USAID-030, USAID On-Line Collaboration Records

Agency for International Development AID http://www.gpo.gov/fdsys/pkg/FR-2010-01-28/pdf/2010-1775.pdf USAID-030, USAID On-Line Collaboration Records http://www.gpo.gov/fdsys/pkg/FR-2011-07-27/pdf/2011-18981.pdf USAID-031, Google Apps Business Edition

Statement of General Routine Uses

The following routine uses apply to, and are incorporated by reference into each system of records set forth below to the extent therein applicable:

1. In the event of an indication of a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by statute or particular program pursuant thereto, a record in this system of records may be referred, as a routine use, to the appropriate agency, whether federal, state, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto.

2. A record from this system of records may be disclosed, as a routine use, to a federal, state or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information if necessary to obtain information relevant to an Agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the approval of a grant or other benefits.

3. A record from this system of records may be disclosed, as a routine use, to a federal agency, in response to its request in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, approval of a grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency’s decision on the matter.

4. A record from this system of records may be disclosed, as a routine use, in the course of presenting evidence to a court, magistrate or administrative tribunal, including disclosures to opposing counsel in the course of settlement negotiations.

5. A record from this system of records may be disclosed, as routine use, to the Department of State and its posts abroad for the purpose of transmission of information between organizational units of the Agency, or for purposes related to the responsibilities of the Department of State in conducting United States foreign policy or protecting United States citizens, such as the assignment of employees to positions abroad, the reporting of accidents abroad, evacuation of employees and dependents, and other purposes for which officers and employees of the Department of State have a need for the records in the performance of their duties.

6. A record from this system of records may be disclosed, as a routine use, to a foreign government or international agency in response to its request for information to facilitate the conduct of U.S. relations with that government or agency through the issuance of such documents as visas, country clearances, identification cards, drivers’ licenses, diplomatic lists, licenses to import or export personal effects, and other official documents and permits routinely required in connection with the official service or travel abroad of the individual and his or her dependents.

7. A record from this system of records may be disclosed, as a routine use, to Federal agencies with which the Agency has entered into an agreement to provide services to assist the Agency in carrying out its functions under the Foreign Assistance Act of 1961, as amended. Such disclosures would be for the purpose of transmission of information between organizational units of the Agency; of providing to the original employing agency information concerning the services of its employee while under the supervision of the Agency, including performance evaluations, reports of conduct, awards and commendations, and information normally obtained in the course of personnel administration and employee supervision; or of providing other information directly related to the purposes of the inter-agency agreement as set forth therein, and necessary and relevant to its implementation.

8. A record from this system of records may be disclosed, as a routine use, to a Member of Congress or a Congressional staff representative of the Member in response to an inquiry from a Member made at the request of an individual.

9. A record in those systems of records which contains medical information may be disclosed, as a routine use, to the medical adviser of any individual submitting a request for access to the record under the Act and 15 CFR part 4b if, in the sole judgment of the Agency, disclosure could have an adverse effect upon the individual, under the provision of 5 U.S.C. 552a(f)(3) and implementing regulations at 15 CFR 4b.6.

10. A record contained in this system of records may be disclosed, as a routine use, to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular No. A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular.

11. A record from this system of records may be disclosed, as a routine use, to the Foreign Service Grievance Board in the course of the Board’s consideration of matters properly before it.

12. A record in this system of records may be disclosed, as a routine use: To the Defense Manpower Data Center, Department of Defense and to the U.S. Postal Service, to conduct computer matching programs for the purpose of identifying and locating individuals who are receiving Federal salaries or benefit payment and delinquent in their repayment of debts owed to the U.S. Government under certain programs administered by USAID in order to collect the debts under the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment, or by administrative or salary offset procedures; and to any other Federal agency for the purpose of effecting administrative or salary offset procedures against a person employed by that agency or receiving or eligible to receive some benefit payments from the agency when USAID as a creditor has a claim against that person. Disclosure of information about persons who are receiving Federal salaries or benefit payments and are delinquent in their repayment of debts owed to the U.S. Government under certain programs administered by USAID may be made to other Federal agencies, but only to the extent of determining whether the person is employed by that agency and if so, effecting administrative or salary offset procedures against the person.

13. A record in the following systems of records may be disclosed, as a routine use, to consumer reporting agencies:

Claims Records (AID-20)

Employee Payroll Records (AID-15)

Litigation Records (AID-26) and

Travel and Transportation Records (AID-19)

14. A record in the following systems of records may be disclosed, as a routine use, to the Internal Revenue Service (a) to obtain mailing addresses of debtors in order to collect a Federal debt; and (b) to offset a Federal debt against the debtor’s income tax refund:

Claims Records (AID-20), Employee Payroll Records (AID-15), Litigation Records (AID-26), and Travel and Transportation Records (AID-19).

-1 See OPM/GOVT-1, General Personnel Records.

-2 See OPM/GOVT-1, General Personnel Records.

-3 Employees Automated Records.

Office of Data Management, Agency for International Development, 1975 Florida Avenue, Washington, DC.

a. A.I.D. employees including: Direct-hire employees assigned positions in the United States; United States citizen direct-hire employees assigned to positions overseas; and employees of Federal, state, or local government agencies detailed or assigned to A.I.D.;

b. Applicants for employment; and

c. Non-direct hires such as Personal Services Contractors.

This automated system consists of eleven files of computerized records maintained on magnetic discs and magnetic tapes. These files are described below. The first seven (a through g) and the tenth (j) pertain to the category of individuals defined in a. above; the eighth (h) pertains only to the category of individuals defined in b. above; the ninth file (i) is maintained separately from the other eight files; the eleventh (k) pertains to category of individuals defined in a. and b. above.

a. Master Data File--This file contains information about the organizational structure of the Agency, and the location within that structure of all employees. Individual records, in addition to containing data describing the position incumbered by the employee, contain the following types of information on the employee: Basic data such as name, Social Security Account Number (SSAN), birth date, veteran preference, tenure group, service computation date, reportable handicap, retirement system, and participation in Federal Employee’ Government Life Insurance; pay data such as pay plan, grade or class, step within grade, date appointed to present grade and work schedule; personal data supplied by the employee such as sex, marital status, state of legal residence, and academic education level; data on retirement form a uniformed service, if applicable; a wide variety of dates including those that indicate suspense actions which are due at the future date, and others used for other purposes by personnel managers such as date assigned overseas and date returned from overseas; for Civil Service and Foreign Service employees their evaluation rating and the date of their last evaluation; qualifications and skills data such as college degrees, special prior experience, training courses completed, proficiency in foreign languages, and skills of use to the Agency.

b. A Chronological Data Record is maintained on each employee and contains up to ten entries reflecting the most recent `personnel actions’ on that individual, such as appointment, conversions, reassignment, transfer, promotion, extension, and separation. Included for each entry is the type of action code and title, effective date, position assigned to, including position title, and employee’s pay plan and grade at the time.

c. Separated Employee File--For employees who have been separated, a record is maintained, made up of the employee data in the Master Data Record and the Chronological Data Record as described in a. and b. above. This record is maintained for three years after date of separation.

d. Index File--This file contains a record for each employee, but contains only the SSAN and the Position Sequence Number of the Position to which the employee is assigned. It is used to find the employee’s Master Data Record when only the SSAN is known.

e. Turnaround File--This file contains only records generated by the computer and is used by the computer to update the Master Data and Chronological Record files on future effective personnel actions. It is also used by the process that prints the Standard Form 50, Report of Personnel Actions.

f. SF-50 File--This file contains data that was used in printing the Standard Form 50 and is retained for 90 days in the event the Standard Form 50 requires correction or cancellation. It contains basic data on the employee and personnel action being effected by the Standard Form 50.

g. Transaction History File--This file contains a record on each file maintenance transaction input into the computer that passed computer program edits and is used in maintaining system files.

h. Applicant Data File--This file contains name, SSAN, veteran preference, and qualification data supplied by the applicant.

i. Minority Group Designator File--This file contains SSAN and a minority code designator used in preparing reports required by the Equal Employment Opportunity Act of 1972.

j. The Equal Opportunity Program Extract File--This file contains information from the Master Data File and the Minority Group Designator File and consists of the following: Position number; position title; occupational specialty code; position pay plan; position grade; GSA location code; employee name; SSAN; sex; employee pay plan; employee grade; employee step; minority group designator; work schedule; current civil service performance rating; date of last civil service performance rating; supervisory code; age; date of birth; handicap code; date appointed present grade; incumbent assigned date; date entered on duty with AID or predecessor; academic education level; degree Majors 1, 2 and 3; Agency occupational special ties 1, 2 and 3; Veteran’s Preference.

k. New Data File--Automated Mission Staffing Pattern System that will include a record on each USAID employee (both direct and non-direct hire) and consists of the following information: data elements previously identified in the Master Data File and additional data elements such as only that designates local, U.S. or third country hire, Contract Start and End Dates, to be used for personal contractors only, Total Cost Existing Contract, to be used for personal contractors only, and All Other Annual Costs. This data file is the only file that contains information on non-direct hires.

Title 5 U.S.C. 301 1302, 2951, 4118, 4308; Foreign Assistance Act of 1961, as amended, sec. 621, 621A, 625, 626, 627, 628; Foreign Service Act of 1946, as amended, sec. 911.

To representatives of the Civil Service Commission on matters relating to the inspection, survey, audit or evaluation of A.I.D. personnel management programs, of personnel actions, or such other matters under the jurisdiction of the Commission.

To representatives of the Office of Personnel Management for the maintenance of their Central Personnel Data File, Federal Automated Career System, and Executive Inventory File.

To the Attorney General of the United States or his authorized representative in connection with litigation, law enforcement, or other matters under the direct jurisdiction of the Department of Justice, or carried out as the legal representative of the executive agencies.

To the Chesapeake and Potomac Telephone Co. (a contractor) and its employees for the purpose of telecommunications transmission of data between the central computer facility and the remote terminals.

To a duly appointed hearing examiner or arbitrator (an employee of another federal agency) for the purpose of conducting a hearing in connection with an employee’s appeal involving disclosures of records of A.I.D.’s personnel management system.

To an arbitrator who is given a contract pursuant to a negotiated labor agreement to hear an employee’s grievance involving disclosure of the record of the personnel management system.

To the recognized labor union for the purposes of meeting the requirements of the negotiated agreement.

To representatives of the Department of Health and Human Services for the purpose of producing microfiche and microfilm outputs.

To the Department of State for the purposes of producing microfiche and microfilm outputs.

To the Department of the Treasury and the Department of State for the purpose of providing special reports pertaining to AID employees in the Foreign Service Retirement and Disability System.

To law enforcement agencies, U.S. government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Records are stored on magnetic disc and/or magnetic tape.

The eleven files described above are indexed in the following manner and may be retrieved as indicated; however, personal data in all files are readily retrieved through the Index File.

(a) Master Data File: By Position Sequence Number (POSNO) within AID.;

(b) Chronological Data File: By Social Security Account Number (SSAN)

(d) Index File: By SSAN;

(e) Turnaround File: By effective date;

(f) SF-50 File: By effective date;

(g) Transaction History File: By date of input to the system or effective date, whichever is later; and

(h) Applicant Data File: By SSAN.

(i) Minority Group Designator File: By SSAN.

(j) Equal Opportunity Program Extract File: By Position Sequence Number (POSNO) within A.I.D.

(k) Automated Mission Staffing Pattern System: by Organization.

A `password’ is assigned to A.I.D. employees who, in the performance of their official duties, must have access to these files. The password is checked by the computer prior to granting access to the files. The computer facility, including the time library, is located in secured premises with combination-lock door, and access is limited to persons of verified identity who require access.

The computerized records are deleted from the files when no longer needed by the system. A copy of the content of all files is made at the end of June and December and is retained for five years, then destroyed.

Chief, Office of Information Resources management, Agency for International Development, 1100 Wilson Boulevard, Rosslyn, Virginia 22209.

For the Minority Group code designator, the Director, Equal Opportunity Programs, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be adressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523

Information Required: Individual’s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual’s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s rules as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same address as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC.

ATTENTION: Executive Secretary--Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities in approving personnel actions and verifying information.

-4 Position Classification Records.

Office of Personnel and Manpower, State Annex 2, 515 22nd Street NW, Washington, DC 20523.

Employees of A.I.D.

Position descriptions, appeals, correspondence relating to position classification, reviews of classifications and the determinations made thereon, and Notifications of Personnel Actions (SF-50’s) relating to the position.

The Foreign Assistance Act of 1961, as amended sec. 621 and the Foreign Service Act of 1946 as amended; 5 U.S.C. 301, 1302, 2951, 4118, 4308, and Executive Orders 10561 and 10987.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copies in file folders.

Name of individual.

Located in metal file cabinets with three-way combination locks in a secure space or secured premises with access limited to those whose official duties require access.

Retained by A.I.D. as long as five years (in case of appeals against position classification actions), then destroyed by shredding.

For Civil Service personnel: Chief, Civil Service Personnel, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

For Foreign Service personnel: Chief, Position Management &Foreign National Branch, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Requests.

The individual concerned and A.I.D. employees acting in their official capacities.

-5 [Reserved]

-6 See OPM/GOVT-5, Recruiting, Examining, Placement and Employee Records.

-7 See OPM/GOVT-2, Employee Performance File System Records.

-8 Personnel Security and Suitability Investigations Records.

Secret.

Records covered by this system are maintained at the following location: USAID Office of Security, 1300 Pennsylvania Avenue, Washington, DC 20523.

Categories of individuals maintained in this system are: current and former USAID employees; contractor personnel (Personal Service Contractors and Institutional Contractors); applicants for employment; persons and entities performing business with USAID to include consultants, volunteers, grantees and recipients; individuals employed from other Federal Agencies through a detail, Participating Agency Service Agreement, Resources Support Services Agreement, or the Interagency Personnel Act; paid and unpaid interns; and visitors requiring access to USAID facilities; and the U.S. Citizen and/or non-U.S. Citizen spouse, intended spouse, family members, and/or cohabitants of the above listed individuals.

