; and (ii) to
forward copies to the OPIC health insurance provider for those
retirees who carry OPIC's health insurance policy into retirement.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Retirement records are stored in file folders in file cabinets.
Retrievability:
Files are indexed alphabetically by surname.
Safeguards:
Files are stored in a locked metal file cabinet. The doors to
OPIC's office in which these cabinets are located are locked outside
of business hours or anytime the office is not staffed.
Retention and disposal:
Records are retained indefinitely or for one year following the
death of a retiree or claim made by beneficiaries. Records are
disposed of by shredding.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Retirees on whom the records are maintained, OPIC, OPM, or
carriers of OPIC insurance benefits.
Exemptions claimed for the system:
None.
OPIC-15
System name:
Personnel Security Investigations.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current and former employees of the Corporation, including
personnel services contractors and other contractors, who are being
or have been investigated and cleared for access to data classified
for national security reasons, for access to automated information
systems, and/or for access to OPIC premises outside of business
hours.
Categories of records in the system:
The system contains an index which is an automated system for
identifying the individuals above listing the status and types of
investigations, the dates of clearance and level of clearances, and
contacts related to the request for the investigations, results of
the investigation, and clearance approvals for access to classified
national security information.
Authority for maintenance of the system:
5 U.S.C. 3301, Examination, Selection and Placement; 5 CFR Part
732; and E.O. 10450, Clearance for Federal Employment, as amended.
Purpose(s):
These records are used to determine the suitability, eligibility
and/or qualifications of employees for initial and/or continued
employment in the Corporation, and for employment in sensitive
positions involving access to classified information.
Routine uses of records maintained in the system, including
categories of suers and the purposes of such uses:
Used (i) by OPIC human resource and security managers to check
the status of security clearances, dates of completion of security
background investigations, and as a record of clearance levels
received; and (ii) by other Federal agencies who have a job offer
pending for individuals covered by the system or who may need to
clear an OPIC employee for access to classified information
controlled by that agency.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Automated data is stored on the Corporation's computer network.
Retrievability:
All data is retrieved only by authorized OPIC staff by searching
under the employee's name.
Safeguards:
Information contained in the system is safeguarded and protected
through assignment to authorized users of passwords to access the
automated data.
Retention and disposal:
Files are retained for one year following clearance, and are
deleted electronically after that time.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained and Federal
agencies conducting background investigations under agreements with
OPIC.
Exemptions claimed for the system:
None.
OPIC-16
System name:
Security Violations.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current and former employees of the Corporation who have been
investigated for alleged security violations.
Categories of records in the system:
Letters of notice of alleged security violations containing the
facts and circumstances surrounding the alleged violations, listing
the personnel involved, and describing the findings and
recommendations for or against remedial, administrative or
disciplinary actions. Documents reflecting results of investigations
involving sensitive or classified information that allegedly has been
compromised through loss, unauthorized disclosure, improper handling
or transmission, or failure to safeguard. Information developed by
the security officer investigating the alleged violation may include
interviews with the individual(s) involved in the alleged violation;
witnesses to or having knowledge of the alleged violation; co-workers
and supervisor; sworn statements; depositions; photographs or
sketches of the area or equipment involved in the alleged violation;
and office security procedures or instructions.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; and 44 U.S.C. 3101,
Records Management by Agency Heads.
Purpose(s):
These records are used to ensure proper handling of national
security information.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) by OPIC management as information to track security
violations, and (ii) as documentation for agency administrative,
disciplinary, criminal, or other actions against employees.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders in a file cabinet.
Retrievability:
Files are indexed alphabetically by surname.
Safeguards:
Files are stored in a file cabinet in a locked office. Only OPIC
security staff have access to the office.
Retention and disposal:
Records are retained for one year and disposed of by shredding.
System manager(s) and address:
Manager, Contract and Administrative Services, Overseas Private
Investment Corporation, 1100 New York Avenue, NW, Washington, DC
20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
OPIC security staff and individuals interviewed by OPIC security
staff, including the individuals on whom the records are maintained.
Exemptions claimed for the system:
None.
