Export-Import Bank of the United States EIB

-1 EIB Biographical Sketches on Eximbank Employees.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Officers and professionals of the Eximbank.

Name, date of birth, place of birth, educational and work experience.

Eximbank personnel management practices.

By officials and personnel of the Eximbank for public appearance. By news media in connection with speeches, public appearance, newspapers, etc. By departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

Maintained in binder books and file folders.

Alphabetically.

Bookcases and desks and in a building that has a GSA contractor guard.

Retained while employed by the Eximbank or until appointment expires.

Office of Personnel, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a Systems of Record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individual should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Individual and miscellaneous personnel forms.

-2 EIB Confidential Statement of Employment and Financial Interest.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

All Eximbank past and present employees above a certain grade level unless exempted by the Ethics Committee.

Name, title of position, date of appointment in present position, office or division, employment and financial interest, creditors, interests in real property and information requested of other persons, signature and date.

Required by section 402 of Executive Order 11222 dated May 8, 1965.

Reviewed by members of the Ethics Committee regarding conflicts of interest. By officials and employees of the Eximbank in the performance of their official duties and by other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

Alphabetical.

Locked cabinet and in a building that has a GSA contractor guard.

Statements are disposed of 6 years after the date they are filed by the individual. Disposal is burning or shredding.

General Counsel, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571

Same as Notification. A request for information as to whether a Systems of Record contain a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individual should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Individual.

-3 EIB Driver's License File.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

SF-46, U.S. Government Motor Vehicle Operator's Identification Card for issuance to those present and past employees authorized to drive an official Government car in the performance of their assigned duties.

Name, card number, date issued, expiration date, signature of operator, sex, date of birth, color of hair, color of eyes, height, weight, birthplace, social security number, signature of issuing official, title, name and location of issuing unit.

In accordance with FPM 930.

By officials and employees of the Eximbank in the performance of their official duties. By the Department of Motor Vehicles, D.C. Police Department, Justice Department and insurance companies in the performance of their official duties. By other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

Chronological.

Locked office and in a building that has a GSA contractor guard.

Retained indefinitely.

Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.

Vice President--Administration, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Individual and the completion of EIB Form 74-2 and SF-46.

-4 EIB Earnings and Tax Statement.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Eximbank past and present employees yearly earnings.

Name, social security number, home address, gross earnings for the year, federal and state tax deductions for the year and marital status.

Internal Revenue Service.

Used at the end of the calendar year by the Payroll Unit. By officials and employees of the Eximbank in the performance of their official duties. By representatives of the OPM, Comptroller General, Attorney General, Treasury and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this system to" consumeer reporting agencies" as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

File cabinet.

Alphabetical.

Locked file cabinet and in a building that has a GSA contractor guard.

3 years.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Individual and payroll records.

-5 EIB Employee Records (Relocation Site).

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Current Eximbank employees.

Service records cards, retirement deductions, bond balances, annual and sick leave balances.

Vital Records Act.

Records maintained for reference and backup for main records. By officials and employees of the Eximbank in the performance of their official duties. By employees and officials of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

Expandable envelope.

Alphabetically within the envelope.

Locked safe file at relocations site.

Records are updated quarterly, and out-of-date records destroyed.

Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Office of Personnel and Payroll Unit.

-6 EIB Equal Employment Opportunity, Discrimination Complaint.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Eximbank employee filing a discrimination complaint.

Name and type of complaint.

Executive Order 10590, Government Employment Policy.

By persons of the Eximbank in the performance of their official duties. By Justice, EEOC, duly authorized representatives of the complainant in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folders.

Numerically.

Locked file cabinet and a building that has a GSA contractor guard.

Indefinite.

Administrative Officer/EEO Officer, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Investigator, individual and employees of the division of office where the complainant was/is employed.

-7 EIB Financial Assistance Request for (Under Federal Employee Training Act).

None.

811 Vermont Avenue, NW, Washington, DC 20571.

EIB employees requesting financial assistance for training and text books.

Application for training.

Federal Employees Training Act.

Used as official authorization to justify payment for training expenses. By officials and employees of the Eximbank in the performance of their official duties and by GAO and other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made from this system to "consumer reporting agencies" as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Folders.

Alphabetical by period.

Locked file cabinet and in a building that has a GSA contractor guard.

3 years.

Treasurer Controller and Office Services, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a Systems of Record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" --and stating full name and address of individual. For personal visits the individual should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Individual.

-8 EIB Financial Organization, Credit to Account (Checking).

None.

811 Vermont Avenue, NW, Washington, DC 20571.

EIB employees complete when they want their salary check to be sent directly to a financial organization of their choice.

Employees application for deposit of salary check to the financial organization (checking) of their choice.

Treasury Department Fiscal Service.

Used by the Treasurer Controller and his staff and officials and employees of the Eximbank in the performance of the official duties. By representatives of the OPM, Controller General, Treasury, financial institutions and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of the individual.

Disclosure to consumer reporting agencies:

Storage:

Filed in folders.