Categories of records maintained in this system are: name; address; date of birth; social security number (or other identifying number); citizenship status; information regarding an individual’s character, conduct and behavior in the community where they presently live and/or previously lived; arrests and/or convictions; medical records; educational institutions attended; employment records; reports from interviews and other inquiries; electronic communication cables; facility access authorizations/restrictions; photographs; fingerprints; financial records including credit reports; previous clearances levels granted; resulting clearance levels; documentation of release of security files; request for special access; records of infractions; and records of facility accesses and credentials issued.

Executive Order 10450: Security requirements for Government Employment; Homeland Security Presidential Directive 12 (HSPD-12): Policy for a Common Identification Standard for Federal Employees and Contractors; Executive Order 12968: Access to Classified Information, Executive Order 12333: United States Intelligence Activities, Executive Order 13381: Strengthening Processes Relating to Determining Eligibility for Access to Classified National Security Information, and the Intelligence Reform and Terrorism Prevention Act of 2004 (Public Law 108-458).

The Office of Security gathers information in order to create investigative records which are used for processing personal security background investigations to determine eligibility to be awarded a federal security clearance, suitability determination for federal employment, access to federally owned/controlled facilities and access to federally owned/controlled information systems.

In addition to USAID’s Statement of General Routine Uses, the Office of Security may disclose information in this system as follows:

(1) To consumer reporting agencies in order to obtain consumer credit reports,

(2) To federal, international, state, and local law enforcement agencies, U.S. Government Agencies, courts, the Department of State, Foreign Governments, to the extent necessary to further the purposes of an investigation,

(3) Results of the investigation may be disclosed to the Department of State or other Federal Agencies for the purposes of granting physical and/or logical access to federally owned or controlled facilities and/or information systems in accordance with the requirements set forth in HSPD-12.

Storage:

Paper copies of information are maintained in file folders and secured using locked cabinets and safes. Electronic copies of information are secured using password protection and role-based protocols.

Records are retrievable by last name, social security number, and/or USAID assigned case number or other unique identifier attributed to the individual.

Records are kept within the Office of Security secured space. Access to this space is controlled by electronic card readers, office personnel to control access, visitor escorts policy and supplemented by an armed response force. Administrative safeguards of records are provided through the use of internal Standard Operating Procedures and routine appraisal reviews of the personnel security and suitability program by the Office of Personnel Management.

Records are retained using the approved National Archives Records Administration, Schedule 18--Security and Protective Services Records.

Director, USAID Office of Security, RRB Suite 2.06A, 1300 Pennsylvania Ave, NW., Washington, DC 20523.

Records in this system are exempt from notification, access, and amendment procedures in accordance with subsection (k)(1) and (5) of the 5 U.S.C. 552a, and 22 CFR 215.14. Individuals wishing to inquire whether this system of records contains information about themselves should submit their inquires in writing to the USAID Chief Privacy Officer, 1300 Pennsylvania Avenue, NW., Room 2.12-003, Washington, DC 20523.

The request must be in writing and include the requestor’s full name, date of birth, social security number (or other government-issued identity number) and current address. In addition, requestors must also reasonably specify the record contents being sought.

Individuals wishing to request access to a non-exempt record must submit the request in writing according to the "Notification Procedures" above. An individual wishing to request access to records in person must provide identity documents, such as a government-issued photo ID, sufficient to satisfy the custodian of the records that the requester is entitled to access.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought. Requests must follow the "Notification Procedures" above.

Information in this system is obtained from the individual on whom it applies; independent sources such as other government agencies, state/local government; law enforcement agencies; credit bureaus; medical providers; educational institutions; private organizations; information provided by personal references; and through source interviews.

Under the specific authority provided by subsection (k)(1), (3), and (5) of 5 U.S.C. 552a, USAID has promulgated rules specified in 22 CFR 215.14, that exempts this system from notice, access, and amendment requirements of 5 U.S.C. 552a, subsections (c)(3), (d); (e)(1); (e)(4); (G); (H); (I); and (f). The reasons for these exemptions are to maintain confidentiality of sources, National Security, and to prevent frustration of the federal investigative process.

-9 Criminal Law Enforcement Records System.

Sensitive but Unclassified (SBU).

USAID, Office of Inspector General, 1300 Pennsylvania Avenue, NW., Washington DC 20523; USAID, Office of Inspector General, Regional Offices; and investigative site(s) used in the course of OIG investigation(s).

In connection with its investigative duties, OIG maintains records in its Criminal Law Enforcement Records System on the following categories of individuals insofar as they are relevant to any investigation or preliminary inquiry undertaken to determine whether to commence an investigation: complainants; witnesses; confidential and non-confidential informants; contractors; subcontractors; recipients of federal assistance or funds and their contractors/subcontractors and employees; individuals threatening USAID employees or the USAID Administrator; current, former, and prospective employees of USAID; alleged violators of USAID rules and regulations; union officials; individuals investigated and/or interviewed; persons suspected of violations of administrative, civil, and/or criminal provisions; grantees; sub-grantees; lessees; licensees; and other persons engaged in official business with USAID.

The system contains investigative reports and materials gathered or created with regard to investigations of administrative, civil, and criminal matters by OIG and other Federal, State, local, tribal, territorial, or foreign regulatory or law enforcement agencies. Categories of records may include: complaints; requests to investigate; information contained in criminal, civil, or administrative referrals; statements from subjects, targets, and/or witnesses; affidavits, transcripts, police reports, photographs, and/or documents relative to a subject’s prior criminal record; medical records, accident reports, materials and intelligence information from other governmental investigatory or law enforcement organizations; information relative to the status of a particular complaint or investigation, including any determination relative to criminal prosecution, civil, or administrative action; general case management documentation; subpoenas and evidence obtained in response to subpoenas; evidence logs; pen registers; correspondence; records of seized property; reports of laboratory examination; reports of investigation; and other data or evidence collected or generated by OIG’s Office of Investigations during the course of conducting its official duties.

The Inspector General Act of 1978, 5 U.S.C. App. 3, as amended.

The records contained in this system are used by OIG to carry out its statutory responsibilities under the Inspector General Act of 1978, as amended, to conduct and supervise investigations relating to programs and operations of USAID; to promote economy, efficiency, and effectiveness in the administration of such programs and operations; and to prevent and detect fraud, waste, and abuse in such programs and operations. The records are used in the course of investigating individuals and entities suspected of having committed illegal or unethical acts, and in conducting related criminal prosecutions, civil proceedings, and administrative actions.

USAID’s routine uses, see 42 FR 47371 (September 20, 1977) and 59 FR 52954 (October 20, 1994), apply to this system of records. As additional routine uses for this records system, USAID/OIG may disclose information in this system as follows:

(a) Disclosure to the Department of Justice (DOJ) or a legal representative designated by a Federal agency in circumstances in which:

(1) USAID or OIG, or any component thereof;

(2) Any employee of USAID or OIG in his or her official capacity;

(3) Any employee of USAID or OIG in his or her individual capacity, where the DOJ has agreed to represent or is considering a request to represent the employee; or

(4) The United States or any of its components is a party to pending or potential litigation or has an interest in such litigation, USAID or OIG will be affected by the litigation, or USAID or OIG determines that the use of such records by the DOJ is relevant and necessary to the litigation; provided, however, that in each case, USAID or OIG determines that disclosure of the records to the DOJ is a use of the information that is compatible with the purpose for which the records were collected.

(b) Disclosure to any source from which additional information is requested in order to obtain information relevant to:

(1) A decision by either USAID or OIG concerning the hiring, assignment, or retention of an individual or other personnel action;

(2) The issuance, renewal, retention, or revocation of a security clearance;

(3) The execution of a security or suitability investigation;

(4) The letting of a contract; or

(5) The issuance, retention, or revocation of a license, grant, award, contract, or other benefit to the extent the information is relevant and necessary to a decision by USAID or OIG on the matter.

(c) Disclosure to a Federal, State, local, foreign, tribal, territorial, or other public authority in response to its request in connection with:

(1) The hiring, assignment, or retention of an individual;

(2) The issuance, renewal, retention, or revocation of a security clearance;

(3) The execution of a security or suitability investigation;

(4) The letting of a contract; or

(5) The issuance, retention, or revocation of a license, grant, award, contract, or other benefit conferred by that entity to the extent that the information is relevant and necessary to the requesting entity’s decision on the matter.

(d) Disclosure in the event that a record, either by itself or in combination with other information, indicates a violation or a potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule, or order issued pursuant thereto; or a violation or potential violation of a contract provision. In these circumstances, the relevant records in the system may be referred, as a routine use, to the appropriate entity, whether Federal, State, tribal, territorial, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, order, or contract.

(e) Disclosure to any source from which additional information is requested, either private or governmental, to the extent necessary to solicit information relevant to any investigation, audit, or evaluation.

(f) Disclosure to a foreign government pursuant to an international treaty, convention, or executive agreement entered into by the United States.

(g) Disclosure to contractors, grantees, consultants, or volunteers performing or working on a contract, service, grant, cooperative agreement, job, or other activity for USAID or OIG, who have a need to access the information in the performance of their duties or activities. When appropriate, recipients will be required to comply with the requirements of the Privacy Act of 1974 as provided in 5 U.S.C. 552a(m).

(h) Disclosure to representatives of the Office of Personnel Management, the Office of Special Counsel, the Merit Systems Protection Board, the Federal Labor Relations Authority, the Equal Employment Opportunity Commission, the Office of Government Ethics, and other Federal agencies in connection with their efforts to carry out their responsibilities to conduct examinations, investigations, and/or settlement efforts, in connection with administrative grievances, complaints, claims, or appeals filed by an employee, and such other functions promulgated in 5 U.S.C. 1205-06.

(i) Disclosure to a grand jury agent pursuant to a Federal or State grand jury subpoena or to a prosecution request that such record be released for the purpose of its introduction to a grand jury.

(j) Disclosure in response to a facially valid subpoena for the record.

(k) Disclosure to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904, 2906.

(l) Disclosure to the Departments of the Treasury and Justice in circumstances in which OIG seeks to obtain, or has in fact obtained, an ex parte court order to obtain tax return information from the Internal Revenue Service.

(m) Disclosure to any Federal official charged with the responsibility to conduct qualitative assessment reviews of internal safeguards and management procedures employed in investigative operations for purposes of reporting to the President and Congress on the activities of OIG as contemplated by the Homeland Security Act of 2002 (Pub. L. No. 107-296; November 25, 2002). This disclosure category includes other Federal offices of inspectors general and members of the President’s Council on Integrity and Efficiency, and officials and administrative staff within their investigative chain of command, as well as authorized officials of DOJ and its component, the Federal Bureau of Investigation.

Disclosure to consumer reporting agencies:

Not applicable.

Storage:

Paper records and all other media (photographs, audio recordings, diskettes, CD’s, etc.) are stored in GSA-approved security containers with combination locks in a secured area. Electronic records are password protected and maintained on a file server in locked facilities that are secured at all times by security systems and video surveillance cameras.

Records are retrieved in a database by name and/or alias, as well as by non-personally identifiable information, such as case number.

Access to paper records is restricted to authorized OIG employees on a need-to-know basis. At all times, paper records are maintained in locked safes in a secured area in offices that are occupied by authorized OIG employees. Access to electronic records is restricted to authorized OIG staff members on a need-to-know basis. Each person granted access to the system must be individually authorized to use the system. Disclosure of records maintained electronically is restricted through the use of passwords. The computer servers in which records are stored are password protected. Passwords are changed on a cyclical basis. The computer servers are located in locked facilities that are secured at all times by security systems and video surveillance cameras. The security systems provide immediate notification of any attempted intrusion to USAID Security personnel. All data exchanged between the servers and individual computers is encrypted. Backup tapes are stored in a locked and controlled room in a secure, off-site location.

Records relating to persons covered by this system are retained for two or five years after the investigation is closed. If an investigation does not involve allegations against a senior level USAID employee, is not of congressional interest, or does not yield a reportable result, the records within the closed case file are maintained for a period of two years from the date of closing by OIG. If the investigation yields a reportable result, has congressional interest, or involves allegations against a senior level USAID employee, the records within the closed case file will be retained for five years from the date of closing by OIG. After the applicable period (two or five years), closed investigative files will be sent from USAID, Office of Inspector General, 1300 Pennsylvania Avenue, NW., Washington, DC 20523, to the Washington National Records Center in Suitland, Maryland, where they will be retained for fifteen years, and subsequently destroyed. Any electronic file that qualifies as a record will be printed out and treated as a hard-copy record for disposition purposes.

Kimberley Bynum, (202-712-4010).

Records in this system are exempt from notification, access, and amendment procedures in accordance with subsections (j) and (k) of 5 U.S.C. 552a, and 22 CFR 215.13 and 215.14. Individuals requesting notification of the existence of records on themselves should send their request to the System Manager (see information above). The request must be in writing and include the requester’s full name, his or her current address, his or her date and place of birth, and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury. Requesters shall also reasonably specify the record contents being sought.

An individual requesting access to records maintained on himself or herself should address the request to the System Manager as described in "Notification Procedures" above.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought. Requests should be addressed to the System Manager as described in "Notification Procedures" above.

OIG collects information from a wide variety of sources, including information from USAID and other Federal, State, and local agencies, subjects, witnesses, complainants, confidential and/or non-confidential sources, and other nongovernmental entities.