OPIC-17
System name:
Travel Documents.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Current and former employees of the Corporation, Board members,
and certain invitees to OPIC.
Categories of records in the system:
Travel records pertaining to reimbursements or payments,
consisting of: Copies of travel orders; travel vouchers; receipts;
transportation requests; hotel reservations/statements and all
supporting papers relating to official travel of OPIC employees or
others authorized to travel by law; and statements from travel
carriers or providers.
Authority for maintenance of the system:
5 U.S.C. 5701 et seq., Travel, Transportation and Subsistence; 5
U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101, Records
Management by Agency Heads; The Budget and Accounting Act of 1921;
The Accounting and Auditing Act of 1950; and Federal Travel
Regulations, 41 CFR part 301-304.
Purpose(s):
These records are used for internal management and control, and
also to authorize travel and reimbursement of expenses incurred. Used
to maintain a record of official agency travel and associated
expenses, and for payment purposes to vendors.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
Used (i) by OPIC personnel to monitor progress, verify order,
assure delivery and travel reimbursement payments to employees; and
(ii) by outside auditors to audit overseas travel vouchers.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in hard copy in file folders.
Retrievability:
Files are indexed alphabetically by surname.
Safeguards:
Files are stored in file cabinets in OPIC's accounting office.
This office is accessible to authorized personnel only.
Retention and disposal:
Records are retained for six years and three months after the
close of the fiscal year to which they pertain. Disposed of by
shredding.
System manager(s) and address:
Director, Financial Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained and staff members
who assist in preparation of official travel.
Exemptions claimed for the system:
None.
OPIC-18
System name:
Directors (Current and Former).
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Private and public sector members of OPIC's Board of Directors,
both current and former. Categories of records in the system:
Contains (i) biographies of Board members; (ii) photographs of Board
members; (iii) notices of commission dates or other types of
appointment notices; (iv) copies of Federal Register notices relating
to members; and (v) resignation notices.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; and 44 U.S.C. 3101,
Records Management by Agency Heads.
Purpose(s):
These records are used to track appointments to the
Corporation's Board of Directors, and to maintain biographical
information on Board Members to share among the groups identified
under routine uses.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
Used to distribute to the general public, communications media,
the Board of Directors, and employees of the Corporation general
biographical information on Board Members.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders. Biographies of Board Members
may be kept on the Corporation's Internet web server and made
available to the public at www.opic.gov.
Retrievability:
Hard copy files are indexed alphabetically by surname.
Electronic files are maintained on the Corporations computer network.
Safeguards:
Access to records is limited to OPIC employees who have an
official need for the records. Internal procedures governing the use,
transfer, and photocopying of the records have been established.
Records in the system are maintained in a file cabinet located in the
Corporate Secretary's Office. The office is locked each evening.
Electronic records are protected from unauthorized access through
password identification procedures and other system-based protection
methods.
Retention and disposal:
Records are retained permanently.
System manager(s) and address:
Corporate Secretary, Overseas Private Investment Corporation,
1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained.
Exemptions claimed for the system:
None.
OPIC-19
System name:
Employees' Payroll Records.
Security classification:
None.
System location:
a. Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW Washington, DC 20527; b. U.S.
Bureau of Reclamation Administration Service Center Payroll
Operations Division, Mail Stop D-2600 7301 West Mansfield Avenue
Lakewood, CO 80235-2230; and c. For Retired Personnel Files: National
Archives and Records Administration, National Personnel Records
Center (Civilian Personnel Records Center), 111 Winnebago Street, St.
Louis, MO 63118.
Categories of individuals covered by the system:
Current and former employees of the Corporation.
Categories of records in the system:
The Corporation's system consists of four files. Official
personnel files held by the Corporation are governed by the U.S.