Alphabetical.

Locked file cabinet and in a building that has a GSA contractor guard.

Until employee cancels.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Individual.

-9 EIB Financial Organization, Credit to Account (Savings).

None.

811 Vermont Avenue, NW, Washington, DC 20571.

EIB employees complete when they want their salary check or a portion to be sent to a savings financial organization of their choice.

Employees application for the deposit of salary check or a portion to be sent to a savings financial organization of their choice.

Department of the Treasury, Bureau of Accounts.

Used by the Treasurer Controller and his staff and officials and employees of the Eximbank in the performance of their official duties. By representatives of the OPM, Comptroller General, Treasury, financial institutions and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made from this system to" consumer reporting agencies" as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

File folder.

Alphabetical.

Locked combination safe and in a building that has a GSA contractor guard.

Until employee cancels.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Individual.

-10 EIB Garage Space Application.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

EIB employees and other employees in federal agencies within the area holding parking spaces in the building.

Name, address, license number, telephone number, make and license tag number of car, building location and room number and signature and date.

Eximbank management practices.

Maintained as the current list of current and potential garage space holders and alternates. By officials and employees of the Eximbank in the performance of their official duties. By representatives of the GSA and insurance companies in the performance of their official duties and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folders.

Alphabetical.

File cabinet in locked office and in a building that has a GSA contractor guard.

As changes occur.

Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Individual.

-12 EIB Passport Request File.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Eximbank past and present employees required to travel overseas in an official capacity who request an Official Passport.

Name, title, grade, approximate dates of travel, destination and purpose of travel and grade.

Eximbank management practices.

By officials and employees of the Eximbank in the performance of their official duties. By State Department and embassies in the performance of their official duties and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

Chronologically.

2 drawer unlocked file cabinet and in a building that has a GSA contractor guard.

Indefinitely.

Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a Systems of Record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individuals should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Individual.

-13 EIB Payroll Certification.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

All present Eximbank employees.

Payroll summary.

Treasury Department, Bureau of Accounts.

By the Treasurer Controller and his staff and officials and employees of the Eximbank in the performance of their official duties. By representatives of the OPM, GAO, Justice in the performance of their official duties and by other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

Numerical.

Combination safe and in a building that has a GSA contractor guard.

Retained 3 years.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Time and attendance cards and personnel notification.

-15 EIB Payroll File.

None.

811 Vermont Avenue, NW, Washington, DC 20571 and off-site.

All Eximbank past and present employees.

Master payroll employee record.

Eximbank management practices.

By officials and employees of the Eximbank in the performance of their official duties. By GSA, Justice, Treasury, GAO, Comptroller General and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Storage:

Magnetic tape.

Pay period, employee number and social security number.

Locked fire-proof safe and in a building that has a GSA contractor guard. Copy retained off-site.

15 years.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Payroll Unit and related personnel files.

-16 EIB Payroll Information Employee.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

All present and past Eximbank employees.

Employee payroll summary, i.e., name, social security number, marital status, grade and step, annual hourly and overtime rate, etc.

GAO Policy and Procedures Manual for Guidance of Federal Agencies for controls over automated payroll system.

By officials and employees of the Eximbank in the performance of their official duties. By OPM, GAO, IRS, HUD, Department of Labor and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Storage:

Filed in binders.

Numerically.

Locked cabinet and in a building that has a GSA contractor guard.

Retained 3 years.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a systems of record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individuals should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Office of Personnel and individual.

-17 EIB Payroll Listing.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Eximbank past and present employees.

Name, net pay and check.

Treasury Department.

Used as a check list to distribute pay check to employees. By officials and employees of the Eximbank in the performance of their official duties. By Treasury, GAO, Comptroller General, OPM and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Storage:

File folder.

By pay period.

File cabinet in a building that has a GSA contractor guard.

Retained 2 years and then destroyed.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Time and attendance cards and related personnel forms.

-18 EIB Payroll Master Record.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

All new Eximbank employees and changes to old employees.

Employee payroll summary, i.e., name, social security number, hourly rate, overtime rate, etc.

GAO Policy and Procedures Manual for Guidance of Federal Agencies Title 6 for controls over automated payroll system.

Used to enter new employees and making any changes effecting old employees. By officials and employees of the Eximbank in the performance of their official duties. By Social Security, GAO, Comptroller General, IRS and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Storage:

Binders.

Office or division.

Locked cabinets in a building that has a GSA contractor guard.

Retained 3 years.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a systems of record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individual should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Office of Personnel and individual.

-19 EIB Payroll Control Manual.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

All new employees and present and past employees making deductions and pay changes.

Control covering the biweekly payroll including such information as name, base pay and any deductions such as FICA, retirement, bond, insurance, health, charity, optional insurance and savings.

GAO Policy and Procedures Manual for Guidance of Federal Agencies for controls over automated payroll system.

By officials and employees of the Eximbank in the performance of their official duties. By OPM, Justice, IRS, Comptroller General and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Storage:

File folder.