Under the specific authority provided by subsection (j)(2) of 5 U.S.C. 552a, USAID has adopted regulations, 22 CFR 215.13 and 215.14, which exempt this system from the notice, access, and amendment requirements of 5 U.S.C. 552a, except subsections (b); (c)(1) and (2); (e)(4)(A) through (F); (e)(6), (7), (9), (10), and (11); and (i). If the provision found at subsection (j)(2) of 5 U.S.C. 552a is held to be invalid, then, under subsections (k)(1) and (2) of 5 U.S.C. 552a, this system is determined to be exempt from the provisions of subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), and (I); and (f) of 5 U.S.C. 552a. See 57 FR 38276, 38280-81 (August 24, 1992). The reasons for adoption of 22 CFR 215.13 and 215.14 are to protect the materials required by Executive order to be kept secret in the interest of national defense of foreign policy, to maintain the integrity of the law enforcement process, to ensure the proper functioning and integrity of law enforcement activities, to prevent disclosures of investigative techniques, to maintain the ability to obtain necessary information, to prevent subjects of investigation from frustrating the investigatory process, to avoid premature disclosure of the knowledge of criminal activity and the evidentiary bases of possible enforcement actions, to fulfill commitments made to sources to protect their identities and the confidentiality of information, and to avoid endangering these sources and law enforcement personnel.

-10 Employee Relations Records.

Confidential.

a. For active records: Employee Relations Branch, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

b. For retired records: Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

Any A.I.D. employee or employee of another Federal Agency assigned to A.I.D. under a Participating Agency Service Agreement who has filed a complaint, grievance or appeal; has been the subject of an alimony or child support claim; has been listed as a prisoner of war or missing in action (POW/MIA); or has a medical problem affecting his employment.

Correspondence and indexes covering complaints, grievances, appeals, life insurance, health insurance, occupational health, workers’ compensation, but not including those records belonging to the Department of Labor; alimony and child support, employee medical problems (but not including medical records maintained by the Office of the Medical Director, Department of State) and material relating to POW/MIA’s.

Foreign Assistance Act of 1961, as amended, especially secs. 621 and 625; Foreign Service Act of 1946, as amended; Executive Order 10450 as amended August 5, 1954; 5 U.S.C. 301, 7301, 7531, 7532, 7533; sec. 914 of Pub.L. 92-255; and sec. 201 of Pub.L. 91-616.

To a duly appointed Hearing Examiner or Arbitrator for the purpose of conducting a hearing in connection with an employee’s appeal involving a grievance.

To a union representative for the purpose of representing an employee in order to protect the employee rights negotiated under the union agreement.

To the Office of Personnel Management for the purpose of determining if the Agency’s course of action is correct.

To a health or life insurance carrier for the purpose of determining the status of benefits paid or owed by or to an employee pursuant to a health or life insurance compensation agreement.

To hospitals, clinics, and other medical treatment facilities upon their request in order to provide information about health insurance under the Federal Employees Group Health Insurance Program.

Storage:

Paper records in file folders.

By employee name.

Located in metal file cabinets with three-way combination lock in secured premises with access limited to those whose official duties require access.

Workers’ compensation files are retired to Federal Records Center, St. Louis, Missouri, for permanent retention after resolution of case. Alcohol and drug abuse files are destroyed by burning one to three years after separation of employee. POW/MIA files are retained indefinitely. All other records are destroyed by burning one to two years after resolution of a problem or final decision on a pending matter.

Chief, Employee Relations Branch, at the location shown in the Systems Location Section above.

Pursuant to 5 U.S.C. 552a(k)(5), all investigatory material in the record which meets the criteria of these subsections is exempted from the notice, access and contest requirements of sections (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f) 5 U.S.C. 552a in order to fulfill commitments made to protect the confidentiality of sources, and to maintain access to sources of information which are necessary to determine suitability for employment. See Agency Regulations published in this issue of the Federal Register.

-11 Deleted, See OPM/GOVT-3, Adverse Actions and Actions Based on Unacceptable Performance.

-12 Deleted, See OPM/GOVT-1, General Personnel Records.

-13 Deleted, See OPM/GOVT-1, General Personnel Records.

-14 Deleted, See OPM/GOVT-2, Employee Performance File System Records.

-15 Employees Payroll Records.

a. Office of Information Resource Management, Agency for International Development, 1100 Wilson Boulevard, Rossyln, Virginia 22209.

b. For employee case file--Employee Services Division, Office of the Controller, Agency for International Development, 1975 Florida Avenue, Washington, DC.

c. For alimony and child support garnishment file - Employee Relations Branch, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

d. For retired files - Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

A.I.D. employees including: Direct-hire employees assigned to positions in the United States, U.S. citizen direct-hire employees assigned to positions overseas, personal services contractors, other contract employees; and employees of Federal, state, or local government agencies assigned to A.I.D.

This system consists of five files, three of which are computerized records maintained on magnetic discs and magnetic tapes. The other two are manual files maintained in filing cabinets. These files are described below.

a. Employee Case File - this manual file contains copies of SF-50’s, withholding statements, bond allotment slips, health benefits forms, life insurance forms, retirement forms and other papers concerning payroll matters.

b. New American Payroll System Automated Master Employee File this is an automated file. Individual records contain the following types of information; name, Social Security account number, country post, union indicator, timekeeper code, W-2 mail indicator, retirement system federal government life insurance, health benefits, birth date, a wide variety of dates including those that indicate suspense actions which are due at a future date, and other dates for the use of financial managers such as limited appointment expiration date, effective date of pay change; allowances, deductions, hours worked, leave severance pay, and federal and state income tax.

c. Payroll History File - this file is an automated file. Individual records contain Social Security account number, current pay, year to date pay, tax status, allotments, bonds, time and attendance, retirement, insurance and other pay data.

d. Address File - This is an automated file. Individual records contain address records for bonds, allotment, paychecks; W-2 mailing address, agency, Social Security account number, bond number, checkline code and financial organization.

e. Alimony and Child Support Garnishment File - this is a manual file which contains court judgment and writ and other legal orders concerning alimony and/or child support payments.

Foreign Assistance Act of 1961 (as amended) 621(a), 625, 636(b), (c); Chapter 51 title 5 U.S.C.; Executive Order 10927; Pub.L. 93-647; Foreign Service Act of 1946, as amended; and Social Security Act (42 U.S.C. 659).

To Treasury Department for payroll purposes.

To Treasury Department for issuance of savings bonds.

To Office of Personnel Management for retirement, health and life insurance purposes.

To the Social Security Administration for Federal Insurance Compensation Act purposes.

To the Internal Revenue Service for taxable earnings and withholding purposes.

To the Combined Federal Campaign for charitable contribution purposes.

To American Federation of Government Employees for union dues.

To American Foreign Service Association for union dues.

To the States of California, New York, Pennsylvania, Maryland, Virginia, and the District of Columbia, under agreements entered into by the Secretary of the Treasury, wage and tax information consisting of name, address, social security number, wages (as defined in Section 3401(a) of the Internal Revenue Code, 26 U.S.C. 3401(a)), and tax withheld, if any. This data is provided generally with respect to employees of the Agency who are employed in the State and subject to the tax (whether or not tax is withheld); or, who have opted for voluntary withholding for their taxing jurisdiction.

To the Internal Revenue Service for audit and inspection and investigation purposes.

To the Department of Health and Human Services for microfilming and producing microfiche.

To the Chesapeake and Potomac Telephone Company (a contractor) and its employees for the purpose of telecommunications transmission of data between the central computer facility and the remote terminal.

To the Department of State for retirement and microfilming purposes.

To judgment holder for the purposes of garnishment for the payment of alimony or child support.

To a duly appointed hearing examiner or abritrator (an employee of another federal agency) for the purpose of conducting a hearing in connection with an employee’s appeal involving disclosures of records of A.I.D. financial systems.

To an arbitrator who is given a contract pursuant to a negotiated labor agreement to hear an employee’s grievance involving disclosure of records of the financial management system.

To the Civil Service Commission concerning pay, benefits, retirement deductions, and other information necessary for the Commission to carry out its Government-wide personnel management functions.

Storage:

Automated records are stored on magnetic disc and/or magnetic tape. The manual files contain microfilm, microfiche, printed forms, punched cards, and correspondence.

The five files described above are indexed in the following manner; a. Employee Case File - By name of employee.

b. New American Payroll System Automated Master Employee File - by Social Security account number.

c. Payroll History File - by Agency (A.I.D. and O.P.I.C.) and Social Security account number.

d. Address File - by Social Security account number.

e. Alimony and Child Support Garnishment File - by name.

For the automated system, a `password’ is assigned to A.I.D. employees who in the performance of their official duties, must have access to these files. For the manual files they are located in metal file cabinets with three-way combination locks or in secured premises with access limited to those whose official duties require access. The computer facility, including the tape library, is located in secured premises with combination-lock door and, access is limited to persons of verified identity who require access.

a. The Employee Case Files are maintained for ten years after the date of an employee’s separation. The file is transferred to the Washington National Records Center one year after audit.

b. The new American Payroll System Automated Master Employee File is maintained for a two-week period; then it is updated by writing over the old record. This automated record duplicates the information in the employee case file.

c. The Payroll History File is maintained for five years; then it is written over.

d. The Address File is updated periodically as needed and the old version is written over.

e. The Alimony and Child Support Garnishment File is maintained in the office for a period of seven years after an employee is transferred or separated.

For Alimony and Child Support Garnishment File: Chief, Employee Relations Branch, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

For all other files: Assistant Controller, Employee Services Division, Financial Management, Agency for International Development, 1975 Florida Avenue, Washington, DC.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities.

-16 Attendance and Leave Reporting Records.

Central records located in Office of Financial Management, Agency for International Development, 1975 Florida Avenue, NW, Washington, DC. Timekeeper’s records are kept by the employing Washington office and offices abroad. See appendix A for a listing of these locations.

Employees of A.I.D. and Personal Service Contractors.

Central Records (Employee Payroll File) and Timekeepers Records contain various combinations of the following: Time and attendance cards, leave requests forms, correspondence and memorandums on leave, payroll deductions for savings bonds and allotments to various institutions and correspondence on reimbursements.

Title 5, U.S.C. 1302, 2951, 4118, 4308 and sections 112 (a) and 113 of the Budget and Accounting Procedures Act of 1950, and Title 6, GAO Policies and Procedures Manual.

To the Office of Personnel Management concerning pay, benefits, retirement deductions, and other information necessary for the Commission to carry out its Government-wide personnel management functions.

Storage:

Paper copy in file folders.

By name of individual and Social Security number.

Located in metal file cabinets with three-way combination locks in a secure space or secured premises with access limited to those whose official duties require access.

Destroyed after 5 years by burning or shredding.

Assistant Controller, Employees Services Division, at the location shown in System Location Section above.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523.

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A.

Information required: Individual’s name, place and date of birth. The determination as to the existence of a record will be facilitated by the provision of the individual’s Social Security number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary - Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention: Executive Secretary, Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities.

-17 Employee-Owned or -Leased Property Records.

Records are located at various overseas offices listed in appendix A.

U.S. Government employees and contract employees of A.I.D.

Records on leasing living quarters whose rent and utility costs are reimbursed wholly or in part by A.I.D. and personally-owned vehicles and other property at post. Records contain a description of such property, and how property is disposed of at post.

Foreign Assistance Act of 1961r as amended, section 636; Foreign Service Act of 1946 as amended.

To the Department of State for the issuance of licenses and establishing of duty free status of A.I.D. personnel.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copy in file folders.

By name of individual.

Located in metal file cabinets with three-way combination locks in secured premises with access limited to those whose official duties require access.

After employee leaves post, records on owned property are retained for four years and on leased property for two years, then destroyed.

Director, Office of Management Operations, 320 21st Street NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 1601 North Kent Street, Arlington, Virginia.

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary - Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention: Executive Secretary - Privacy Review Request.

U.S. Government employees, local and contract employees of A.I.D. and American Embassy personnel.

-18 Employee Use of Property Owned or Leased by the U.S. Government Records.

Records are located at Agency Washington headquarters and at offices abroad. See Appendix A for actual location of those offices.

U.S. Government employees, contract employees of A.I.D., and guests at A.I.D.-operated staff or guest houses.

Records pertaining to the occupancy or use of property owned or leased by the U.S. Government, and to facilities and/or services provided such as: Government-leased housing; government-owned furniture, appliances and furnishings; U.S. Government property in custody used for official purposes; government-owned vehicles used for official or unofficial purposes; parking permits; government-purchased publications; long-distance telephone calls made from A.I.D facilities; U.S. Government vehicle repair facilities; commissary, liquor, and post exchange purchases; gasoline purchased from or through post exchange purchases; gasoline purchased from or through an A.I.D. overseas post; government-furnished housing maintenance and repair services; and A.I.D. staff or guest house facilities.

Foreign Assistance Act of 1961 as amended, section 621, 635; Foreign Service Act of 1946 as amended.

Storage:

Paper copy in file folders, and card index file.

By name of individual.

Located in metal file cabinets with three-way combination locks in secured premises with access limited to those whose official duties require access.

Records on the issuance of U.S. Government property are destroyed three years after the property is turned in or otherwise accounted for. Individual trip tickets reflecting official and unofficial use of vehicles are destroyed 6 months after the end of the fiscal year. Maintenance and repair records and related papers pertaining to the maintenance and repair of individual residential units occupied by individuals at overseas posts are destroyed at the end of 4 years. Destruction is by shredding or burning.

Director, Office of Managment Operations, Agency for International Development, 320 21st Street, NW, Washington, DC.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523.

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Request.

U.S. Government employees, local and contract employees of A.I.D., and personnel of the Department of State.

-19 Travel and Transportation Records.

Central records located in A.I.D. Washington Headquarters. Decentralized records maintained in various Washington offices and offices abroad having responsibilities for initiating requests for travel or transportation of things. Travel Advance Control History File for Automated Files: Office of Data Management, 1875 Connecticut Avenue, NW, Washington, DC. Travel Advance, Employee Case File: Employee Services Division, Office of the Controller, 1875 Connecticut Avenue, NW, Washington, DC. See appendix A for actual location of these offices.