Office of Personnel Management (OPM) regulations found in parts 293
and 297 of Title 5 of the Code of Federal Regulations (CFR) and are
covered by OPM's government-wide system of records, OPM/GOVT-1. The
four categories of Corporation files are described below: a. Official
personnel file--This file consists of the employees' Standard Form
50's and copies of benefits election forms. This is a hard copy file.
b. Service history file--These records contain name, Social Security
number, birth date, effective date, nature of action, pay plan, grade
and salary related to personnel actions for OPIC service prior to
July 7, 1996. These are electronic records. c. Payroll file--This
system consists of documents related to employees' pay and related
payroll deductions that are not properly filed in the official
personnel file. These files may contain copies of income tax forms,
savings bond elections, net deposits and allotments, union dues
elections, Corporation benefits elections, danger pay requests, and
legal process related to garnishments. This is a hard copy file. d.
Time and attendance reports--This system consists of credit hour
records, biweekly summaries of hours worked and leave taken, flextime
records, leave applications, authorized premium pay, corrections of
the foregoing, and annual audit summaries of leave usage. This
information is maintained in an automated system, in supporting paper
documentation, and on microfiche.
Authority for maintenance of the system:
E.O. 12107, Civil Service Commission and Labor-Management
Relations in the Federal Service; 5 CFR 293, Personnel Records; and 5
CFR part 297, Privacy Procedures for Personnel Records.
Purpose(s):
These records are used to establish and maintain employee
qualifications, benefits and pay.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) to document proper payment and benefits related to
employment; and (ii) to transmit information directly to the Denver
Administrative Services Center, U.S. Bureau of Reclamation, U.S.
Department of Interior, which in turn transmits them to the
following: (a) To the Treasury Department for payroll purposes; (b)
to the Treasury Department for issuance of savings bonds; (c) to the
U.S. Office of Personnel Management for retirement, health and life
insurance purposes, and to carry out the Corporation's government-
wide personnel management functions; (d) to the National Finance
Center, U.S. Department of Agriculture for the Thrift Savings Plan
and Temporary Continuation of Coverage; (e) to the Social Security
Administration for compliance with the Federal Insurance Compensation
Act; (f) to the Internal Revenue Service for taxable earnings and
withholding purposes; (g) to the Combined Federal Campaign for
charitable contribution purposes; (h) to the American Federal of
Government Employees for union dues; (i) to state and local
government tax entities for income tax purposes; (j) to the Attorney
General of the United States or an authorized representative in
connection with litigation, law enforcement, or other matters under
the direct jurisdiction of the Department of Justice, or carried out
as a legal representative of the Executive Branch agencies; (k) to
the Internal Revenue Service for audit and inspection and
investigation purposes; (l) for employment verifications as
authorized in writing by current or former employees; (m) to judgment
holders for the purposes of garnishment; (n) to arbitrators pursuant
to a negotiated labor agreement or to Equal Employment Opportunity
investigators authorized to hear or investigate employee grievances
or complaints of discrimination; and (o) to Congressional offices in
response to inquiries from Congressional offices made at the request
of individuals to whom the record pertains. These records may also be
provided to an administrative body or court in any administrative or
legal proceeding to which the Corporation is a party.
Disclosure to consumer reporting agencies:
No disclosure to consumer reporting agencies is made from these
records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Official personnel files, payroll files, and time and attendance
reports are kept in file folders. Service history files prior to July
7, 1996, are maintained in an automated system.
Retrievability:
Official personnel files and payroll files are filed
alphabetically by surname. Time and attendance reports are filed by
date, type of report, and then by surname. Service history files are
retrieved from the automated system by surname or Social Security
number.
Safeguards:
All manual records are stored in a key-locked metal file
cabinet. The doors to OPIC's offices in which these cabinets are
located are locked outside of business hours or anytime the office is
not staffed. Access to the service history files requires a user
identification number and password.
Retention and disposal:
(i) The official personnel file is retained until the end of the
first thirty days following the date of the individual's separation
from the Corporation if the individual is not thereafter employed by
a Federal agency, or temporarily retained with authorization by the
Office of Personnel Management in the event of a claim or
administrative action. After the thirty days, records are sent to the
National Archives and Records Administration, National Personnel
Records Center, 111 Winnebago Street, St. Louis, Missouri. However,
if following the separation from the Corporation, the individual is
employed by a Federal agency, records are maintained until that
Federal agency requests said records from the Corporation; (ii)
Service history records are kept for three years following an
employee's separation; (iii) Payroll records of the Corporation are
maintained for four calendar years following the year in which the
employee separates; and (iv) Time and attendance reports are
maintained for six years after the year of the employee's separation.