According to pay period.

Locked cabinet and in a building that has a GSA contractor guard.

Retained 3 years.

Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as above.

Office of Personnel and individual.

-20 EIB Periodic Step Increase File.

None.

811Vermont Avenue, NW, Washington, DC 20571.

All current GS Eximbank employees who are not in the top step of their grade.

Contains name, social security number, current GS grade, current step of grade and date of next equivalent increase.

Eximbank management practices.

Used by Office of Personnel to insure all step increases are given at the correct time. By officials and employees of the Eximbank in the performance of their official duties. By OPM and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

Cabinet.

Alphabetical by due dates.

Locked cabinet and in a building that has a GSA contractor guard.

As long as employee is employed by the Eximbank and is eligible for a Periodic Step Increase.

Administrative Officer, Office of Personnel, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Based on information in the official personnel file of each Eximbank employee.

-22 EIB Personnel Security Records.

Secret.

811 Vermont Avenue, NW, Washington, DC 20571.

Eximbank employees, applicants, and consultants.

Personnel investigations of current employees including actual investigations, summary investigations from other Federal agencies, security forms and correspondence relating to security.

Executive Order 10450.

Personnel security records are maintained in order to determine the level of clearance Eximbank employees permitted regarding access to classified materials and meetings in accordance with Executive Order 10450. By officials and employees of the Eximbank in the performance of their official duties. By OPM, FBI and by officials and employees of other departments and agencies in the performance of their official duties.

Storage:

File folder.

Alphabetical.

Combination security locked file cabinet and in a building that has a GSA contractor guard.

Investigative files destroyed:

1. If applicant declines employment; 2. 2 years after employee's departure, except SF-312 which is retained for 50 years; 3. upon consultant's completion of services.

Vice President--Administrative and Management Services, 811 Vermont Avenue, NW, Washington, DC 20571.

Vice President--Administrative and Management Services, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

In accordance with the U.S. Office of Personnel Management's (OPM) Federal Personnel Manual chapter 732, subchapter 7-5, "Safeguarding and Handling Investigative Files" , persons wanting a copy of their own OPM investigative file maintained by Eximbank, must comply with the following Privacy Act procedure:

Send a signed letter specifying name, date/place of birth, Social Security number, home address, location of present or former Federal employment, and any other pertinent data to: FOI/P, OPM-FIPC, PO Box 618, Boyers, PA 16018-0618.

For other types of access requests: Same as Notification.

Investigations received from Federal investigative agencies and correspondence generated by other departments and agencies containing information from employers, references, schools, neighbors, police, credit agencies and other Federal investigative agencies.

-23 EIB Personnel Roster.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

All present and past Eximbank employees.

Alphabetical listing of employees by name, home address and telephone number.

Eximbank management practices.

Used by officials and employees of the Eximbank in the performance of their official duties. By officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

Alphabetical.

Locked cabinet and in a building that has a GSA contractor guard.

Each calendar year.

Administrative Officer, Office of Personnel, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a Systems of Record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individuals should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Employee official personnel file and individual

-24 EIB Personnel Security Correspondence.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Present Eximbank employees, applicants and terminated or transferred employees.

Letters of transmittal to OPM requesting investigation and memorandum to office and/or division heads regarding clearances.

Eximbank management practices.

By officials and employees of the Eximbank in the performance of their official duties and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

Kept chronologically in employee's security folder.

Combination locked security cabinet and in a building that has a GSA contractor guard.

2 years after employee separates from the Bank, destroyed by burning.

Vice President--Administrative and Management Services, 811 Vermont Avenue, NW, Washington, DC 20571.

Vice President--Administrative and Management Services, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

For other types of access requests: Same as Notification.

-25 EIB Computerized Payroll/Personnel Systems.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

All Eximbank employees since 1970.

Extensive current and historical payroll and personnel data.

Eximbank management practices.

By officials and employees of the Eximbank in the performance of their official duties. By OMB, GAO, and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Access is limited to authorized recipients of computer generated reports and computer personnel.

Storage:

Magnetic media.

By any element maintained on the file.

The cabinets in area accessible only to authorized personnel and in a building that has a GSA contractor guard.

Maintained for historical data.

Vice President, Information Management Division, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Various payroll records.

-26 EIB Retirement Record Cards.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Record maintained on every Eximbank employee paid by the computer system.

Name, date of birth, social security number and pay rates during employment by the Eximbank. Primary record is cumulative retirement deductions.

OPM requirement of all Federal agencies.

Updated for each salary change and yearly total of retirement deductions: Original sent to OPM when employees leave Eximbank. By officials and employees of the Eximbank in the performance of their official duties and by OPM and other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

Steel file cabinet.

Alphabetical.

Steel file cabinet with combination lock and in a building that has a GSA contractor guard.

Retained until the employee leaves the Eximbank either by transfer to another agency, retirement or resignation.

Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

SF-50 and payroll computer printout.