A.I.D. employees and their dependents, individuals whose travel is sponsored or paid for by A.I.D., and visitors to A.I.D. offices abroad.

a. Central Records: Travel authorizations; itineraries; government bills of lading; government transportation requests; card file pertaining to passports, travel and shipment of effects; and correspondence.

b. Decentralized Records: Copies of documents maintained in the central records; export/import permits; baggage declarations; customs declarations; passports and records of applications for visas; travel advance requests; arrival and departure notices; record of clearances prior to departure from post abroad; packing lists and information on meetings abroad including meeting schedules and biographical sketch of attendees.

c. Travel Advance, Employee Case File: A manual file containing copies of travel authorizations and related paid vouchers and correspondence.

d. Travel Advance Control History File: Automated file containing name, social security account number, appropriation code, date issued, advance issued and advance outstanding.

Foreign Assistance Act of 1961 as amended, esp. section 621, 636(a) and (b); Foreign Service Act of 1946 as amended, section 911; and Chapter 57, 5 U.S.C.

To commercial travel, transportation and shipping companies and agents for making travel, transportation and shipping arrangements.

To U.S. Treasury for payment of bills and vouchers.

To U.S. Dispatch Agents to arrange shipment and clearance of effects.

Storage:

Paper copy in file folder.

Individual’s name or other personal identifier.

Biographic information and passports kept in metal cabinets with three way combination lock. Other records kept in areas with access limited to those whose official duties require access.

Retained for four years and then destroyed by shredding or burning.

a. Central Records: Director, Office of Management Operations, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

b. Decentralized Records: Administrative and Executive officers and office supervisors in A.I.D. Washington offices and offices abroad. See Appendix A for actual location of offices.

c. Travel Advance, Employee Case File: Chief, Central Accounts Division, Office of the Controller, 1875 Conneticut Avenue, NW, Washington, DC.

d. Travel Advance Control History File: Chief, Information Management Division, Office of Data Management, 1875 Connecticut Avenue, NW, Washington, DC.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523.

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention. Executive Secretary--Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities.

-20 Claims Records.

a. Central Records:

Office of Personnel and Manpower, Agency for International Development, 1601 Kent Street, Arlington, Virginia for allowance claims and health benefit claims.

Office of the General Counsel, Agency for International Development, 320 21st Street, NW, Washington, DC, for tort claims.

Office of Management Operations, Agency for International Development, 320 21st Street, NW, Washington, DC 20523 for claims involving loss of private personal property.

Office of Financial Management, Agency for International Development, 1975 Florida Avenue, NW, Washington, DC, for all other claims.

b. Decentralized records maintained in various Washington offices and offices abroad having responsibilities for initiating requests for claims activity. See Appendix A for actual location of these offices.

Employees who have filed claims against the Agency and employees against whom the Agency has filed a claim.

a. Central Records: Documentation of claims, voucher disallowances, duplicate payment, and bills for collection.

b. Decentralized Records: Copies of documents maintained in the central records, legal reviews and opinions, and referrals to G.A.O.

Foreign Assistance Act of 1961 as amended, section 621; Foreign Service Act of 1946, as amended; Federal Tort Claims Act and G.A.O. Policy and Procedures Manual.

To U.S. Treasury for payment.

To U.S. Despatch Agents to verify movement of persons and things and costs thereof.

To Office of Operations, Department of State, for review and initial adjudication of private personal property claims.

To the State - A.I.D. - U.S.I.A. Joint Survey Board for review of claims arising from evacuation.

To commercial travel, transportation, and shipping companies and agents to verify actual costs of services;

To the Office of the Director of Medical Services, Department of State to determine validity of medical claims.

Storage:

Paper copy in file folders.

By name of individual or other personal identifier.

Located in metal file cabinets with three-way combination locks in secured premises with access limited to those whose official duties require access.

Retained for seven years and then destroyed by shredding or burning.

a. Central Records:

For Allowance Claims: Chief, Foreign Service Technical and Staff Support Branch, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

For Health Benefit Claims: Chief, Employee Relations Branch, Agency for International Development, 515 22nd Street, NW, Washington, DC 20523.

For Tort Claims: Deputy General Counsel, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

For Private Personal Property Claims: Office of Management Operations, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

For Uncollectable Claims: Assistant Controller, Central Accounting Division, Office of Financial Management, Agency for International Development, 1975 Florida Avenue, Washington, DC.

b. Decentralized Records: Administrative and Executive Officers in A.I.D. Washington and offices abroad. See appendix A for actual location of office.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC. 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523.

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s rules as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary--Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention: Executive Secretary--Privacy Review Request.

The individual concerned and A.I.D. employees acting in their official capacities.

-21 Public Information Records.

a. Principal files are maintained in the Office of Public Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523.

Employees of A.I.D., Members of Congress, individuals associated with foreign economic assistance, and individuals requesting information under the Freedom of Information and Privacy Acts.

Biographical information on Members of Congress, individuals officials within the agency. Biographical information on employees who serve as public speakers, press releases, news clippings, photographs, requests for access to A.I.D. records under the Freedom of Information and Privacy Acts, and related correspondence.

Foreign Assistance Act of 1961 as amended, especially sections 621, 634(b); Pub. L. 93-502; 5 U.S.C. 301; and the Freedom of Information Act (5 U.S.C. 552).

The Administrator and Deputy Administrator for personal contacts.

Persons or organizations requesting A.I.D. to make available an employee to speak in public on A.I.D. activities are provided a biographical sketch of the speaker in order to select and introduce the speaker.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, Members of Congress, and individuals’ medical advisers for the purposes set forth in the Statement of General Routine Uses immediately preceding these specific notices of systems of records.

Storage:

Paper copies and photographs in file folders. Automated records on magnetic discs and permanently on line at the computer center.

By name of individual.

Located in metal file cabinets with three-way combination lock in a secure space or secured premises with access limited to those whose official duties require access. The Resource Allocation Control Facility, in use on our computer system, lessens the potential for unauthorized use.

Destroyed after five years by burning. Computerized records are deleted from the system when no longer needed for daily operations.

Director, Office of Public Affairs, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to: Director, Office of Public Affairs, Attn: Privacy Liaison Officer, Agency for International Development, 320 21st Street NW, Washington, DC 20523, or presented in person at 320 21st Street NW, Washington, DC 20523.

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to 22 CFR 215.4 (c) or (d).

Written requests from individuals to amend their record should be mailed or presented in person to the same address as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to: Administrator, Agency for International Development, 320 21st Street NW, Washington, DC 20523, Attention: Executive Secretary--Privacy Review Request.

Both the envelope and the letter should be clearly marked Attention: Executive Secretary, Privacy Review Request.

Members of Congress, employees, public media information, A.I.D. records, and individuals requesting access to records under the Freedom of Information and Privacy Acts.

-22 Congressional Relations, Inquiries, and Travel Records.

a. Principal files are maintained in the Office of Legislative Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523

b. Records of Congressional inquiries concerning employees of and applicants for employment with the Office of the General Counsel are maintained in the Office of the General Counsel, A.I.D., 320 21st Street, NW, Washington, DC 20523.

c. Related files are maintained in certain areas of the field offices listed at Appendix A.

d. Retired files are maintained in the Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

Members of Congress, members of their personal staffs and of Congressional Committee staffs; employees of A.I.D. or applicants for employment who are or have been the subject of Congressional inquiries and recommendations.

Congressional correspondence and memoranda of Congressional telephone calls covering (1) requests for information and assistance on matters related to foreign assistance; (2) requests for assistance from the Agency in arranging official travel overseas by Members of Congress, their staffs or committee staffs to inspect and observe foreign assistance programs abroad, and (3) inquiries about A.I.D. employees and recommendations concerning employees or applicants for employment. Also includes information about individual members of Congress derived from public media sources, including biographic records, and extracts from the Congressional Record.

Foreign Assistance Act of 1961 as amended, especially section 634(b); 5 U.S.C. 301; 44 U.S.C., Chapters 31 and 33.

Storage:

Paper copy in file folders. Automated records on magnetic discs and permanently on line at the computer center.

By name of Congressman. Access will be limited to individuals with a need to know and have the proper password.

Except for material completely in the public domain, located in a secure space or secured premises with access limited to those whose official duties require the information. The Resources Allocation Control Facility, in use on our computer system, lessens the potential for unauthorized use.

Except for correspondence involving matters of policy, records are destroyed by burning after no more than 15 years; files related to individual Congressmen are retired at the end of each session of Congress. Records involving policy matters are retained permanently in archival files. The computerized records are deleted from the system when no longer needed for daily operations.

a. For records maintained at Location (a): Director for Legislative Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523.

b. For records maintained at Location (b): Office of the General Counsel, A.I.D., 320 21st Street, NW, Washington, DC 20523.

c. For records maintained at Location (c): Executive Office of the appropriate A.I.D. office listed at appendix A.

Requests by individuals concerning the existence of a record may be addressed to: Director, Office of Public Affairs, Attn.: Privacy Liaison Officer, Agency for International Development, 320 21st Street NW, Washington, DC 20523, or presented in person at 320 21st Street, NW, Washington, DC 20523.

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A.

Information Required: Individual’s name. For records of Congressional correspondence, include name of Congressman and appropriate session of Congress. The determination as to the existence of a record will be facilitated by the provision of the individual’s Social Security Account Number and dates and places of service.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4 (c) or (d) of the Agency’s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in persons the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to: Administrator, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

Attention: Executive Secretary--Privacy Review Request. Both the envelope and the letter should be clearly marked Attention: Executive Secretary, Privacy Review Request.

Members of Congress and their staffs; Congressional Committee Members; A.I.D. employees; Congressional Directory, Congressional Quarterly, and Congressional Record; newspapers, magazines, and other public media.

-23 Employees Equal Employment Opportunity Complaint Investigative Records.

Confidential.

Files are maintained in the Office of Equal Opportunity, Agency for International Development, 320 21st Street NW, Washington, DC.

Retired Files, Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

Employees of A.I.D. who have filed a discrimination complaint.

Employee’s name, hearing transcripts, depositions, witness statements, salary, grade, supervisor’s evaluation, biographic data.

Executive Order 11478 of Aug. 8, 1969; and Federal Personnel Manual Chapter 713.

To the Civil Service Commission for the purposes of compiling statistics on employees.

Storage:

Paper copy in file folders.

By name of individual.

Located in metal file cabinets with three-way combination lock in secured premises with access limited to those whose official duties require access.

Records are retained for three years after the closing of a case and are then retired to the Washington National Records Center for 10 years after termination of employee or 20 years after last entry in file.

Director, Equal Opportunity Programs at the location shown in System Location Section above.

Pursuant to 5 U.S.C. 552a (k)(5), all investigatory material in the record which meets the criteria of 5 U.S.C. 552a (k)(5) is exempted from the notice, access, and contest requirements of Sections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I) and (f) of 5 U.S.C. 552a in order to fulfill commitments made to protect the confidentiality of sources. See Agency Regulations published in this issue of the Federal Register.

-24 Deleted, See OPM/GOVT-1, General Personnel Records.

-25 Privacy Act Implementation Records.

Office of Personnel and Manpower, Personnel Services Division, 515 22nd Street NW, Washington, DC 20523.

Individuals, U.S. Federal and local governments, and Members and Committees of Congress.

Correspondence and other documents related to requests for information about the existence of records, requests for access to information, requests for amendments to records, and requests for review of refusals to amend records.

Privacy Act of 1974 (Pub.L. 93-579), sec. 552a (c), (e), (f), and (p); and 5 U.S.C. 301.

To law enforcement agencies, U.S. Government agencies, courts, the Department of State, foreign governments and international agencies, and Members of Congress, for the purposes set forth in the Statement of General Routine Uses immediately proceding these specific notices of systems of records.

Storage:

Paper copy in file folders.

By name of individual.

Maintained in metal containers with three-way combination locks and accessible only to authorized personnel with a need for the information in the performance of their official duties.

Records are retained for one year and then retired to the Washington National Records Center for ten years before destruction.

Privacy Liaison Officer, Office of Personnel and Manpower, Agency for International Development, 515 22nd Street NW, Washington, DC 20523.

Requests by individuals concerning the existence of a record may be addressed to:

Director

Office of Personnel and Manpower (SER/PM)

Attn: Privacy Liaison Officer

Agency for International Development

320 21st Street, NW

Washington, DC 20523

or presented in person at State Annex 2, 515 22nd Street NW, Washington, DC 20523.

For offices abroad, to the Privacy Liaison Officer at the applicable address in appendix A.

Requests from individuals should be addressed or presented in person to the same addresses as stated in the Notification Section above.

Requests should be accompanied by information sufficient to identify the individual pursuant to § 215.4(c) or (d) of the Agency’s Regulations as published in this issue of the Federal Register.

Written requests from individuals to amend their record should be mailed or presented in person to the same addresses as stated in the Notification Section above.

Requests for review of a refusal to amend a record should be made in writing and mailed or delivered to:

Administrator

Agency for International Development

320 21st Street, NW

Washington, DC 20523

ATTENTION: Executive Secretary - Privacy Review Request.I20Both the envelope and the letter should be clearly marked Attention, Executive Secretary-Privacy Review Request.

Individuals and Agency employees acting in their official capacities.

-26 Litigation Records.

Secret.

a. Active files are maintained at the Office of the General Counsel, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.

b. Retired records are maintained at the Washington National Records Center, 4205 Suitland Road, Suitland, Maryland.

Foreign Service employees, Civil Service employees, personal services contractors, former employees, and members of the public.

Correspondence and other documents relating to disputed contracts, and tort claims against the Agency, and other claims and actions against the Agency.