System manager(s) and address: Director, Human Resources Management,
Overseas Private Investment Corporation, 1100 New York Ave., NW.,
Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Individuals on whom the records are maintained and OPIC employees
acting in their official capacities.
Exemptions claimed for the system:
None.
OPIC-20
System name:
Employee Biography, Skills and Interest Inventory.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW., Washington, DC 20527.
Categories of individuals covered by the system:
Current employees of the Corporation.
Categories of records in the system:
These records may contain information about the individual's
name, current position, primary duties, previous positions, post-
secondary education, professional certification, specialized
training, country and regional knowledge, industry knowledge,
computer skills, special skills (e.g., CPR, financial modeling),
interest in other departments, job functional interests, foreign
language proficiency, and other similar information.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; and 44 U.S.C. 3101,
Records Management by Agency Heads.
Purpose(s):
These records are used to identify employees' skills and interest
related to agency activities and special projects, and to establish
biographies that reflect employees' relevant experience and training,
to encourage awareness throughout OPIC of employees' skills and
interests and thereby increase opportunities for broader assignments
and support career development.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used (i) to provide background information about OPIC staff to
other OPIC staff members; (ii) to identify staff members with desired
skills or expertise (e.g., language proficiency); (iii) to determine
individual staff member's interest in the programs and activities of
other OPIC departments; and (iv) to determine the feasibility of
special temporary assignments.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Information is input electronically by each OPIC staff member
onto an electronic form. Information is stored in an electronic
database and biographies and skill set information can be accessed by
OPIC staff members by searching available form fields (e.g., name,
industry knowledge, computer skills) through OPIC's Intranet. Staff
interest information and individual profiles are accessed by Human
Resources Management staff who may, in turn, share this information
with OPIC managers for work-related needs. Information is retained
on-line throughout a staff member's tenure at OPIC. Information will
be deleted from the OPIC network when a staff member departs the
Corporation.
Storage:
Records are stored on OPIC's network in an electronic database.
Data forms from which the data is collected are maintained by OPIC's
IRM department. No hard copies of completed forms will be maintained
except by individual OPIC staff, at each staff member's discretion.
Retrievability:
Access to records stored in the database is limited to current
OPIC staff as described above.
Safeguards:
Access to record files is limited as described above. Access is
further limited by OPIC's network security precautions, e.g., log-on
passwords. The information submitted is volunteered with the
understanding that it will be potentially accessible by all OPIC
staff.
Retention and disposal:
When an individual leaves OPIC employment, his or her record will
be deleted from the OPIC network.
System manager(s) and address:
Director, Human Resources Management, Overseas Private Investment
Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Information is volunteered by staff on a form entitled,
``Employee Biography, Skills and Interest Profile.''
Exemptions claimed for the system:
None.
OPIC-21
System name:
Contacts and Mailing Lists.
Security classification:
None.
System location:
Overseas Private Investment Corporation, 1100 New York Avenue,
NW, Washington, DC 20527.
Categories of individuals covered by the system:
Individuals who have requested that they be kept informed of OPIC
activities or whose names are placed on a contact or mailing list by
OPIC staff, including current and former members of the OPIC Board of
Directors, former employees, officials of all branches of government
and international governments, representatives of the press,
corporations, and other organizations. Individuals who have requested
publications or information from OPIC in writing, in person, by
phone, fax, email, or via the Corporation's web site. Individuals
identified by other government agencies as having an interest in an
OPIC-sponsored program and/or activity.
Categories of records in the system:
Name, business title, company or organization, mailing address,
email address, phone and fax numbers, organization type, and
industrial sector, if applicable, of individuals covered by the
system. The list also includes information on the types of
information individuals are interested in (e.g., regional interest).
Authority for maintenance of the system:
44 U.S.C. 3101, Records Management by Agency Heads.
Purpose(s):
These records are used by OPIC for the mailing and electronic
distribution of OPIC information, publications and announcements
regarding OPIC-sponsored events. They may be used by other
organizations affiliated with OPIC for the distribution of
announcements regarding events in which OPIC is a co-sponsor or
participant.