-27 EIB Savings Bond Authorization.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Employees of Eximbank who have signed up to purchase bonds.

Application for the purchase of savings bonds.

Treasury Dept., Bureau of Accounts.

For ordering bonds, changing inscription, allotment and beneficiary. Used by officials and employees of the Eximbank in the performance of their official duties. By Treasury, IRS, OPM, GAO, Controller General and other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File cabinet.

Alphabetical.

Steel file cabinet and in a building that has a GSA contractor guard.

Maintained 1 year after termination.

Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Employee complete SF-1192.

-28 EIB Savings Bond File.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Eximbank present and past employees.

Employee name, amount of bond and bond serial number.

Eximbank management practices.

Used as a check list to distribute bonds to employees. By officials and employees of the Eximbank in the performance of their official duties. By IRS, Treasury, GAO, Comptroller General and other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

By pay period.

File cabinet and in a building that has a GSA contractor guard.

3 years and destroyed.

Treasurer Controller, Cash Control Unit, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a systems of record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individual should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Payroll Unit.

-29 EIB Tax Exemption Certificate.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Maintained on each present and past employee of the Eximbank.

Name, address, social security number and the number of withholding exemptions an employee claims on his/her taxes.

IRS regulations.

Used when a new employee enters employment or when a present employee wishes to make a change. By officials and employees of the Eximbank in the performance of their official duties. By OPM, Treasury, IRS, GAO, state governments and by other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File cabinet.

Alphabetically.

Steel file cabinet and in a building that has a GSA contractor guard.

1 year after employee transfers, retires or resigns.

Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Individual.

-30 EIB Time and Attendance Card.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

All Eximbank present and past employees.

Number of hours worked, i.e., regular, overtime, compensatory time, holiday, night differential, leave taken, annual, sick, compensatory time, LWOP and other.

GAO Policy and Procedures Manual for Guidance of Federal Agencies, Title 6.

Used to determine payment to all Eximbank employees on duty. By officials and employees of the Eximbank in the performance of their official duties. By OPM, GAO, Treasury, Justice, agent of an employee in connection with a grievance and by other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

Alphabetical by division.

Steel file cabinet and in a building that has a GSA contractor guard.

3 years.

Treasurer Controller, Payroll Unit, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Time and attendance files.

-31 EIB Travel Advance Application.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Eximbank employee travelling on official business requesting travel advance.

Name, agency, bureau/division, office, authorization number, date, address to where check should be mailed, signature of applicant, amount applied for, balance due on previous advance, signature of approving officer and date, appropriation number and any remarks.

General Accounting Office.

Travelers making a request for an advance. By officials and employees of the Eximbank in the performance of their official duties. By GAO, Comptroller General, Attorney General, Treasury and by officials and employees of other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congessional Office made at the request of that individual.

Disclosure to consumer reporting agencies:

Disclosure may be made from this system to "consumer reporting agencies" as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Cards.

Alphabetical.

File box and in a building that has a GSA contractor guard.

4 years.

Treasurer Controller, Travel and Administrative Expense Unit, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Individual.

-32 EIB Travel Ledger.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Persons travelling on official business for the Eximbank.

Travelers name, travel order number, place travelling to, voucher number, accruals of expenses, payments broken into 2 parts (P.D. and carrier), and the balance of accruals for particular trip.

Eximbank management practices.

To control accounting of travel expenses. By officials and employees of the Eximbank in the performance of their official duties and by GAO, and other departments and agencies in the performance of their official duties.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

Microcomputer.

Travel order number , Traveler's name.

In a building that has a GSA contractor guard.

Retained 3 years.

Treasurer Controller, Payroll and Administrative Expense Section, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a Systems of Record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individual should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information mantained in the system should direct their request to the Notification listed above.

Disbursement vouchers and related travel forms.

-33 EIB Visa Request File.

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Eximbank employees, past and present, who travel on official business and to countries that require a visa to be applied to their Official Passport.

Name, title, passport number and approximate dates of travel.

State Department and regulations of foreign countries.

Used by officials and employees of the Eximbank in the performance of their official duties and by State Department, embassies and by other departments and agencies in the performance of their official duties.

Disclosure may be to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

File folder.

Chronological.

2 drawer unlocked cabinet and in a building that has a GSA contractor guard.

Previous calendar year and present calendar year.

Administrative Officer, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a Systems of Record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individual should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information mantained in the system should direct their request to the Notification listed above.

Individual.

-34 EIB Service Cards (SF-7).

None.

811 Vermont Avenue, NW, Washington, DC 20571.

Past and present employees of Eximbank.

Name, date of birth, social security number, date of appointment or transfer, organization to which assigned, position title, position number, grade/step/salary, and date of separation.

OPM.

Used by personnel clerical employees in the processing of official personnel actions.

Disclosure may be made to a Congressional Office from the record of an individual in response to an inquiry from the Congressional Office made at the request of that individual.

Storage:

Active in Kardex; inactive in locked filing cabinet.

By organization for current employees, alphabetically for former employees.