Foreign Assistance Act of 1961, as amended; Foreign Service Act of 1946, as amended; Tort Claims Act.

Storage:

Paper copy in file folders.

By name of employee and calendar year.

Maintained in combination vault insulated against fire and located in secure premises with access limited to those whose official duties require access.

Maintained for two years following settlement of case and then retired to Washington National Records Center for five years prior to destruction.

Assistant General Counsel for Management and Aministration, Office of the General Counsel, Agency for International Development, 320 21st Street, Washington, DC 20523.

This system is exempt under 5 U.S.C. 552a (k)(1), (k)(2), and (k)(5) from the notice, access, and contest requirements of sections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I) and (f) of 5 U.S.C. 552a. These exemptions are claimed to protect the materials required by Executive Order to be kept secret in the interest of national defense or foreign policy, to prevent subjects of investigation from frustrating the investigatory process, to insure the proper functioning and integrity of law enforcement activities, to prevent disclosure of investigative techniques, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, and to avoid endangering these sources. See Agency Regulations published in this issue of the Federal Register.

-027 Partner Vetting System (PVS).

Classified and Sensitive but Unclassified.

The United States Agency for International Development (USAID), Office of Security, 1300 Pennsylvania Avenue, Washington, DC 20523, and any relevant location(s) where USAID has a program.

a. Individuals who are directors, officers, or are otherwise employed by either for-profit or non-profit non-governmental organizations who apply for USAID contracts, grants, cooperative agreements or other types of instruments;

b. Individuals who apply for personal services contracts or for other contracts, grants, or cooperative agreements;

c. Individuals or organizations who attempt to obtain other USAID assistance or benefits; and

d. Individuals who are officers or other officials of non-profit, non-governmental organizations who apply for registration with USAID as Private and Voluntary Organizations (PVOs).

Sensitive but Unclassified and non-exempt identifying information in this system includes, but is not limited to:

a. Full name (including any aliases or variations of spelling),

b. Date and place of birth,

c. Government-issued identification information (including, but not limited to, social security number, passport number, or other numbers originated by a government that specifically identifies an individual),

d. Current mailing address,

e. Telephone and fax numbers,

f. Email addresses,

g. Country of origin and/or nationality,

h. Citizenship,

i. Gender, and

j. Profession or other employment data.

Classified and exempt information in this system includes, but is not limited to:

a. Results generated from the screening of individuals covered by this notice;

b. Intelligence and law enforcement information related to national security; and

c. National security vetting and terrorism screening information, provided to USAID by other agencies.

18 U.S.C. 2339A, 2339B and 2339C; 22 U.S.C. 2151 et seq.; Section 559 of the FY06 Foreign Operations Appropriations Act; Executive Orders 13224, 13099 and 12947; and HSPD-6.

To support the vetting of directors, officers, or other employees of non-governmental organizations who apply for USAID contracts, grants, cooperative agreements or other funding or who apply for registration with USAID as Private and Voluntary Organizations. The information collected from these individuals is specifically used to conduct screening to ensure that USAID funds and USAID-funded activities are not purposefully or inadvertently used to provide support to entities or individuals deemed to be a risk to national security.

USAID may disclose relevant system records in accordance with any current and future blanket routine uses established for its record systems. See the Statement of General Routine Uses (and amendments), 42 FR 47371 (September 20, 1977); 59 FR 52954 (October 20, 1994); 59 FR 62747 (December 6, 1994). Routine uses are not meant to be mutually exclusive and may overlap in some cases.

Disclosure to consumer reporting agencies:

None.

Storage:

Records in this system are stored in both paper and electronic format. Paper records are maintained by the USAID regional offices when the information cannot be collected electronically. Electronic storage is on servers (hard disk media) and magnetic tapes (or other backup media), stored within a secure location within the USAID Washington headquarters.

Records in this system are retrieved by individual name, date of birth, place of birth, social security numbers, passport numbers or other identifying data specified under Categories of Records in the System.

USAID maintains all classified records in an authorized security container with access limited to authorized government personnel and authorized contractors. Physical security protections include guards and locked facilities requiring badges. Only authorized government personnel and authorized contractors can access records within the system. USAID mandates and certifies that physical and technological safeguards appropriate for classified and Sensitive but Unclassified systems are used to protect the records against unauthorized access. All authorized government personnel and authorized contractors with access to the system must hold appropriate security clearance, sign a non-disclosure agreement, and undergo both privacy and security training.

For paper records: Classified and Sensitive but Unclassified records are kept in an approved security container at the USAID Washington headquarters, and at the relevant location(s) where USAID has a program. Access to these records is limited to those authorized government personnel and authorized contractors who have a need for the records in the performance of their official duties.

For electronic records: Records are kept in a secure database in the USAID Washington headquarters. Access to the records is restricted to those authorized government personnel and authorized contractors with a specific role in the vetting process as part of the performance of their official duties. The PVS database is housed on and accessed from a Sensitive but Unclassified computer network. Vetting requests, analyses, and results will be stored separately on a classified computer network. Both computer networks and the PVS database require a user identification name and password and approval from the Office of Security. An audit trail is maintained and periodically reviewed to monitor access to the system. Authorized government personnel and authorized contractors assigned roles in the vetting process are provided role-specific training to ensure that they are knowledgeable in how to protect personally identifiable information.

Records in this system will be retained and disposed of in accordance with a records schedule to be approved by the National Archives and Records Administration.

Coordinator for Counterterrorism, Office of Security, United States Agency for International Development, Ronald Reagan Building, 1300 Pennsylvania Avenue, NW., Washington, DC 20523.

To the extent applicable, because this system contains classified information related to the government’s national security programs, records in this system may be exempt from notification, access, and amendment as permitted by subsection (j) and (k) of the Privacy Act.

United States citizens or legal permanent residents can request access to a non-exempt record pertaining to him/her by sending a request in writing, signed, to the Chief Privacy Officer at the following address: Chief Privacy Officer, United States Agency for International Development, 1300 Pennsylvania Avenue, NW., Office 2.12-003, Washington, DC 20523-2120.

When requesting access to records covered by this Notice, an individual should provide his/her full name, date of birth, and complete address. An individual requesting access to records in person must provide identity documents, such as a government-issued photo ID, sufficient to satisfy the custodian of the records that the requester is entitled to access.

Requesters should also reasonably specify the record contents being sought. Rules regarding access to Privacy Act records appear in 22 CFR Part 215. If additional information or assistance is required, contact: Chief Privacy Officer, United States Agency for International Development, 1300 Pennsylvania Avenue, NW., Office 2.12-003, Washington, DC 20523-2120.

Requests for correction or amendment must identify the information to be changed and the corrective action sought. Requests must be submitted to the Chief Privacy Officer as provided in the record access procedures above.

Information in this system is obtained from the non-governmental organization’s official who is responsible for completing the application package required to compete for USAID funds or who apply for registration with USAID as a Private and Voluntary Organization. In the case of applications by an individual in his/her own capacity, the information will be collected directly from the individual applicant. Information in this system may also be obtained from public sources, agencies conducting national security screening, law enforcement and intelligence agency record systems, and other government databases.

To the extent applicable, records in this system may be exempt from any part of 5 U.S.C. 552a except subsections (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), and (11) if the records in the system are subject to the exemption found in 5 U.S.C. 552a(j). To the extent applicable, records in this system may be exempt from subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f) of 5 U.S.C. 552a if the records in the system are subject to the exemption found in 5 U.S.C. 552a(k). Any other exempt records from other systems of records that are recompiled into this system are also considered exempt to the extent they are claimed as such in the original systems. Rules have been promulgated in accordance with the requirements of 5 U.S.C. 553(b), (c), and (e).

-028 USAID Personnel Locator System.

None.

Records are maintained at USAID, 1300 Pennsylvania Avenue, NW., Ronald Reagan Building Suite 2.12, Washington, DC 20523.

This system contains records of current employees, contractors, consultants, and partners.

This system contains USAID organizational information, emergency contact information and professional biographical information. Categories of records include: full name, title, USAID organizational address, building name, room number, bureau, region, mission, country, office telephone numbers, office fax numbers, office e-mail address, employment mechanism, home address, home phone number, alternate phone number, emergency contact name, emergency contact phone number, emergency contact alternate number, program areas of expertise, foreign language skills, professional affiliations, professional certifications, photograph, regional or country-based experience, operational experience and educational experience.

5 U.S.C. 301.

Records in this system will be used:

(1) To develop and maintain current agency personnel locator and professional directory listings,

(2) To identify and notify individuals employed by USAID when an emergency which occurs after hours requires that he/she report or not report for duty,

(3) To maintain and implement emergency plans, including continuity of operations and facility evacuation plans,

(4) To notify, locate and mobilize individuals as necessary during emergency or other threatening situations,

(5) To notify the designated emergency contact in case of a medical or other emergency event involving an individual,

(6) To identify colleagues by areas of expertise to facilitate mentoring activities with new Foreign Service Officers, and

(7) To identify colleagues with specialized knowledge and/or expertise to participate in collaborative efforts.

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

In addition to USAID’s Statement of Routine uses, records in this system may be disclosed to any Federal Agency, Foreign Government or other entity participating in emergency response activities or providing assistance to USAID with an evacuation, medical emergency, or any other crisis situation.

Storage:

Records are stored in electronic and paper format.

Records are retrievable by name, location or any other identifier listed in the categories of records cited above.

Access to paper records will be provided to those individuals who require hard copy documents in the performance of their duties. Access to electronic records will be restricted to those individuals with a need to know.

Records will be updated periodically to reflect changes and deleted or destroyed when their use is no longer required.

USAID, Chief Information Officer, 1300 Pennsylvania Ave., NW., RRB Suite 2.12, Washington, DC 20253.

Individuals requesting notification of the existence of records on them must send the request in writing to the USAID Chief Privacy Officer, 1300 Pennsylvania Ave., NW., RRB. Suite 2.12-003, Washington, DC 20253. The request must include the requestor’s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.

Individuals requesting access to a record maintained on them must address the request to the USAID Chief Privacy Officer as described in "Notification Procedures" above.

Individuals requesting amendment of a record maintained on them must identify the information to be changed and the corrective action sought. Requests must be sent to the USAID Chief Privacy Officer as described in "Notification Procedures" above.

Whenever possible, the records contained in this system will be provided by and updated by the individual who is the subject of the record. Additional sources may include the supervisor of the individual, human resources personnel, or other designated agency personnel.

None.

-029 Deployment Tracking System.

None.

Records will be maintained at USAID, Director, Office of Civilian Response, 1300 Pennsylvania Ave., NW., RRB Suite 08.6, Washington, DC 20253.

This system will contain records of current, planned, and former employees and contractors who choose to participate in the Civilian Response Corps.

This system will contain information relevant to the planning, administration, training, and management of CRC personnel. Categories of records include: Full name, date of birth, height/weight, hair/eye color, blood type, marital status, religion, citizenship, home address, home phone number, mobile phone number, personal e-mail address, emergency contact, next of kin, passport information, and driver license information.

National Security Presidential Directive 44, Supplemental Appropriations Bill for Fiscal Year 2008, H.R. 2642-7, and Foreign Assistance Act of 1961.

Records in this system will be used:

(1) To track operations of the hiring process;

(2) To monitor the deployment validation process;

(3) To identify and plan deployment teams;

(4) To assess and manage the deployment and logistics of team members;

(5) To notify, locate and mobilize individuals in a deployed area, as necessary during emergency or other threatening situation;

(6) To notify the designated emergency contact in case of a medical or other emergency involving an individual.

(7) To manage orientation, annual, specialized and pre-deployment training in preparation for projected deployments.

Disclosure to Consumer Reporting Agencies:

These records are not disclosed to consumer reporting agencies.

In addition to USAID’s Statement of Routine uses, records in this system may be disclosed to:

(1) Any Federal Agency, Foreign Government or other entity participating in emergency response activities or providing assistance to USAID with an evacuation, medical emergency, any other crisis situation, or

(2) Any CRC partner agency to carry out activities in support of the mission of OCR and the CRC.

Storage:

Records are stored in electronic format. Paper copy will be shredded once electronic input is complete.

Records are retrievable by name, location or any other identifier listed in the categories of records cited above.

Access to electronic records will be restricted to those individuals with a need to know. Users will use passwords to access the system. The electronic records will be protected by standard USAID information system security measures.

Records will be updated periodically to reflect changes and deleted or destroyed when their use is no longer required. OCR is requesting a National Archives and Records Administration (NARA) approved electronic records schedule.

USAID, Director, Office of Civilian Response, 1300 Pennsylvania Ave., NW., RRB Suite 08.6, Washington, DC 20253.

Individuals requesting notification of the existence of records on them must send the request in writing to the USAID Chief Privacy Officer, 1300 Pennsylvania Ave. NW., RRB Suite 2.12-003, Washington, DC 20253. The request must include the requestor’s full name, his/her current address and a return address for transmitting the information. The request must be notarized and reasonably specify the record contents being sought.

Individuals requesting access to a record maintained on them must address the request to the USAID Chief Privacy Officer as described in "Notification Procedures" above.

The records contained in this system will be provided by and updated by the individual who is the subject of the record.

None.

-030 USAID On-Line Collaboration Records.

None.

Records are maintained at USAID, 1300 Pennsylvania Avenue, NW., Ronald Reagan Building Suite 2.12, Washington, DC 20523.

This system will contain records of any individual who participates in a USAID sponsored on-line collaboration activity, for which registration is required.

Categories of records include, name, e-mail address, phone number, affiliation, title, role, company, country, age, gender, username, password, professional biographical information, such as program areas of expertise, foreign language skills, professional affiliations, professional certifications, photograph, regional or country-based experience, operational experience and educational experience.