Routine uses of records maintained in the system, including
categories of users and purposes of such uses:
Used (i) to distribute publications (e.g., press releases,
newsletters, and annual reports) and other general information
developed by OPIC either by mail or electronically to individuals'
email addresses; (ii) to distribute information regarding OPIC-hosted
conferences and events; (iii) by other organizations affiliated with
OPIC (e.g., other Federal agencies, corporate or non-profit co-
sponsors) to distribute announcements regarding events in which OPIC
is a co-sponsor; (iv) by OPIC management to conduct surveys or gather
statistical data to analyze usage of or improve OPIC services; and
(v) by members of Congress in response to their request.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in an electronic database accessible by
authorized OPIC employees. Hard copies may be printed and stored in
file cabinets in secure OPIC offices.
Retrievability:
Records are indexed by name, region, zip code, sector, or area of
interest.
Safeguards:
Records are kept in a secured electronic database, with access
limited to authorized marketing personnel; access to information in
computer files is limited to personnel having an authorized computer
password. Hard copy records are stored in secure staff offices
accessible to OPIC staff only.
Retention and disposal:
Records are maintained on an ongoing basis, updated by request of
individuals covered by the system, and retained indefinitely or until
the individual requests removal from the list.
System manager(s) and address:
Vice President for Investment Development, Overseas Private
Investment Corporation, 1100 New York Avenue, NW, Washington, DC
20527.
Notification procedure:
Requests by individuals concerning the existence of a record may
be submitted in writing, addressed to the system manager above. The
request must comply with the requirements of 22 CFR 707.21(b).
Record access procedures:
Same as above.
Contesting record procedures:
Requests by individuals to amend their record must be submitted
in writing, addressed to the system manager above. Requests for
amendments to records and requests for review of a refusal to amend a
record must comply with the requirements of 22 CFR 707.22.
Record source categories:
Information is collected via OPIC's web site or via hard-copy
forms (e.g., OPIC Reply Card) and labels, directly from individuals
on whom the records are maintained (i.e., the individuals requesting
information). Information may be collected from attendees of OPIC-
sponsored conferences and events, and OPIC staff who attend non-OPIC
sponsored functions/events and receive business cards from
individuals. Information may also be collected from third party
contacts such as other government agencies or organizations that co-
sponsor events with OPIC.
Exemptions claimed for the system:
None.
OVERSEAS PRIVATE INVESTMENT CORPORATION
Title 22-Foreign Relations
Chapter VII-Overseas Private Investment Corporation, International
Development Cooperation Agency
PART 707--ACCESS TO AND SAFEGUARDING OF PERSONAL INFORMATION IN
RECORDS OF THE CORPORATION
Subpart A--General
Sec.
707.11 Purpose.
707.12 Definitions.
Subpart B--Notification; Access to Records; Amendment; Fees
707.21 Requests for notification of, access to or copies of records.
707.22 Amendment of records.
707.23 Fees.
Subpart C--Exceptions
707.31 Public information.
707.32 Specific exemptions.
Authority: 5 U.S.C. 552a(f); Foreign Assistance Act of 1961 (22 U.S.C.
2191).
Source: 40 FR 46284, Oct. 6, 1975, unless otherwise noted.
Subpart A--General
Sec. 707.11 Purpose.
This part 707 is adopted pursuant to 5 USC 552a(f) to implement the
provisions of the Privacy Act of 1974, 5 USC 552a. This part 707
establishes procedures for notifying an individual whether any system of
records of the Corporation contains information pertaining to him; the
times, places, and procedures to be followed by an individual seeking
access to records of the Corporation containing information pertaining
to him, procedures to be followed by an individual desiring the
amendment of any record of the Corporation for making copies under this
part 707 of records of the Corporation containing information pertaining
to him; and the fees charged by the Corporation containing information
pertaining to an individual. Pursuant to 5 USC 552a(k), this part 707
also exempts certain systems of records from some of the provisions of 5
USC 552a.