Locked cabinet and in a building that has a GSA contractor guard.

Retained indefinitely.

Office of Personnel, 811 Vermont Avenue, NW, Washington, DC 20571.

Administrative Officer, 811 Vermont Avenue, NW, Room 1031, Washington, DC 20571.

Same as Notification. A request for information as to whether a Systems of Record contains a record pertaining to an individual and all requests for access to a record from the system shall be in writing with the letter and envelope clearly marked "Privacy Act Request" and stating full name and address of individual. For personal visits the individuals should be able to provide some acceptable identification, i.e., driver's license, identification card, etc. Individuals desiring to contest or amend information maintained in the system should direct their request to the Notification listed above.

Official Personnel Folder.

Banks and Banking Export-Import Bank INFORMATION DISCLOSURE

Subpart B--Protection of Privacy and Access to Records Under the Privacy Act of 1974

Sec.

404.12 General provisions.

404.13 Definitions.

404.14 Requirements of request for access.

404.15 Initial determination.

404.16 Schedule of fees.

404.17 Appeal of denials of access.

404.18 Requests for correction of records.

404.19 Request for accounting of record disclosures.

404.20 Notice of court-ordered and emergency disclosures.

404.21 Submission of social security and passport numbers.

404.22 Government contracts.

404.23 Other rights and services.

Authority: 5 U.S.C. 552 and 552a.

Section 404.21 also issued under 5 U.S.C. 552a note.

Source: 64 FR 14374, Mar. 25, 1999, unless otherwise noted.

Subpart B--Access to Records Under the Privacy Act of 1974

§ 404.12 General provisions.

(a) Purpose. This subpart establishes policies, procedures, requirements, and responsibilities for administration of the Privacy Act of 1974, 5 U.S.C. 552a, at the Export-Import Bank of the United States (Ex-Im Bank).

(b) Relationship to the Freedom of Information Act. The Privacy Act applies to records contained in a systems of records, as defined in § 404.13. If an individual submits a request for access to records and cites the Privacy Act, but the records sought are not contained in a Privacy Act system of records, then the request shall be processed only under subpart A of this part, Procedures for Disclosure of Records Under the Freedom of Information Act. All requests properly processed under this subpart B shall also be processed under subpart A of this part.

(c) Appellate authority. The Ex-Im Bank Assistant General Counsel for Administration is the appellate authority for all Privacy Act requests.

(d) Delegation. Any action or determination in this subpart which is the responsibility of a specific Ex-Im Bank employee may be delegated to a duly designated alternate.

(e) Ex-Im Bank address. The Export-Import Bank of the United States is located at 811 Vermont Avenue, NW, Washington, DC 20571.

§ 404.13 Definitions.

For purposes of this subpart, the following definitions shall apply:

Appeal--A written request to the Ex-Im Bank Assistant General Counsel for Administration for reversal of an adverse initial determination.

Final determination--The written decision by the Assistant General Counsel for Administration on an appeal.

Individual--A citizen of the United States or an alien lawfully admitted for permanent residence.

Initial determination--The initial written determination in response to a Privacy Act request.

Record--Any item, collection or grouping of information about an individual that is maintained within a system of records and that contains the individual's name or an identifying number, symbol or other identifying particular assigned to the individual.

Redaction--The process of removing non-disclosable material from a record so that the remainder may be released.

Request for access--A request to view a record.

Request for accounting--A request for a list of all disclosures of a record.

Request for correction--A request to modify a record.

Requester--An individual who makes a request under the Privacy Act.

Review--The process of examining a record to determine whether any portion is required to be withheld.

Search--The process of identifying and collecting records pursuant to a request.

System of records--A group of any records under the control of an agency from which information is retrieved by the name of the individual or some identifying number, symbol or other identifying particular assigned to the individual.

Working days--All calendar days excluding Saturdays, Sundays, and Federal Government holidays.

§ 404.14 Requirements of request for access.

(a) Form. Requests for access must be made in writing and must be signed by the requester. Requests should be addressed to the Freedom of Information and Privacy Office at the address in § 404.12(e) and should contain both the return address and telephone number of the requester.

(b) Description of records sought. A request for access must describe the records sought in sufficient detail so as to enable Ex-Im Bank personnel to locate the system of records containing the records with a reasonable amount of effort. To the extent practicable, such description should include the nature of the record sought, the date of the record or the period in which the record was compiled, and the name or identifying number of the system of records in which the requester believes the record is kept. A requester may include his or her social security number in the request in order to facilitate the identification and location of the requested records.

(c) Fee statement. The request must contain a statement expressing willingness to pay fees for processing the request or a request for a fee waiver (see § 404.16(d)).

(1) Whenever a requester submits a request for access that does not contain a fee statement or a request for a fee waiver, Ex-Im Bank shall advise the requester of the requirements of this section. If the requester fails to respond within ten working days of such notification, then the Freedom of Information and Privacy Office shall notify the requester, in writing, that Ex-Im Bank will not process the request.

