PC 34--Volunteer/Trainee Sexual Misconduct Complaint Files

Peace Corps PC http://www.gpo.gov/fdsys/pkg/FR-2012-05-01/pdf/2013-10225.pdf PC 34--Volunteer/Trainee Sexual Misconduct Complaint Files

Notice of Systems of Records Preliminary Statement

The term "Agency" when used in this notice refers to the Peace Corps.

Operating Units--The names of the operating units within the Agency to which a particular system of records pertains are listed under the system manager and address section of each system notice.

Official Personnel Files--Official personnel files of Federal employees in the General Schedule in the custody of the Agency are considered the property of the Office of Personnel Management (OPM). Access to such files shall be in accordance with such notices as are published by OPM. Access to such files in the custody of the Agency will be granted to individuals to whom such files pertain upon request to the Director, Office of Personnel Management, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC 20526.

Files of employees serving under Peace Corps appointing authorities, i.e., Foreign Service and Expert/consultant, which are not specifically covered by the OPM publication, are inter-filed with all other personnel files and treated in the same manner. The OPM publication of notice for official personnel files is therefore adopted by reference for Peace Corps personnel files in the custody of the Agency provided however that access, contests and appeals as to any such record shall be processed as provided in Peace Corps regulations under the Privacy Act.

Various offices in the Agency maintain files which contain miscellaneous copies of personnel material affecting Peace Corps employees. This would include copies of standard personnel forms, evaluation forms, etc. These files are kept only for immediate office reference use and are considered by the Agency to be part of the personnel file system. The Agency's internal regulations provide that such information is a part of the general personnel files and can only be disclosed through the Director, Peace Corps Office of Personnel Management in order that he or she may insure that any material to be disclosed is relevant, materials, current, and fair to the individual employee. It is also the policy of the Agency to limit the use of such files and to encourage the destruction of as many as possible.

Statement of General Routine Uses

The following general routine uses are incorporated by this reference into each system of records set forth herein, unless such incorporation is specifically limited in the system description.

A. Disclosure for Law Enforcement Purposes. Information may be disclosed to the appropriate Federal, State, local, or foreign agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, if the information indicates a violation or potential violation of civil or criminal law or regulation within the jurisdiction of the receiving entity.

B. Disclosure Incident to Requesting Information. Information may be disclosed to any source from which additional information is requested (to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, or to identify the type of information requested); when necessary to obtain information relevant to a Peace Corps decision concerning retention of an employee or other personnel action (other than hiring), retention of a security clearance, the letting of a contract, or the issuance or retention of a grant or other benefit.

C. Disclosure to Requesting Agency. Information may be disclosed to a Federal, State, local, or other public authority of the fact that this system of records contains information relevant to the requesting agency's retention of an employee, the retention of a security clearance, the letting of a contract, or the issuance or retention of a license, grant, or other benefit. The other agency or licensing organization may then make a request supported by the written consent of the individual for part or all of the record if it so chooses. No disclosure will be made unless the information has been determined to be sufficiently reliable to support a referral to another office within the agency or to another Federal agency for criminal, civil, administrative, personnel, or regulatory action.

D. Disclosure to Office of Management and Budget. Information may be disclosed to the Office of Management and Budget at any stage in the legislative coordination and clearance process in connection with private relief legislation as set forth in OMB Circular No. A-19.

E. Disclosure to Congressional Offices. Information may be disclosed to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of the individual.

F. Disclosure to Department of Justice. Information may be disclosed for purposes of litigation, provided that in each case the disclosure is compatible with the purpose for which the records were collected. Disclosure for these purposes may be made to the Department of Justice, or in a proceeding before a court, adjudicative body, or other administrative body before which the Peace Corps is authorized to appear. This disclosure may be made when: 1. The Peace Corps, or any component thereof; 2. Any employee of the Peace Corps in his or her official capacity; 3. Any employee of the Peace Corps in his or her individual capacity where the Department of Justice or the Peace Corps has agreed to represent the employee; or 4. The United States (when the Peace Corps determines that litigation is likely to affect the Peace Corps or any of its components) is a party to litigation or has an interest in such litigation, and the use of such records by the Department of Justice or the Peace Corps is deemed by the Peace Corps to be relevant and necessary to the litigation.

G. Disclosure to the National Archives. Information may be disclosed to the National Archives and Records Administration in records management inspections.

H. Disclosure to Contractors, Grantees, and Others. Information may be disclosed to contractors, grantees, consultants, or Volunteers performing or working on a contract, service, grant, cooperative agreement, job, or other activity for the Peace Corps and who have a need to have access to the information in the performance of their duties or activities for the Peace Corps. 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).