Sec. 707.12 Definitions.
As used in this part 707, the terms ``agency'', ``individual'',
``maintain'', ``record'', ``system of records'', ``statistical record'',
and ``routine use'' shall have the meaning specified for each such term
in 5 U.S.C. 552a(a).
Subpart B--Notification; Access to Records; Amendment; Fees
Sec. 707.21 Requests for notification of, access to or copies of
records.
(a) Whenever an individual desires either notification of, access to
or copies of records which are maintained by the Corporation and which
may contain information pertaining to said individual, he may submit
such a request to the Corporation in the form specified in paragraph (b)
of this section. Such request shall be addressed to the Director of
Personnel and Administration and may either be mailed to the Corporation
or be delivered to the receptionist at the office of the Corporation,
1129--20th Street NW, Washington, DC 20527, between 8:45 a.m. and 5:30
p.m., Monday thru Friday (excluding legal public holidays). Access to
records maintained by the Corporation will be provided only by
appointment. No officer or employee of the Corporation shall, pursuant
to the provisions of this part 707, provide any individual with access
to any records maintained by the Corporation until the Corporation shall
have received from such individual a written request in the form
specified in paragraph (b) of this section and verification of the
identity of the individual as provided in paragraph (c) of this section.
(b) Any request under this part 707 for notification of, access to or
copies of records maintained by the Corporation shall comply with the
following requirements:
(1) It shall be in writing, signed by the individual, and, except in
the event such requesting individual is an officer or employee of the
Corporation, duly acknowledged before a notary public or other
authorized public official;
(2) It shall accurately identify the records or information to which
access is sought;
(3) It shall specify the date and hour such individual wishes such an
appointment; and
(4) It shall specify whether the individual also wishes copies of the
information pertaining to him.
(c) Prior to providing any individual either with notification of,
access to or copies of any records maintained by the Corporation that
contain information pertaining to said individual, the Director of
Personnel and Administration shall verify the identity of such
individual. In order to verify the identity of any such individual, the
Director of Personnel and Administration shall require such individual
to provide reasonable proof of his identity such as, by way of example
and not limitation, a valid drivers license, identification card,
passport, employee identification card and any other identifying
information. The Director of Personnel and Administration shall deny any
such request from any individual if he determines, in his sole
discretion, that the evidence offered to verify the identity of such
individual is insufficient to establish conclusively the identity of
such individual. Upon denying any such request under this paragraph (c),
the Director of Personnel and Administration shall promptly notify the
individual in writing of such determination.
(d) In the event that the Director of Personnel and Administration
shall decline any request submitted to the Corporation under paragraph
(b) of this section because he determines under paragraph (c) of this
section that the individual has not provded adequate evidence to verify
his identity, said individual may, within thirty (30) days of the date
of the notification thereof by the Director of Personnel and
Administration, file a written appeal of such determination with the
Executive Vice President of the Corporation. The decision of the
Executive Vice President with respect to such appeal shall be final.
(e) Whenever an individual desires copies of any records in addition
to personal access thereto, copies will be furnished upon payment of the
fees prescribed in Sec. 707.23 of this part.
(f) The Corporation may require any individual who wishes to be
accompanied by any other individual when reviewing any records made
available under this part 707 shall provide the Corporation with a
signed, written statement authorizing discussion of the information
contained in such records in the presence of such accompanying
individual.
(g) Copies of records made available for review to any individual
under this part 707 may be released to a duly authorized representative
of any such individual provided that such individual provides the
Corporation with a power of attorney to such effect on behalf of said
representative, signed by such individual and duly acknowledged before a
notary public or other authorized public official. The Corporation shall
require any such representative to verify his identity in accordance
with paragraph (c) of this section.
(h) Original or record copies of records will not be released from the
files of the Corporation. Individuals will not be permitted to disturb
any record files or to remove any records from the designated place of
examination within the Corporation.
Sec. 707.22 Amendment of records.