(2) A general statement by the requester expressing willingness to pay all applicable fees shall be deemed an agreement to pay up to $25.00. If Ex-Im Bank estimates that the fees for a request will exceed $25.00, then Ex-Im Bank shall notify the requester. Ex-Im Bank shall offer the requester the opportunity to agree, in writing, either to pay a greater fee or to modify the request as a means of limiting the cost.

(3) Whenever the estimated fee chargeable under this section exceeds $25.00, Ex-Im Bank reserves the right to require a requester to make an advance payment prior to processing the request.

(4) Ex-Im Bank shall not process a request by a requester who has failed to pay a fee for a previous request unless and until such requester had paid the full amount owed and also has paid, in advance, the total estimated charges for the new request.

(d) Verification of identity. An individual who submits a request for access must verify his or her identity. The request must include the requesters full name, current address, and date and place of birth. In addition, such requester must provide a notarized statement attesting to his or her identity.

(e) Verification of guardianship. When a parent or guardian of a minor or the guardian of a person judicially determined to be incompetent submits a request for access to records that relate to the minor or incompetent, such parent or guardian must establish:

(1) His or her own identity and the identity of the subject of the record in accordance with paragraph (d) of this section; and

(2) Parentage or guardianship of the subject of the record, either by providing a copy of the subject's birth certificate showing parentage or by providing a court order establishing guardianship.

(f) Written notice of amendment. The requester must provide any amendment to the original request in writing to Ex-Im Bank.

(g) Requester assistance. Ex-Im Bank shall make reasonable efforts to assist a requester in complying with the requirements of this section.

(h) Date of receipt. Requests for access shall be deemed to have been received on the date that the request is received by the Freedom of Information and Privacy Office, provided that all the requirements of this section have been met. Ex-Im Bank shall notify the requester of the date on which it officially received a request.

§ 404.15 Initial determination.

(a) Time for processing. The Freedom of Information and Privacy Office shall respond to valid requests for access within twenty working days of the date of receipt of the request letter. The time for response may be extended an additional ten working days for good cause, provided that the Freedom of Information and Privacy Office notifies the requester in writing.

(b) Notice regarding request for access. The Freedom of Information and Privacy Office shall notify the requester in writing of its decision to grant or deny a request for access.

(1) If the request is granted, then the notice shall either include the requested records, in releasable form, or shall describe the manner in which access to the record will be granted. The notice also shall inform the requester of any processing fee.

(2) A denial is a determination to withhold any requested record in whole or in part or a determination that the requested record does not exist or cannot be located. If the request is denied, then the denial notice shall state:

(i) The name, signature, and title or position of the person responsible for the denial;

(ii) The reasons for the denial; and

(iii) The procedure for appeal of the denial under § 404.17 and a brief description of the requirements of that section.

(c) Form of record disclosure. Ex-Im Bank shall grant access to the requested records either by providing the requester with a copy of the record or, at the requester's option, by making the record available for inspection at a reasonable time and place. If Ex-Im Bank makes the record available for inspection, such inspection shall not unreasonably disrupt Ex-Im Bank operations. In addition, the requester must provide a form of official photographic identification--such as a passport, driver's license or identification badge--and any other form of identification bearing his or her name and address prior to inspection of the requested records. Records may be inspected by the requester in the presence of another individual, provided that the requester signs a form stating that Ex-Im Bank is authorized to disclose the record in the presence of both individuals.

§ 404.16 Schedule of fees.

(a) Search and review. Ex-Im Bank shall not charge for search and review.

(b) Duplication. Ex-Im Bank shall charge $.10 per page for paper copy duplication. Ex-Im Bank shall charge the actual or estimated cost of copies prepared by computer, such as tape or printouts, or for other methods of reproduction or duplication.

(d) Fee waivers. Ex-Im Bank may waive fees whenever it is determined to be in the public interest. Fees of less than $50.00 shall be waived in connection with any request by an employee, former employee or applicant for employment, related to a grievance or complaint of discrimination against Ex-Im Bank.

(e) Special services charges. Complying with requests for special services such as those listed in this paragraph is entirely at the discretion of Ex-Im Bank. Ex-Im Bank shall recover the full costs of providing such services to the extent that it elects to provide them.

(1) Certifications. Ex-Im Bank shall charge $25.00 to certify the authenticity of any Ex-Im Bank record or any copy of such record.

(2) Special shipping. Ex-Im Bank may ship by special means (e.g., express mail) if the requester so desires, provided that the requester has paid or has expressly undertaken to pay all costs of such special services. Ex-Im Bank shall not charge for ordinary packaging and mailing.

§ 404.17 Appeal of denials of access.