I. Disclosures for Administrative Claims, Complaints, and Appeals. Information may be disclosed to an authorized appeal grievance examiner, formal complaints examiner, equal employment opportunity investigator, arbitrator, or other person properly engaged in investigation or settlement of an administrative grievance, complaint, claim, or appeal filed by an employee, but only to the extent that the information is relevant and necessary to the proceeding. Agencies that may obtain information under this routine use include, but are not limited to, the Office of Personnel Management, Office of Special Counsel, Merit Systems Protection Board, Federal Labor Relations Authority, Equal Employment Opportunity Commission, and Office of Government Ethics.

J. Disclosure to the Office of Personnel Management. Information may be disclosed to the Office of Personnel Management pursuant to that agency's responsibility for evaluation and oversight of Federal personnel management.

K. Disclosure in Connection with Litigation. Information may be disclosed in connection with litigation or settlement discussions regarding claims by or against the Peace Corps, including public filing with a court, to the extent that disclosure of the information is relevant and necessary to the litigation or discussions and except where court orders are otherwise required under Section (b)(11) of the Privacy Act of 1974, 5 U.S.C. 552a(b)(11).

L. Disclosure to U.S. Ambassadors. Information from this system of records may be disclosed to a U.S. Ambassador or his or her designee in a country where the Peace Corps serves when the information is needed to perform an official responsibility, to allow the Ambassador to knowledgeably respond to official inquiries and deal with in-country situations that are within the scope of the Ambassador's responsibility.

M. To all appropriate agencies, entities, and persons when (1) The Peace Corps suspects or has confirmed that the security or confidentiality of information in the system of records has been compromised; (2) the Peace Corps has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Peace Corps or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Peace Corps' efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Location of Domestic and Overseas Offices

The Agency maintains three Service Centers and Area Recruiting Offices in which certain systems or parts of systems are maintained. The Service Centers, their addresses, and the States within their jurisdictions are listed below. In the event of any doubt as to whether a record is maintained in a Service Center or Area Recuiting Office, a query may be directed to the Director, Office of Administrative Services, Peace Corps, Washington, DC 20526, who shall furnish all assistance necessary to locate a specific record.

New York Service Center, Peace Corps, 26 Federal Plaza, Room 1605, New York, New York 10278 (States serviced: Massacusetts, Vermont, New Hampshire, Rhode Island, Delaware, New Jersey, Georgia, Tennessee, Mississippi, Alabama, South Carolina, Florida, District of Columbia, Maryland, North Carolina, Kentucky, West Virginia and Virginia).

Chicago Service Center, Peace Corps, 3rd Floor, 10 W. Jackson, Chicago, Illinois 60604 (States serviced: New Mexico, Oklahoma, Louisiana, Texas, Arkansas, Illiniois, Indiana, Minnesota, Wisconsin, Kansas, Missouri, Iowa, Nebraska, Michigan and Ohio).

San Fransciso Service Center, Peace Corps, Room 533, 211 Main Street, San Francisco, California 94105 (States serviced: California, Nevada, Hawaii, Colorado, Montana, South Dakota, North Dakota, Utah, Wyoming, Washington, Oregon, Idaho, Alaska and Arizona).

The Peace Corps has offices overseas and the number fluctuates from time to time as programs are added or withdrawn. A complete list with specific addresses will be provided upon request to the Director, Office of Administrative Services, Peace Corp, 806 Connecticut Avenue, NW, Washington, DC 20526. Any particular country in which Peace Corps maintains a program may be addressed by writing to the Country Director, c/o the American Embassy in such country.

Notification--Individuals may inquire as to whether any system contains information pertaining to them by addressing the System Manager in writing. Such request should include the name and address of the individual, his or her social security number, and any relevant data concerning the information sought and, where possible, the place of assignment or employment, etc. In case of any doubt as to which system contains a record, interested individuals may contact the Director, Office of Administrative Services, Peace Corps, Washington, DC 20526, who has overall supervision of records systems and who will provide assistance in locating and/or identifying appropriate systems.

Access and Contest--In response to a written request by an individual, the appropriate System Manager shall arrange for access to the requested record or advise the requester if no such record exists. If an individual wishes to contest the content of any record, he/she may do so by addressing a written request to Director, Administrative Services, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC 20526. The Director shall provide all necessary information regarding such contest and appeal.

1 Accounts Receivable (Collection of Debts Claims Records).

Fiscal Services Division, Office of Financial Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Any former or current Peace Corps employee, Volunteer, or other individual erroneously overpaid by the Peace Corps or who has an advance outstanding from the Peace Corps.