5 U.S.C. 301.

Records in this system may be used:

(1) To perform content analysis by participant;

(2) To perform aggregated statistical analysis of collaborative participants, such as, age, gender, country;

(3) To create an on-line business card and identify individuals as they participate to promote collaboration;

(4) To register participants for collaborative activities;

(5) To perform analysis to determine if agency needs to conduct outreach or marketing to encourage participation in a specific area, age group, region, area of expertise;

(6) To follow up with individuals to clarify thoughts, opinions or comments provided during an on-line session.

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

In addition to USAID’s routine uses, detailed transcripts of webinars, conferences and other public forums may be posted publicly to allow interested parties to perform analysis of the information presented. Aggregated data may also be publicly available through Web site postings, fact sheets, brochures or other means to encourage and generate public interest and for general informational purposes.

Storage:

All records will be stored electronically in a database within USAID’s firewall.

Records are retrievable by name, location or any other identifier listed in the categories of records cited above.

All records will be maintained within USAID’s security perimeter. Physical security controls include secured space monitored by guards. Access to the database will be authorized, set up and monitored by the information system security officer.

Individual records will be destroyed when their use is no longer required.

USAID, Chief Information Officer, 1300 Pennsylvania Ave., NW., RRB Suite 2.12, Washington, DC 20253.

Individuals requesting notification of the existence of records on them must send the request in writing to the USAID Chief Privacy Officer, 1300 Pennsylvania Ave., NW, RRB Suite 2.12-003, Washington, DC 20253. The request must include the requestor’s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.

Individuals requesting access to a record maintained on them must address the request to the USAID Chief Privacy Officer as described in "Notification Procedures" above.

The records contained in this system should be provided by the individual who is the subject of the record. Additional sources may include a supervisor, personal assistant or other individual assigned by the individual to provide the information.

None.

-031 Google Apps Business Edition.

Sensitive but unclassified.

United States Agency for International Development, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202.

This system contains records of current employees, contractors, consultants, and partners.

This system contains USAID organizational information. At a solution wide level the system will collect and display First and Last Name, Work Phone Number, and Work Address. This information is automatically collected from USAID’s Active Directory of user objects. Users additionally have an option to create and maintain personal address books, accessible to only them or to users they grant access to. In these personal address books the user may manually enter First and Last Name, Home Address, Home Phone, and Date of Birth.

Privacy Act of 1974 (Pub. L. 93-579), sec. 552a (c), (e), (f), and (p).

Records in this system will be used:

(1) The solution wide information is available to all USAID users provisioned in the Google Apps system for e-mail, calendaring, and collaboration tools.

(2) The personal address book information is available to the user that created the personal address book or to users that are granted access.

Disclosure to consumer reporting agencies:

These records are not disclosed to consumer reporting agencies.

USAID may disclose relevant system records in accordance with any current and future blanket routine uses established for its record systems. These may be for internal communications or with external partners.

Storage:

Electronic records are maintained in user-authenticated, password-protected systems. All records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties.

Contact Sharing creates a searchable directory of the user names and e-mail addresses in your domain, and shares this directory with everyone in your organization. By default, the directory includes each user’s primary e-mail address and any e-mail aliases or nicknames. As a Google Apps account administrator, you can control which of these e-mail addresses appear in the directory by adjusting the Contact Sharing settings. You can also hide users from the shared contact list.

E-mail addresses that users saved as Personal Contacts are not included in the directory and are not affected by changes made to the Contact Sharing setting. Suspended and deleted users also do not appear in the directory.

All users in your domain can find contacts listed in the directory through Contacts search, Contacts details view, and any autocomplete function in each Google App enabled for your domain.

Contact Sharing is automatically enabled in your Google Apps account, but can be disabled (and re-enabled) at any time.

Additional administrative safeguards are provided through the use of internal standard operating procedures.

Records are retained using the appropriate, approved National Archives Records Administration--Schedules for the type of record being maintained.

Sukhvinder Singh, United States Agency for International Development, 2733 Crystal Drive, 11th Floor, Arlington, VA. 22202.

Individuals requesting notification of the existence of records on them must send the request in writing to the Chief Privacy Officer, USAID, 2733 Crystal Drive, 11th Floor, Arlington, VA 22202. The request must include the requestor’s full name, his/her current address and a return address for transmitting the information. The request shall be signed by either notarized signature or by signature under penalty of perjury and reasonably specify the record contents being sought.

Individuals wishing to request access to a record must submit the request in writing according to the "Notification Procedures" above. An individual wishing to request access to records in person must provide identity documents, such as government-issued photo identification, sufficient to satisfy the custodian of the records that the requester is entitled to access.

An individual requesting amendment of a record maintained on himself or herself must identify the information to be changed and the corrective action sought.

Requests must follow the "Notification Procedures" above.

The records contained in this system will be provided by and updated by the individual who is the subject of the record.

None.

Agency for International Development, Address and Locations of Office Referenced in the Regulations and Notices

	Mailing address	Location
Office
I. In the United States:
State Department	A.I.D., Washington, DC 20523	320 21st St. NW., Washington, DC.
State Department, Annex 2	-do-	515 22d St. NW, Washington, DC
State Department, Annex 5	-do-	1901 Pennsylvania Ave. NW, Washington, DC
State Department, Annex 11	-do-	1401 Wilson Blvd., Arlington, VA
Universal North Building	-do-	1975 Florida Ave. NW, Washington, DC
Pomponio Plaza Building	-do-	1735 North Lynn St., Arlington, VA
Rosslyn Plaza "E" Building	-do-	1621 N. Kent St., Arlington, VA
Rosslyn Plaza "C" Building	-do-
New Cumberland	A.I.D. Excess Property Division, Building 54-5, New Cumberland Army Depot, New Cumberland, Pa. 17070.	Building 54-5, New Cumberland Army Depot, New Cumberland, Pa. 17070
Mission
II. Abroad:
Afghanistan	USAID to Afghanistan, c/o American Embassy, Kabul, Afghanistan	Wazir Abkar Khan Mina, Kabul, Afghanistan
Bangladesh	USAID, c/o American Embassy, Dacca, Bangladesh	Adamjee Court Bldg. Montijheel, Dacca, Bangladesh
Brazil	USAID to Brazil, CAIZA Postal 14-2324, Brasilia D.F., Brazil	Ed. Bandeirantes, SCS Q. 17, Lote 2/5, Brasilia, Brazil
British Honduras	American Consulate, Belize City, British Honduras	Gabourel Lane and Hutson St., Belize City, Belize
Bolivia	USAID to Bolivia, c/o American Embassy, La Paz, Boliva	363 Almirante Grau St., La Paz, Bolivia
Chad	Country Development Officer, c/o American Embassy, N?Djamena, Chad	Rue du Lt. Col. Colonna d?Ornano, N?Ljamena, Chad
Cameroon	Area Development Office, c/o American Embassy, Yaounde, Cameroon	Rue Nachtigal, Yaounde, Cameroon
Chile	USAID to Chile, c/o American Embassy, Santiago, Chile	Avenida B. O?Higgins No. 1146, Santiago, Chile
Colombia	USAID to Colombia, c/o American Embassy, Bogota, Colombia	Carrera 10 Nr 28-49, Bogota, Colombia
Costa Rica	Office of AID Affairs, c/o American Embassy, San Jose, Costa Rica	Avenida 3 Calle 1, San Jose, Costa Rica
Dominican Republic	USAID to Domincan Republic, c/o American Embassy, Santo Domingo, Dominican Republic	Calle Cesar Nicolas Pensen and Calle, Leopoldo Navarro, Santo Domingo, Dominican Republic
Ecuador	USAID to Ecuador, c/o American Embassy, Quito, Ecuador	120 Avenida Patria, Quito, Ecuado
Egypt	USAID, American Embassy, Cairo, Egypt	5 Sharia Latin America, Cairo, Egypt
El Salvador	USAID to El Salvador, c/o American Embassy, San Salvador, El Salvador	No. 1230, 25 Avenida Norte, San Salvador, El Salvador
Ethiopia	USAID to Ethiopia, c/o American Embassy, Addis Ababa, Ethiopia	Crown Prince Asfaw Wossen St., Addis Ababa, Ethiopia
France	U.S. Mission to the OECD, c/o American Embassy, Paris, France	13 Villa Croix Nivert, Paris, France
Ghana	USAID, PO Box 1630, Accra, Ghana	Liberia and Rowe Roads, Accra, Ghana
Guatemala	USAID/ROCAP, c/o American Embassy, Guatemala City, Guatemala	USAID/ROCAP, 7-86, 8th St., Zone 9, Guatemala City, Guatemala
Guyana	USAID to Guyana, c/o American Embassy, Georgetown, Guyana	65 Main St., Georgetown, Guyana
Haiti	Office of AID Representative, American Embassy, Port au Prince, Haiti	American Embassy, Harry Truman Blvd., Port au Prince, Haiti
Honduras	USAID to Honduras, c/o American Embassy, Tegucigalpa, Honduras	Avenida La Paz, Tegucigalpa, Honduras
Iceland	American Embassy, Reykjavik, Iceland	Laufasvegur 21, Reykjavik, Iceland
India	USAID to India, c/o American Embassy, New Delhi, India 11	Shanti Path, Chanakyapuri 21, New Delhi, India
Indonesia	USAID to Indonesia, c/o American Embassy, Jakarta, Indonesia	Medan Merdeka, Selatan 5, Jakarta, Indonesia
Italy	American Embassy, Rome, Italy	Via Veneto 119, Rome, Italy
Ivory Coast	Regional Economic Development Services Offices/West Africa, c/o American Embassy, Abidjan, Ivory Coast	5, Rue Jesse Owens, Abidjan, Ivory Coast
Jamaica	Office of AID Affairs, c/o American Embassy, Kingston, Jamaica	American Embassy, 43 Duke St., Kingston, Jamaica
Jordan	American Embassy, Amman, Jordan	Jebel Amman, Amman, Jordan
Kenya	USAID to Kenya, PO Box 30261, Nairobi, Kenya	Cotts House, Eliot St., Nairobi, Kenya
Korea	USAID to Korea, c/o American Embassy, Seoul, Korea	New Seoul Bldg. 1503 62-7, 2-KA, Chungmu-Ro; Chung-Ku, Seoul, Korea
Lebanon	AID Regional Training Office, c/o American Embassy, Beirut, Lebanon	Corniche at Rue Aiv Mreisseh, Beirut, Lebanon
Liberia	USAID, PO Box 1445, Monrovia, Liberia	United Nations Dr., Monrovia, Liberia
Mali	Country Development Officer, c/o American Embassy, Bamako, Mali	Rue Testard and Rue Mohamed V. Bamako, Mali
Mauritania	Country Development Officer, c/o American Embassy, Nouakchott, Mauritania	American Embassy, Nouakchott, Mauritania
Mexico	Office of AID Affairs, c/o American Embassy, Mexico D.F. Mexico	Cor. Danubio and Paseo de la Reforma, 305, Colonia Cuauhtemoc, Mexico D.F. Mexico
Morocco	USAID to Morocco, c/o American Embassy, Rabat, Morocco	2 Ave. de Marrakech, Rabat, Morocco
Nepal	USAID to Nepal, c/o American Embassy, Kathmandu, Nepal	Rabi Bhawan, Kathmandu, Nepal
Nicaragua	USAID to Nicaragua, c/o American Embassy, Managua, Nicaragua	Boulevard Somoza, Managua, Nicaragua
Niger	Area Development Office, c/o American Embassy, Niamey, Niger	Yantala Road, Niamey, Niger
Nigeria	USAID to Nigeria, c/o American Embassy, Lagos, Nigeria	1/3 Moloney St., Lagos, Nigeria
Parkistan	USAID, PO Box 1208, Islamabad, Pakistan	Diplomatic Enclave, Ramna 4, Islamabad, Pakistan
Panama	USAID to Panama, c/o American Embassy, Panama City, Panama	USAID Main Bldg., Cemento Panama Bldg., Manuel Espinosa Batista, Panama City, Panama
Paraguay	USAID to Paraguay, c/o American Embassy, Asuncion, Paraguay	390 Kubitschek, Asuncion, Paraguay
Peru	USAID to Peru, c/o American Embassy, Lima, Peru	Av. Espana 386, Lima, Peru
Philippines	USAID to the Republic of the Philippines, c/o American Embassy, Manila, Philippines	1680 Roxas Blvd., Manila, Philippines
Portugal	American Embassy, Lisbon, APO New York 09678	Avenida Duque de Loule No. 39, Lisbon, Portugal
Puerto Rico	c/o Assistant Secretary, International Exchange, Department of State, Commonwealth of Puerto Rico, San Juan, Puerto Rico	OTC, San Juan, Puerto Rico
Senegal	Area Development Office, c/o American Embassy, Dakar, Senegal	BIAO Building, Place de I?Independance, Dakar, Senegal
Sri Lanka	Office of AID Representative c/o American Embassy, Colombo, Sri Lanka	44 Galle Road, Colpetty, Colombo, Sri Lanka
Sudan	AID Affairs Office, c/o Embassy of the Netherlands, Khartoum, Sudan	Gambouria Ave., Khartoum, Sudan
Swaziland	Office of Southern African Regional Activities, Coordination/Mbabane, c/o American Embassy, Mbabane, Swaziland	OSA RAC-Hdqts., 218 Gilifilan St., Mbabane, Swaziland
Switzerland	U.S. Mission to International Organization, c/o Amemb, Geneva, Switzerland	80 Rue de Lausanne, Geneva, Switzerland
Syria	Office of AID Representative, c/o American Embassy, Damascus, Syria Arab Republic	Chare (Ave.) Al- Mansour, Abu, Rummanih, Damascus, Syria
Taiwan	Office of AID Affairs, c/o American Embassy, Taipei, Taiwan	No. 2 Chung Hsiao West Road, Second Sectiori, Taipei, Taiwan
Tanzania	USAID to the United Republic of Tanzania, c/o American Embassy, Dar es Salaam, Tanzania	National Bank of Commerce Bldg. on City Drive, Dar es Salaam, Tanzania
Thailand	USOM, c/o American Embassy, Bangkok, Thailand	95 Wireless Road, Bangkok, Thailand
Togo	Area Development Officer, c/o American Embassy, Niamey, Niger	Rue Pelletier Caventor and rue Vauban, Lome, Togo
Tunisia	USAID to Tunisia, c/o American Embassy, Tunis, Tunisia	149 Aveneue de la Liberte, Tunis, Tunisia
Turkey	USAID, PK 39, Cankaya, Ankara, Turkey	Cinnah Caddesi, No. 16, Ankara, Turkey
Upper Volta	AID Country Development Officer, c/o American Embassy, Ouagadougou, Upper Volta	Boite Postale 35, Ouagadougou, Upper Volta
Uruguay	Office of AID, Representative/Montevideo, c/o American Embassy, Montevideo, Uruguay	Lauro Muller 1776, Montevideo, Uruguay
Yemen	Office of AID Affairs, c/o American Embassy, Sana, Yemen	American Embassy, Sana, Yemen Arab Republic
Zaire	USAID to Republic of Zaire, c/o American Embassy, Kinshasa, Republic of Zaire	310 Ave. des Aviateurs, Kinshasa, Zaire

Systems of Records Published Between January 4, 2010 and December 30, 2011 Foreign Relations Agency for International Development REGULATIONS FOR IMPLEMENTATION OF PRIVACY ACT OF 1974

Sec.