(a) Appeals to the Assistant General Counsel for Administration. Whenever Ex-Im Bank denies a request for access or for waiver or reduction of fees, the requester may appeal the denial to the Assistant General Counsel for Administration within 30 working days of the date of Ex-Im Bank's issuance of notice of such action. Appeals must be made in writing and must be signed by the appellant. Appeals should be addressed to the Assistant General Counsel for Administration at the address in § 404.12(e). Both the envelope and the appeal letter should be clearly marked in capital letters: "PRIVACY ACT APPEAL." Failure to properly mark or address the appeal may slow its processing. An appeal shall not be deemed to have been received by Ex-Im Bank until the Assistant General Counsel for Administration receives the appeal letter. The letter should include:

(1) A copy of the denied request or a description of the records requested;

(2) The name and title of the Ex-Im Bank employee who denied the request;

(3) The date on which the request was denied; and

(4) The Ex-Im Bank identification number assigned to the request.

(b) Final determination. The disposition of an access appeal shall be made in writing within twenty working days after the date of receipt of the appeal. The Assistant General Counsel for Administration may extend the time for response an additional ten working days for good cause, provided that the requester is notified in writing. A decision affirming the denial of a request for access shall include a brief statement of the reasons for affirming the denial and shall advise the requester of the right to seek judicial review. If the initial determination is reversed, then the request shall be remanded to the Freedom of Information and Privacy Office to be processed in accordance with the decision on appeal.

§ 404.18 Requests for correction of records.

(a) Form. Requests for correction must be made in writing and must be signed by the requester. Requests should be addressed to the Freedom of Information and Privacy Office at the address in § 404.12(e) and should contain both the return address and telephone number of the requester. The request must identify the particular record in question, state the correction sought, and set forth the justification for the correction. The requester also must verify his or her identity in accordance with the procedures set forth at § 404.14(d) and (e). Both the envelope and the request for correction itself should be clearly marked in capital letters: "PRIVACY ACT CORRECTION REQUEST."

(b) Initial determination. The Freedom of Information and Privacy Office shall respond to valid correction requests within ten working days of receipt of the request letter. If Ex-Im Bank grants the request for correction, then the Freedom of Information and Privacy Office shall advise the requester of his or her right to obtain a copy, in releasable form, of the corrected record. A denial notice shall state the reasons for the denial and shall advise the requester of the right to appeal. Ex-Im Bank shall not charge for processing requests for correction.

(c) Appeal of denial of request for correction. Whenever Ex-Im Bank denies a request for correction, the requester may appeal the denial to the Assistant General Counsel for Administration within thirty working days of Ex-Im Bank's issuance of notice of such action. Appeals must be made in writing and must be signed by the appellant. Appeals should be addressed to the Assistant General Counsel for Administration at the address set forth in § 404.12(e). Both the envelope and the appeal letter should be clearly marked in capital letters: "PRIVACY ACT CORRECTION APPEAL." Failure to properly mark or address the appeal may slow its processing. An appeal shall not be deemed to have been received by Ex-Im Bank until the Assistant General Counsel for Administration receives the appeal letter. The letter must include:

(1) A copy of the denied request or a description of the correction sought;

(2) The name and title of the Ex-Im Bank employee who denied the request;

(3) The date on which the request was denied;

(4) The Ex-Im Bank identification number assigned to the request; and

(5) Any information said to justify the correction.

(d) Final determination on correction appeal. (1) The disposition of an appeal shall be made in writing within twenty working days after the date of receipt of an appeal. The Assistant General Counsel for Administration may extend the time for response an additional ten working days for good cause, provided that the requester is notified in writing.

(2) A decision affirming the denial of a request for access shall advise the appellant of the:

(i) Reasons for affirming the denial;

(ii) Right to seek judicial review; and

(iii) Right to file a statement of disagreement, as provided in paragraph (e) of this section.

(3) If the initial determination is reversed, then the request shall be remanded to the Freedom of Information and Privacy Office to be processed in accordance with the decision on appeal.

(e) Statement of disagreement. Upon denial of a correction appeal, the appellant shall have the right to file a statement of disagreement with Ex-Im Bank, setting forth his or her reasons for disagreeing with the Agency's action. The statement should be addressed to the Freedom of Information and Privacy Office at the address in § 404.12(e) and must be received within thirty working days of Ex-Im Bank's issuance of the denial notice. A statement of disagreement must not exceed one typed page per fact disputed. Statements exceeding this limit shall be returned to the requester for editing. Upon receipt of a statement of disagreement under this section, the Freedom of Information and Privacy Office shall have the statement included in the system of records in which the disputed record is maintained and shall have the disputed record marked so as to indicate that a Statement of Disagreement has been filed. Ex-Im Bank may also append to the disputed record a written statement regarding Ex-Im Bank's reasons for denying the request to correct the record.

(f) Notices of correction or disagreement. In any disclosure of a record for which Ex-Im Bank has received a statement of disagreement, Ex-Im Bank shall clearly note any portion of the record which is disputed and shall provide a copy of the statement of disagreement. Ex-Im Bank also may provide its own statement regarding the disputed record. In addition, whenever Ex-Im Bank corrects a record or receives a statement of disagreement, Ex-Im Bank shall, as is reasonable under the circumstances, advise any person or agency to which it previously disclosed such record of the correction or statement, provided that an accounting of such disclosure exists.

