National Capital Planning Commission, 801 Pennsylvania Avenue, NW, Washington, DC 20576.

Federal, State, and local government officials, neighborhood groups, and private citizens in the National Capital Region.

Names and addresses of individuals and, where applicable, the organization, group, institution represented by the individual.

The National Capital Planning Act of 1952, as amended (40 U.S.C. 71a(c)).

See appendix; also to provide information on Commission policy, procedures and meeting agendas to interested parties and persons.

Storage:

Paper.

Name.

Stored in guarded building in locked files; released only to authorized personnel such as clerical staff preparing mailings to those on the list.

At direction of those on list.

Secretariat, National Capital Planning Commission, 801 Pennsylvania Avenue, NW, Washington, DC 20576.

Same as above.

Generally by submitting written request to the System Manager. A copy of the Commission?s Privacy Act procedures will be sent upon request.

Generally by submitting written request to the System Manager. A copy of the Commission?s Privacy Act procedures will be sent upon request.

Individuals on whom records are maintained.

General Services Administration, Region 3, 7th and D Streets, SW, Washington, DC 20407; copies held by Commission (GSA holds records for the Commission under Memorandum of Agreement).

Commission Employees and Commission Members and Alternates.

Payroll records including time and attendance cards, payment vouchers, comprehensive listings of employees, health benefits and Government life insurance records, requests for deductions, tax forms, W-2 forms, leave data, retirement records, notification of personnel actions.

Title 31, U.S.C. generally, and National Capital Planning Act of 1952 as amended (40 U.S.C. 71a(c)).

Preparation of salary checks and maintenance of leave records; records are also released to GAO for audits, to the IRS for investigations, to Office of Personnel Management (OPM) concerning pay, benefits, retirement deductions and other information necessary for the OPM to carry out its Government wide personnel management functions. Disclosure may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. Routine uses of records maintained in this system shall include providing a copy of an employee?s Department of the Treasury Form W-2, Wage and Tax Statement, to the State, city, or other local jurisdiction which is authorized to tax the employee?s compensation. The record will be provided in accordance with a withholding agreement between the state, city or other local jurisdiction and the Department of the Treasury pursuant to 5 U.S.C. 5515, 5517, or 5520, on in the absence thereof, in response to a written request from an appropriate official of the taxing jurisdiction of the Executive Officer, Administration, National Capital Planning Commission, 801 Pennsylvania Avenue, NW, Washington, DC 20576. The request must include a copy of the applicable statute or ordinance authorizing the taxation of compensation and should indicate whether the authority of the jurisdiction to tax the employee is based on place of residence, place of employment, or both.

Pursuant to a withholding agreement between a city and the Department of the Treasury (5 U.S.C. 5520), copies of executed city tax withholding certificates shall be furnished the city in response to a written request from an appropriate city official to the Executive Officer (Administration).

In the absence of a withholding agreement, the social security number will be furnished only to a taxing jurisdiction which has furnished this agency with evidence of its independent authority to compel disclosure of the social security number, in accordance with section 7 of the Privacy Act, Pub. L. 93-579.

Also see appendix.

Storage:

NCPC files consist of paper records maintained in folders, and on automated data storage devices.

Name and/or Social Security Number.

Stored in secured building in locked files, code control computers; released only to authorized personnel in Administrative Office responsible for maintaining these files.

In accordance with the GSA General Records Schedule 2 and the GAO Manual for Guidance of Federal Agencies.

Executive Officer, Administration, National Capital Planning Commission, 801 Pennsylvania Avenue, NW, Washington, DC 20576.

Same as above.

Generally by submitting written request to the System Manager. A copy of the Commission?s Privacy Act procedures will be sent upon request.

Generally by submitting written request to the System Manager. A copy of the Commission?s Privacy Act procedures will be sent upon request.

Individuals on whom records are maintained.

None.

These records are located in the Administrative Office of the National Capital Planning Commission.

Current or former employees of the National Capital Planning Commission who have submitted grievances in accordance with part 771 of the regulations of the U.S. Office of Personnel Management (5 CFR part 771).