215.1 Purpose and scope.

215.2 Definitions.

215.3 Procedures for requests pertaining to individual records in a system of records.

215.4 Times, places, and requirements for indentification of individuals making requests.

215.5 Access to requested information by individuals.

215.6 Special procedures: Medical records.

215.7 Request for correction or amendment of record.

215.8 Agency review of request for amendment of record.

215.9 Appeal of initial adverse agency determination.

215.10 Disclosure of record to person other than the individual to whom it pertains.

215.11 Fees.

215.12 Penalties and remedies.

215.13 General exemptions.

215.14 Specific exemptions.

Authority: Public Law 93-579, 88 Stat. 1896 (5 U.S.C. 553, (b), (c), and (e))

Source: 57 FR 38277, Aug. 24, 1992, unless otherwise noted.

§ 215.1 Purpose and scope.

(a) It is the purpose and objective of the International Development Cooperation Agency and the Agency for International Development to collect information, revise personal data collection forms or processes, and maintain Agency records in a manner that will prevent an unwarranted invasion of privacy of those individuals who are the subject of Agency records.

(b) These regulations establish the procedures by which an individual may obtain notification of the existence of Agency records pertaining to that individual, gain access to those records, request an amendment or correction to the records, and appeal adverse decisions to requests for amendment or correction of Agency records.

(c) The Agency separately states and publishes in the Federal Register a public notice of the existence and character of systems maintained by the Agency, pursuant to the provisions of sections (e)(4) and (e)(11) of the Privacy Act of 1974 (5 U.S.C. 552a; 88 Stat. 1896).

§ 215.2 Definitions.

(a) Act means the Privacy Act of 1974 (5 U.S.C. 552a; 88 Stat. 1896);

(b) Agency means the International Development Cooperation Agency or the Agency for International Development, its offices, bureaus, divisions, and posts abroad;

(d) Individual means a citizen of the United States or an alien lawfully admitted for permanent residence;

(e) Maintain includes maintain, collect, use or disseminate;

(f) Record means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, his education, financial transactions, medical history, and criminal or employment history and that contains his name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph;

(g) Routine use means, with respect to the disclosure of a record, the use of such record for a purpose which is compatible with the purpose for which it was collected;

(h) Statistical record means a record in a system of records maintained for statistical research or reporting purposes only and not used in whole or in part in making any determination about an identifiable individual, except as provided by section 8 of title 13;

(i) System of records means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

§ 215.3 Procedures for requests pertaining to individual records in a system of records.

(a) Requests for notification of access to or amendment of Agency records contained in a system of records pertaining to an individual may be made in person or by mail as follows: For the International Development Cooperation Agency-Assistant Director for Administration, International Development Cooperation Agency, Room 4889 New State, 2201 C Street, NW., Washington, DC 20523 Attention: Privacy Liaison Officer. For the Agency for International Development-Privacy Liaison Officer, Agency for International Development, Room 4889 New State, 2201 C Street, NW., Washington, DC 20523.

(b) Such request should include information necessary to identify the record, e.g., the individual’s full name, date of birth, place of birth, present mailing address, or system of record identification name and number, if known, and, to facilitate the retrieval of records contained in those systems of records which are retrieved by social security numbers, the social security number of the individual to whom the record pertains.

(c) With respect to a system of records which may be maintained by the Agency in offices outside the United States, an individual may inquire whether he or she is the subject of an Agency record or may request access to or amendment of such records by appearing in person or by writing to the Privacy Liaison Officer, Agency for International Development, at the overseas missions.

(d) The Assistant Director for Administration for requests to I.D.C.A. or the appropriate Privacy Liaison Officer for request to A.I.D., or their designees shall, within ten (10) working days of receipt of the request, furnish in writing to the requesting individual notice of the existence or nonexistence of any records described in the request.

§ 215.4 Times, places, and requirements for identification of individuals making requests.

(a) Individuals making personal requests for notification, access or contest may do so at the place designated in paragraph (a) of § 215.3, which is open 9 a.m. to 5 p.m. daily, except Saturdays, Sundays, and legal public holidays.

(b) Individuals making personal requests for notification, access or contest at offices outside the United States may do so at the overseas missions during the regular business hours of those offices.

(c) An individual requesting such information in person shall provide such personal identification as is reasonable under the circumstances to verify the individual’s identity; e.g. driver’s license, employee identification card or medicare card. (The identification should contain a photograph of the individual.)

(d) An individual requesting such information by mail shall include in his or her request a signed notarized statement to verify his or her identity and which stipulates that the individual understands that knowingly or willfully seeking or obtaining access to records about another individual under false pretenses is punishable by a fine up to $5,000, as provided in section (i)(3) of the Act.

(e) Verification of identity as set forth in paragraphs (c) and (d) of this section shall not be required of individuals seeking access to records otherwise available to members of the public under the Freedom of Information Act (5 U.S.C. 552; 88 Stat. 1561).

(f) An individual who wishes to be accompanied by another person when reviewing a record shall furnish the Agency with a written statement authorizing discussion of his or her record in the presence of the accompanying person. Such statement need not contain any reasons for the access or for the accompanying person’s presence.

§ 215.5 Access to requested information by individuals.

(a) Upon receipt of a request by an individual made in accordance with the provisions of § 215.3, such individual shall be granted access to any record pertaining to him or her which is contained in a system of records maintained by the Agency subject to exemptions discussed in §§ 215.13 and 215.14.

(b) Notwithstanding the provisions of paragraph (a) of this section, access will not be allowed an individual to information or records compiled by the Agency in reasonable anticipation of a civil or criminal action or proceeding.

(1) Where the request is presented in person and the record is readily available, promptly upon receipt of the request for access, determination that access to the record may be granted, verification of the identity of the individual seeking access, and, where applicable, receipt of consent to discuss the record with a person accompanying the individual;

(2) Where the request is made by mail, the record will, whenever possible, be provided within ten (10) working days of receipt of the request.

(d) Where access to a record cannot reasonably be granted as provided in paragraphs (c)(1) and (2) of this section, the Agency will acknowledge in writing receipt of the request for access and indicate a reasonable time within which access to the record can be granted.

(e) Where no reasonable means exist for an individual to have access to his or her record in person, a copy of the record must be provided through the mail.

§ 215.6 Special procedures: Medical records.

If the Assistant Director for Administration or the Privacy Liaison Officer, determines that the release directly to the individual of medical records maintained by the Agency could have an adverse effect upon such individual, the Director/Officer will attempt to arrange an alternative acceptable to both the individual and Agency (such as the release of said information to a doctor named by the individual) in granting access to such record.

§ 215.7 Request for correction or amendment of record.

(a) An individual may request the Agency to correct or amend a record pertaining to him or her which the individual believes is not accurate, relevant, timely or complete.

(b) Such request must be in writing and must be presented, in person or by mail to the addresses listed in § 215.3(a).

(1) Identification of the system of records in which the particular record is maintained;

(2) The portion(s) of the record to be amended or corrected;

(3) The desired amendment or correction; and

(4) The reasons for the amendment or correction.

The request must be accompanied by evidence, documentation, or other information in support of the request.

(d) Assistance in preparing a request to amend a record may be obtained from the officials listed in § 215.3(a).

§ 215.8 Agency review of request for amendment of record.

(a) The Agency will examine the information requested to be amended to determine its accuracy, timeliness, completeness, and its relevancy and necessity to accomplish a purpose of the Agency required to be accomplished by statute or by executive order.

(b) Within ten (10) working days after the receipt by the Assistant Director for Administration or the Privacy Liaison Officer, of a request made in accordance with this section, the Assistant Director for Administration or the Privacy Liaison Officer shall acknowledge in writing such receipt and shall, after examination in accordance with the provisions of paragraph (a) of this section, promptly either:

(1) Make any amendment of any portion thereof which the individual believes is not accurate, relevant, timely or complete, and notify the individual of the amendment made; or

(2) Inform the individual of the Agency’s refusal to amend the record in accordance with the request, the reason(s) for the refusal, and the procedures established by the Agency for the individual to request a review of that refusal.

(c) If the Agency agrees with the individual’s request to amend a record, in addition to proceeding as set forth in paragraph (b)(1) of this section, it shall promptly advise all previous recipients of the record of the fact that the amendment was made and the substance of the amendment where an accounting of disclosures has been made.

(d) If unusual circumstances prevent the completion of Agency action on the request to amend within 30 days after the receipt thereof by the Assistant Director for Administration or the Privacy Liaison Officer, the individual will be promptly advised of the delay, the reasons for the delay, and of the date by which the review is expected to be completed.

(e) If the Agency, after its initial examination of the record and the request for Amendment, disagrees with all or any part of the individual’s request to amend it shall:

(1) To the extent the Agency agrees with any part of the individual’s request to amend, proceed as described in paragraphs (b)(1) and (c) of this section;

(2) Advise the individual of its refusal and the reason(s) therefor;

(3) Inform the individual that he or she may request a further review by the Director or the Administrator, or their designees; and

(4) Describe the procedures for requesting such review, including the name and address of the official to whom the request should be directed.

(f) No part of these regulations shall be construed to permit:

(1) The alteration of evidence presented in the course of judicial, quasi-judicial or quasi-legislative proceedings;

(2) Collateral attack upon any matter which has been the subject of judicial or quasi-judicial action; or

(3) An amendment or correction which would be in violation of an existing statute, executive order or regulation.

§ 215.9 Appeal of initial adverse agency determination.

(a) An individual who disagrees with the denial or partial denial of his or her request to amend a record may file a request for review of such refusal within 60 days after the date of notification of the denial or partial denial.

(b) The request for review must be in writing and may be presented in person or by mail to:

Director, International Development Cooperation Agency, 2201 C Street, NW., Washington, DC 20523. Attention: Privacy Review Request.

Director, Office of External Affairs, Agency for International Development, 2201 C Street, NW., Washington, DC 20523. Attention: Privacy Review Request.

Both the envelope and the letter should be clearly marked: Attention: Privacy Review Request. Such request should include any documentation, information or statements advanced for the amendment of the record, and a copy of the initial adverse determination.

(c) Upon receipt of the request for review, the Director or the Assistant Administrator, or an officer of the Agency designated in writing by the Director or Administrator, shall undertake an independent review of the initial determination.

(d) If someone other than the Director or the Assistant Administrator is designated to conduct the review, he or she shall be an officer who is organizationally independent of or senior to the officer or employee who made the initial determination.

(e) In conducting the review, the reviewing official, may at his or her option, request such additional information as is deemed necessary to establish that the record contains only that information which is accurate, timely, complete and necessary to assure fairness in any determination which may be made about the individual on the basis of the record.

(f) Within 30 days after receipt of the request for review, the Director, the Assistant Administrator, or the official designated to conduct the review, shall advise the individual of the Agency’s final decision. If unusual circumstances prevent the completion of the review within the 30-day period, the Agency shall, prior to the expiration of the 30-day period, advise the individual in writing of the circumstances preventing the completion of such review and inform him or her of the date by which the review is expected to be completed.

(g) If the reviewing official determines that the record should be amended in accordance with the individual’s request, the Agency shall:

(1) Amend the record accordingly;

(2) Advise the individual of the amendment; and

(3) Where an accounting of disclosures has been made, advise all previous recipients of the fact that the amendment was made and the nature of the amendment.

(h) If, after conducting the review, the reviewing official refuses to amend the record, in whole or in part, in accordance with the individual’s request, Agency shall advise the individual:

(1) Of its refusal and the reasons therefor;

(2) Of the individual’s right to file a concise statement of his or her reasons for disagreeing with the Agency’s decision;

(3) Of the procedures for filing a statement of disagreement;

(4) That any such statement will be sent to anyone to whom the record is subsequently disclosed, together with a brief statement by the Agency summarizing its reasons for refusing to amend the record;

(5) That to the extent an accounting of disclose was maintained, prior recipients of the disputed record will be provided a copy of any statement of disagreement and of the Agency’s statement summarizing its reasons for refusing to amend the record; and

(6) Of the individual’s right to seek judicial review of the Agency’s refusal to amend a record as provided for in section (g)(1)(a) of the Act.

§ 215.10 Disclosure of record to person other than the individual to whom it pertains.

(a) Subject to the conditions of paragraphs (b) and (c) of this section, the Agency shall not disclose any record which is contained in a system of records by any means of communication to any person or other agency who is not the individual to whom the record pertains.