§ 404.19 Request for accounting of record disclosures.

(a) Required information. With respect to each system of records under Ex-Im Bank control, Ex-Im Bank shall maintain an accurate accounting of the date, nature, and purpose of each external disclosure of a record and the name and address of all persons, organizations, and agencies to which disclosure has been made. Ex-Im Bank shall retain this accounting for at least five years or the life of the record, whichever is longer.

(b) Form. An individual may obtain an accounting of all disclosures of a record, provided that such individual establishes his or her identity as the subject of such record in accordance with the procedures set forth at § 404.14(d) and (e). A request for an accounting must be made in writing and must be signed by the requester. The request should be addressed to the Freedom of Information and Privacy Office at the address in § 404.12(e) and should contain both the return address and telephone number of the requester. Both the envelope and the request itself should be clearly be marked in capital letters: "PRIVACY ACT ACCOUNTING REQUEST." Failure to properly mark or address the request may slow its processing. The request shall not be deemed to have been received by Ex-Im Bank until the Freedom of Information and Privacy Office receives the request. The letter must clearly identify the particular record for which the accounting is requested.

(c) Initial determination. The Freedom of Information and Privacy Office shall notify the requester whether the request will be granted or denied within ten working days of receipt of a valid request for an accounting. Ex-Im Bank shall not charge for processing such a request.

(d) Exceptions. Ex-Im Bank shall not be required to provide an accounting to an individual when the accounting relates to a disclosure made:

(1) To an employee within the agency;

(2) Under the FOIA; or

(3) To a law enforcement agency for an authorized law enforcement activity in response to a written request from such agency which specified the law enforcement activity for which the disclosure was sought.

§ 404.20 Notice of court-ordered and emergency disclosures.

(a) Court-ordered disclosures. When a record pertaining to an individual is required to be disclosed by a court order, the Assistant General Counsel for Administration shall make reasonable efforts to provide notice to the subject individual. Notice shall be given within a reasonable time after Ex-Im Bank's receipt of the order, except that in a case in which the order is not a matter of public record, notice shall be given only after the order becomes public. Such notice shall be mailed to the individual's last known address and shall contain a copy of the order and a description of the information disclosed.

(b) Emergency disclosures. If a record has been disclosed by Ex-Im Bank under compelling circumstances affecting the health or safety of any person, then, within ten working days, the Assistant General Counsel for Administration shall notify the subject individual of the disclosure at his or her last known address. The notice of such disclosure shall be in writing and shall state the:

(1) Nature of the information disclosed;

(2) Person, organization or agency to which it was disclosed;

(3) Date of disclosure; and

(4) Compelling circumstances justifying the disclosure.

§ 404.21 Submission of social security and passport numbers.

(a) Policy. Ex-Im Bank recognizes the importance of assessing, to the extent reasonably possible, the risks associated with transactions supported by Ex-Im Bank. It is often difficult to assess risks related to individuals and non-publicly trade entities. Therefore, when an individual or a non-publicly traded entity applies for participation in an Ex-Im Bank program or is proposed as a guarantor for an Ex-Im Bank transaction, Ex-Im Bank may request social security and/or U.S. passport numbers from such individual or from the principals of such entity. Ex-Im Bank shall not require submission of this information, and unwillingness or inability to provide a social security or passport number shall not affect Ex-Im Bank's decision on an application for Ex-Im Bank assistance.

(b) Use. Ex-Im Bank shall use social security and passport numbers to assess the creditworthiness of Ex-Im Bank program participants and as a mechanism for enforcing agreements with Ex-Im Bank. Such information shall not be disclosed, except as warranted by law and regulation.

(c) Notice. Whenever Ex-Im Bank requests a social security or passport number, Ex-Im Bank shall place an appropriate Privacy Act notification on the form used to collect the information.

§ 404.22 Government contracts.

(a) Approval by Assistant General Counsel for Administration. Ex-Im Bank shall not contract for the operation of a system of records or for an activity that requires access to a system of records without the express, written approval of the Assistant General Counsel for Administration.

(b) Contract clauses. Any contract authorized under paragraph (a) of this section shall contain the standard contract clauses required by the Federal Acquisition Regulation (48 CFR 24.104) to ensure compliance with the requirements imposed by the Privacy Act. The division within Ex-Im Bank that is responsible for technical supervision of the contract shall be responsible for ensuring that the contractor complies with the Privacy Act contract requirements.

(c) Contractor status. Any contractor that operates an Ex-Im Bank system of records or engages in an activity that requires access to an Ex-Im Bank system of records shall be considered an Ex-Im Bank employee for purposes of this subpart. Ex-Im Bank shall supply any such contractor with a copy of the regulations in this subpart upon entering into a contract with Ex-Im Bank.

§ 404.23 Other rights and services.

Nothing in this subpart shall be construed to entitle any person to any service or to the disclosure of any record to which such person is not entitled under the Privacy Act.