The system contains records relating to grievances filed by agency employees under part 771 of regulations issued by the U.S. Office of Personnel Management (OPM). These case files contain all documents related to the grievance, including statements of witnesses, reports of interviews and hearings, examiner?s findings and recommendations, a copy of the original and final decision, and related correspondence and exhibits.

5 U.S.C. 1302, 3301, 3302, E.O. 10577, 3 CFR 1954-1958 Comp., p. 218, E.O. 10987, 3 CFR 1959-1963 Comp., p. 519, agency employees, for personal relief in a matter of concern or dissatisfaction which is subject to the control of agency management.

These records and information in these records may be used:

(a) To disclose pertinent information to the appropriate Federal, state or local agency responsible for investigating, prosecuting, enforcing or implementing a statute, rule, regulation, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation.

(b) To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested.

(c) To disclose information to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the conducting of a security or suitability investigation of an individual, the classifying of jobs, the letting of a contract or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to requesting the agency?s decision on the matter.

(d) To provide information to a congressional office from the record of an individual in response to an inquiry from that congressional office made at the request of that individual.

(e) To disclose information to another Federal agency or to a court when the Government is party to a judicial proceeding before the court.

(f) By the National Archives and Records Administration (General Services Administration) in records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.

(g) By the Commission or by the U.S. Office of Personnel Management (OPM) in the production of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained, or for related work force studies. While published statistics and studies do not contain individual indentifiers, in some instances the selection of elements of data included in the study may be structured in such a way as to make the data individually identifiable by inference.

(h) To disclose information to officials of the Merit Systems Protection Board, including the Office of the Special Counsel; the Federal Labor Relations Authority and its General Counsel, or the Equal Employment Opportunity Commission when requested in performance of their authorized duties.

(i) To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.

(j) To provide information to officials of labor organizations reorganized under the Civil Service Reform Act when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting work conditions.

Storage:

These records are maintained in file folders.

These records are retrieved by the names of the individuals on whom they are maintained.

These records are maintained in lockable metal filing cabinets to which only authorized personnel have access.

These records are disposed of 3 years after closing of the case. Disposal is by shredding or burning.

Executive Officer, National Capital Planning Commission, 801 Pennsylvania Avenue, NW, Washington, DC 20576.

It is required that individuals submitting grievances be provided a copy of the record under the grievance process. They may, however, also contact the agency administrative office regarding the existence of such records on them. They must furnish the following information for their records to be located and identified:

(a) Name

(b) Date of birth

(c) Approximate date of closing of the case and kind of action taken

(d) Organizational component involved.

It is required that individuals submitting grievances be provided a copy of the record under the grievance process. However, after the action has been closed, an individual may request access to the official copy of the grievance file by contacting the agency administrative office.

Individuals must provide the following information for their records to be located and identified.

(a) Name

(b) Date of birth

(c) Approximate date of closing of the case and kind of action taken

(d) Organizational component involved.

Individuals requesting access must also follow the Privacy Act regulations of the U.S. Office of Personnel Management regarding access to records and verification of identity (5 CFR 297.203 or 297.201).

Review of requests from individuals seeking amendment of their records which have been the subject of a judicial or quasi-judicial action will be limited in scope. Review of amendment requests of these records will be restricted to determining if the record accurately documents the action of the agency ruling on the case, and will not include a review of the merits of the action, determination, or finding.

Individuals wishing to request amendment to their records to correct factual errors should contact the agency administrative office. Individuals must furnish the following information for their records to be located and identified;

(a) Name

(b) Date of birth

(c) Approximate date of closing of the case and kind of action taken

(d) Organizational component involved.

Individuals requesting amendment must also follow the Privacy Act regulations of the U.S. Office of Personnel Management regarding amendment to records and verification of identity (5 CFR 297.208 and 297.201).

Information in this system of records is provided:

(a) By the individual on whom the record is provided:

(b) By testimony of witnesss

(c) By agency officials

(d) From related correspondence from organizations or persons.