(b) Upon written request or with prior written consent of the individual to whom the record pertains, the Agency may disclose any such record to a person or to another agency as requested or authorized.

(c) Notwithstanding the absence of written consent from the individual to whom the record pertains, the Agency may disclose any such record provided such disclosure is:

(1) To those officers and employees of the Agency who have a need for the record in the performance of their duties;

(2) Required under the Freedom of Information Act (5 U.S.C. 552);

(3) For a routine use as defined in § 215.2;

(4) To the Bureau of the Census for purposes of planning or carrying out a census or survey or related activity pursuant to the provisions of title 13 of the United States Code;

(5) To a recipient who has provided the Agency with adequate advance written assurance that the record will be used solely as a statistical research or reporting record, and the record is to be transferred in a form that is not individually identifiable;

(6) To the National Archives of the United States as a record which has sufficient historical or other value to warrant its continued preservation by the United States Government, or for evaluation by the Administrator of General Services or his or her designee, to determine whether the record has such value;

(7) To another agency or to an instrumentality of any governmental jurisdiction within or under the control of the United States for a civil or criminal law enforcement activity authorized by law: Provided, The head of the agency or instrumentality has made a prior written request to the Assistant Administrator of Administration or the Privacy Liaison Officer, specifying the particular record and the law enforcement activity for which it is sought;

(8) To a responsible person pursuant to a showing of compelling circumstances affecting the health or safety of an individual if upon such disclosure notification will be transmitted to the last known address of such individual;

(9) To either House of Congress, or, to the extent of a matter within its jurisdiction, any committee or subcommittee, or joint committee of Congress, or subcommittee of such joint committee;

(10) To the Comptroller General, or any of his/her authorized representatives, in the course of the performance of the duties of the General Accounting Office;

(11) Pursuant to an order of a court of competent jurisdiction or;

(12) To a consumer reporting agency in accordance with section 3711(f) of title 31.

§ 215.11 Fees.

(a) The only fees to be charged to or collected from an individual under the provisions of this part are for copying records at the request of the individual.

(b) No fees shall be charged or collected for the following: Search for and retrieval of the records; review of the records; copying at the initiative of the Agency without a request from the individual; the first 100 pages; and first-class postage. However if special handling or other than first-class mail is requested or required, the costs shall be added to the basic fee.

Ten (10) cents per page. Twenty (20) cents per page of computer printout.

(d) Payment may be in the form of a check, bank draft on a bank in the United States, or postal money order payable to the Treasurer of the United States.

(e) A receipt for fees paid will be given only upon request.

(f) A copying fee totaling $15.00 or less shall be waived but the copying fees for contemporaneous requests by the same individual shall be aggregated to determine the total fee.

(g) A fee may be reduced or waived by the Privacy Liaison Officer.

§ 215.12 Penalties and remedies.

The provisions of the Act relating to penalties and remedies are summarized below:

(a) An individual may bring a civil action against the Agency when the Agency:

(1) Makes a determination not to amend a record in accordance with the individual’s request;

(2) Refuses to comply with an individual’s request pursuant to 5 U.S.C. 552a (d)(1);

(3) Fails to maintain a record concerning an individual with such accuracy, relevance, timeliness and completeness as is necessary to assure fairness in any determination relating to the qualifications, character, rights, or opportunities of, or benefits to the individual that may be made on the basis of such record, and as a result thereof a determination is made which is adverse to the individual; or

(4) Fails to comply with any other provision of section (d) of the Act in such a way as to have an adverse effect on an individual.

(b) The court may order the correction or amendment of the records, may enjoin the Agency from withholding the records, may order the Agency to produce any records improperly withheld, and may assess attorney’s fees and costs.

(c) Where a court of competent jurisdiction makes a determination that the Agency action was willful or intentional with respect to 5 U.S.C. 552a (g)(1) (c) or (d), the United States shall be liable for actual damages of no less than $1,000, the costs of the action, and attorneys’ fees.

(d) Criminal penalties may be imposed against an officer or employee of the Agency who willfully discloses material which he or she knows is prohibited from disclosure, or who maintains a system of records without complying with the notice requirements.

(e) Criminal penalties may be imposed against any person who knowingly and willfully requests or obtains any record concerning an individual from an agency under false pretenses. The offenses enumerated in paragraphs (d) and (e) of this section are misdemeanors, with fines not to exceed $5,000.

§ 215.13 General exemptions.

(a) Pursuant to 5 U.S.C. 552a (j)(2), the Director or the Administrator may, where there is a compelling reason to do so, exempt a system of records within the Agency from any part of the Act, except subsections (b), (c) (1) and (2), (e)(4)(A) through (F), (e) (6), (7), (9), (10), and (11), and (i) thereof, if the system of records is maintained by the Agency or component thereof which performs as its principal function any activity pertaining to the enforcement of criminal laws, including police efforts to prevent, control, or reduce crime or to apprehend criminals, and the activities of prosecutors, courts, correctional, probation, pardon, or parole authorities, and which consists of:

(1) Information compiled for the purpose of identifying individual criminal offenders and alleged offenders and consisting only of identifying data and notations of arrests, the nature and disposition of criminal charges, sentencing, confinement, release, and parole and probation status;

(2) Information compiled for the purpose of a criminal investigation, including reports of informants and investigators, and associated with an identifiable individual; or

(3) Reports identifiable to an individual compiled at any stage of the process of enforcement of the criminal laws from arrest or indictment through release from supervision.

(b) Each notice of a system of records that is the subject of an exemption under this section will include a statement that the system has been exempted, the reasons therefore, and a reference to the Federal Register, volume and page, where the exemption rule can be found.

(c) The systems of records to be exempted under section (j)(2) of the Act, the provisions of the Act from which they are being exempted, and the justification for the exemptions, are set forth below:

(1) Criminal Law Enforcement Records. This system of records is to be exempted from sections (c) (3) and (4); (d); (e) (1), (2), and (3); (e) (4) (G), (H), and (I); (e) (5) and (8); (f), (g) and (h) of the Act. These exemptions are necessary to insure the proper functioning of the law enforcement activity, to protect confidential sources of information, to fulfill promises of confidentiality, to maintain the integrity of the law enforcement procedures, to avoid premature disclosure of the knowledge of criminal activity and the evidentiary bases of possible enforcement actions, to prevent interference with law enforcement proceeding, to avoid the disclosure of investigative techniques, and to avoid the endangering the law enforcement personnel.

(2) Partner Vetting System. This system is exempt from sections (c)(3) and (4); (d); (e)(1), (2), and (3); (e)(4)(G), (H), and (I); (e)(5) and (8); (f), (g), and (h) of 5 U.S.C. 552a. These exemptions are necessary to insure the proper functioning of the law enforcement activity, to protect confidential sources of information, to fulfill promises of confidentiality, to maintain the integrity of law enforcement procedures, to avoid premature disclosure of the knowledge of criminal activity and the evidentiary basis of possible enforcement actions, to prevent interference with law enforcement proceeding, to avoid the disclosure of investigative techniques, to avoid endangering law enforcement personnel, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, to avoid endangering these sources, and to facilitate proper selection or continuance of the best applicants or persons for a given position or contract. Although the primary functions of USAID are not of a law enforcement nature, the mandate to ensure USAID funding is not purposefully or inadvertently used to provide support to entities or individuals deemed to be a risk to national security necessarily requires coordination with law enforcement and intelligence agencies as well as use of their information. Use of these agencies’ information necessitates the conveyance of these other systems exemptions to protect the information as stated.

[57 FR 38277, Aug. 24, 1992, as amended at 74 FR 16, Jan. 2, 2009]

§ 215.14 Specific exemptions.

(a) Pursuant to 5 U.S.C. 552a(k), the Director or the Administrator may, where there is a compelling reason to do so, exempt a system of records, from any of the provisions of subsections (c) (3); (d); (e)(1); (e)(4) (G), (H), and (I); and (f) of the Act if a system of records is:

(1) Subject to the provisions of 5 U.S.C. 552(b)(1);

(2) Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection (j)(2) of the Act: Provided, however, That if any individual is denied any right, privilege, or benefit to which he or she would otherwise be eligible, as a result of the maintenance of such material, such material shall be provided to such individual, except to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or prior to the effective date of this section, under an implied promise that the identity of the source would be held in confidence;

(3) Maintained in connection with providing protective services to the President of the United States or other individuals pursuant to 18 U.S.C. 3056;

(4) Required by statute to be maintained and used solely as statistical records;

(5) 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 disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or, prior to the effective date of this section, under an implied promise that the identity of the source would be held in confidence;

(6) Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service, the disclosure of which would compromise the objectivity or fairness of the testing or examination process; or

(7) Evaluation material used to determine potential for promotion in the armed services, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or, prior to the effective date of this section, under an implied promise that the identity of the source would be held in confidence.

(b) Each notice of a system of records that is the subject of an exemption under 5 U.S.C. 552a(k) will include a statement that the system has been exempted, the reasons therefore, and a reference to the Federal Register, volume and page, where the exemption rule can be found.

(c) The systems of records to be exempted under section (k) of the Act, the provisions of the Act from which they are being exempted, and the justification for the exemptions, are set forth below:

(1) Criminal Law Enforcement Records. If the 5 U.S.C. 552a(j)(2) exemption claimed under paragraph (c) of § 215.13 and on the notice of systems of records to be published in the Federal Register on this same date is held to be invalid, then this system is determined to be exempt, under 5 U.S.C. 552(a)(k) (1) and (2) of the Act, from the provisions of 5 U.S.C. 552a (c)(3); (d); (e)(1); (e)(4); (G); (H); (I); and (f). The reasons for asserting the exemptions are to protect the materials required by executive order to be kept secret in the interest of the national defense or foreign policy, to prevent subjects of investigation from frustrating the investigatory process, to insure the proper functioning and integrity of law enforcement activities, to prevent disclosure of investigative techniques, to maintain the ability to obtain necessary information, to fulfill commitments made to sources to protect their identities and the confidentiality of information and to avoid endangering these sources and law enforcement personnel.

(2) Personnel Security and Suitability Investigatory Records. This system is exempt under U.S.C. 552a (k)(1), (k)(2), and (k)(5) from the provisions of 5 U.S.C. 552a (c)(3); (d); (e)(1); (e)(4); (G); (H); (I); and (f). These exemptions are claimed to protect the materials required by executive order to be kept secret in the interest of national defense or foreign policy, to prevent subjects of investigation from frustrating the investigatory process, to insure the proper functioning and integrity of law enforcement activities, to prevent disclosure of investigative techniques, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, to avoid endangering those sources and, ultimately, to facilitate proper selection or continuance of the best applicants or persons for a given position or contract. Special note is made of the limitation on the extent to which this exemption may be asserted.

(3) Litigation Records. This system is exempt under 5 U.S.C. 552(k)(1), (k)(2), and (k)(5) from the provisions of 5 U.S.C. 552a (c)(3); (d); (e)(1); (e)(4) (G), (H), (I); and (f). These exemptions are claimed to protect the materials required by executive order to be kept secret in the interest of national defense or foreign policy, to prevent subjects of investigation from frustrating the investigatory process, to insure the proper functioning and integrity of law enforcement activities, to prevent disclosure of investigative techniques, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information.

(4) Employee Equal Employment Opportunity Complaint Investigatory Records. This system is exempt under 5 U.S.C. 552a (k)(1) and (k)(2) from the provisions of 5 U.S.C. 552a (c)(3); (d); (e)(1); (e)(4) (G), (H), (I); and (f). These exemptions are claimed to protect the materials required by executive order to be kept secret in the interest of national defense or foreign policy, to prevent subjects of investigation from frustrating the investigatory process, to insure the proper functioning and integrity of law enforcement activities, to prevent disclosure of investigative techniques, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, to avoid endangering these sources.

(5) The following systems of records are exempt under 5 U.S.C. 552a (k)(5) from the provision of 5 U.S.C. 552a (c)(3); (d); (e)(1); (e)(4) (G), (H), (I); and (f):

(i) Employee Conduct and Discipline Records.

(ii) Employee Relations Records.

Note to paragraph (c)(5):

This exemption is claimed for these systems of records to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, to avoid endangering these sources and, ultimately, to facilitate proper selection or continuance of the best applicants or persons for a given position or contract. Special note is made of the limitation on the extent to which this exemption may be asserted. The existence and general character of the information exempted will be made known to the individual to whom it pertains.

(6) Partner Vetting System. This system is exempt under 5 U.S.C. 552a (k)(1), (k)(2), and (k)(5) from the provision of 5 U.S.C. 552a (c)(3); (d); (e)(1); (e)(4)(G), (H), (I); and (f). These exemptions are claimed to protect the materials required by executive order to be kept secret in the interest of national defense or foreign policy, to prevent subjects of investigation from frustrating the investigatory process, to insure the proper functioning and integrity of law enforcement activities, to prevent disclosure of investigative techniques, to maintain the ability to obtain candid and necessary information, to fulfill commitments made to sources to protect the confidentiality of information, to avoid endangering these sources, and to facilitate proper selection or continuance of the best applicants or persons for a given position or contract.

[57 FR 38277, Aug. 24, 1992, as amended at 74 FR 17, Jan. 2, 2009]

Foreign Relations International Development Cooperation Agency REGULATIONS TO IMPLEMENT THE PRIVACY ACT OF 1974

Authority: Sec. 621, 22 U.S.C. 2381, as amended; 5 U.S.C. 552a.

Cross Reference: The regulations establishing procedures by which an individual may obtain notification of the existence of agency records pertaining to that individual, gain access to those records, request an amendment to those records, and appeal adverse decisions to requests for amendment or correction of agency records are codified as 22 CFR 215.1 through 215.14, prescribed jointly by the United States International Development Cooperation Agency and the Agency for International Development.

[45 FR 20791, Mar. 31, 1980]