(a) Whenever any individual desires an amendment to any record of the
Corporation to correct information in such record pertaining to him that
he believes not to be accurate relevant, timely, or complete, he may
submit such a request to the Corporation in the form specified in
paragraph (b) of this section. Such request shall be addressed to the
Director of Personnel and Administration and may either be mailed to the
Corporation or delivered to the receptionist at the office of the
Corporation, 1129--20th Street, NW, Washington, DC 20527, between 8:45
a.m. and 5:30 p.m., Monday thru Friday (excluding legal public
holidays). Such request shall be deemed not to have been received by the
Corporation until actually delivered to it or, whenever mailed, actually
received by the Chief of Personnel and Administration.
(b) Any request submitted to the Corporation under paragraph (a) of
this section shall comply with the following requirements:
(1) It shall be in writing, signed by the individual, and, except in
the event such requesting individual is an officer or employee of the
Corporation, duly acknowledged before a notary public or other
authorized public official;
(2) It shall accurately identify the records and information to be
amended;
(3) It shall specify the correction requested; and
(4) It shall fully specify the basis for such individual's belief that
the records and information are not accurate, relevant, timely or
complete; and
(5) It shall be supported by substantial and reliable evidence
sufficent to permit the Corporation to determine whether such amendment
is in order. Any such request shall be deemed not to have been received
by the Corporation and shall be returned without prejudice whenever the
Director of Personnel and Administration determines that such request
either does not describe records specifically enough to permit the staff
of the Corporation to promptly locate such records or does not state the
amendment requested or the basis therefor in reasonably specific
language.
(c) The Director of Personnel and Administration shall acknowledge in
writing the receipt of any such request to correct any records not later
than ten (10) days (excluding Saturdays, Sundays and legal public
holidays) after the date of the receipt of such request by the
Corporation.
(d) Not later than thirty (30) days (excluding Saturdays, Sundays and
official holidays) after the date of the receipt of such request by the
Corporation, the Director of Personnel and Administration shall either:
(1) Make any correction of any portion of such records that he
determines not to have been accurate, relevant, timely, or complete and
notify the individual in writing of such correction; or
(2) Inform the individual in writing of his decision to deny any
portion of such request, the reason for the refusal, and the right of
the individual to request a review thereof by the Executive Vice
President of the Corporation under paragraph (e) of this section.
(e) In the event the Director of Personnel and Administration shall
deny any portion of any individual's request to amend records, such
individual may within thirty (30) days of the date of the notification
of such denial, file a written appeal of such decision with the
Executive Vice President of the Corporation. Such appeal may be
supported by any additional written evidence and statements deemed
appropriate by the individual.
Sec. 707.23 Fees.
The fees to be charged by the Corporation for making copies of any
records provided to any individual under this part 707 shall be twenty
(20) cents per page.
Subpart C--Exceptions
Sec. 707.31 Public information.
Nothing in this part 707 shall be construed as a waiver by the
Corporation, either in whole or in part, of the provisions of 5 USC
552(b) or 18 USC 1905. The Corporation, to the maximum extent permitted
by law, may delete information from copies of any records furnished to
any individual under this part 707.
Sec. 707.32 Specific exemptions.
The provisions of 5 USC 552a(c)(3), (d), (e)(1), (e)(4) (G), (H) and
(I) and (f) shall not apply to any system of records maintained by the
Corporation that is--
(a) Subject to the provisions of 5 USC 552(b)(1);
(b) Investigatory material compiled for law enforcement purposes other
than those specified in 5 USC 552a(j)(2);
(c) Required by statute to be maintained and used solely as
statistical records;
(d) Investigatory material compiled solely for the purpose of
determining suitability, eligibility or qualifications for Federal
civilian employment, military service, Federal contracts or access to
classified information, but only to the extent that the Corporation may
determine, in its sole discretion, that the disclosure of such material
would reveal the identity of the source who, subsequent to September 27,
1975, furnished information to the Government under an express promise
that the identity of the source would be held in confidence or, prior to
such date, under an implied promise to such effect; and
(e) Testing or examination materials used solely to determine
individual qualifications for appointment or promotion in the Federal
service and the Corporation determines, in its sole discretion, that
disclosure of such materials would compromise the fairness of the
testing or examination process.