Names and addresses of individuals indebted to Peace Corps including the date of the debt, claim number, amount of the debt, related correspondence, and a copies of checks and the date the debt was paid if payment has occurred

31 U.S.C. 3711 et seq.; Pub. L. 104-134; and the Peace Corps Act, 22 U.S.C. 2501 et seq.

Purpose(s):

To record information and resolution of erroneous payments and outstanding advances made by the Peace Corps (Last revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, I, K, and L apply to this system.

RECORDS MAY ALSO BE DISCLOSED TO:

1. The Department of Justice in cases of administrative error involving overpayment or outstanding advances or situations in which the Peace Corps has been unable to collect a debt; or

2. The Department of Treasury for debt collection.

STORAGE:

On paper and in a computerized database.

By name or claim number.

Computer records are maintained in a secure, password- protected computer system. Paper records are maintained in lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.

Records are kept until settlement of a claim and then retired to the Federal Records Center to be destroyed in accordance with General Records Schedule 6.1.2.

Director, Fiscal Services Division, Office of Financial Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

NOTIFICATION, ACCESS, AND CONTESTING RECORD PROCEDURES:

Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Peace Corps offices making payments or travel advances.

2 Congressional Files.

Congressional Relations, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Members of Congress and Peace Corps Volunteers.

Bio-data and voting records of Members of Congress, incoming and outgoing correspondence with Members of Congress; and records regarding concerns of Members of Congress affecting the Peace Corps.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To track communications with members of Congress and congressional concerns affecting the Peace Corps (Last Revised: August 2000).

General routine uses A, E, F, G, K, and L apply to this system.

STORAGE:

On paper and in a computerized database.

By name, congressional committee, Congress member, or state.

Records are kept on-site for five years, then retired to the Federal Center to be stored for ten years and then destroyed.

Director, Congressional Relations, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

NOTIFICATION, ACCESS, and CONTESTING RECORD PROCEDURES:

Record subject, Peace Corps staff, and publications such as the Congressional Record, periodicals, and standard reference publications.

3 Contractors and Consultants Files.

Center for Field Assistance and Applied Research, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Contractors or consultants for Peace Corps programs.

Correspondence, resumes, and other materials pertaining to personal services contractors or consultants.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To identify and track personal services contractor or consultants for Peace Corps program needs (Last Revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, J, K, and L apply to this system.

STORAGE:

On paper and in a computerized database.

By name, address, telephone number, social security number, salary history, skill categories, performance evaluations, and country to which work pertains.

Records are kept on-site for four years after becoming inactive and then destroyed.

Chief, Resource Development Division, Center for Field Assistance and Applied Research, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

NOTIFICATION, ACCESS, AND CONTESTING RECORD PROCEDURES:

To the extent permitted under the Privacy Act of 1974, 5 U.S.C. 552a(k)(5), this system has been exempted from the provisions of the Privacy Act of 1974 that permit access and correction. The Peace Corps may, in its discretion, fully grant individual requests for access and correction if it determines that the exercise of these rights will not interfere with an interest that the exemption is intended to protect. The exemption from access is limited in some instances by law to information that would reveal the identity of a confidential source. Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR Part 308.

Record subject and persons consulted as references.

PURSUANT TO 5 U.S.C. 552a(k)(5), THIS SYSTEM IS EXEMPT FROM THE FOLLOWING PROVISIONS OF THE PRIVACY ACT OF 1974, SUBJECT TO THE LIMITATIONS SET FORTH IN THAT SUBSECTION:

U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (f ).

4 Discrimination Complaint Files.

American Diversity Program, Peace Corps, 1111 20th St., NW, Washington, DC 20526.

Any employee, volunteer, or applicant for employment or Volunteer service who has filed a complaint of discrimination against the Peace Corps.

Complaints, copies of personnel records, investigatory materials and affidavits, correspondence related to complaints, and information as to how the complaint was resolved.

22 U.S.C. 2504(a); 42 U.S.C. 2000e-16; 42 U.S.C. 5057; 29 U.S.C. 206; 29 U.S.C. 633a; 29 U.S.C. 791; 29 U.S.C. 794a; E.O. 11478, and 29 CFR 300 and 1614.

To record actions taken on complaints of discrimination against the Peace Corps (Last Revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, I, K, and L apply to this system.

STORAGE:

On paper and in a computerized database.

By employee name and case number.

Paper records are maintained in lockable file cabinets. Computer records are maintained in a secure, password-protected computer system. All records are maintained in secure, access-controlled areas or buildings.

Records are kept until settlement of a claim and then retired to the Federal Records Center to be destroyed in accordance with General Records Schedule 6.1.2. Records are destroyed four years after the close of the case.

Director, American Diversity Program, Peace Corps, 1111 20th St., NW, Washington, DC 20526.

NOTIFICATION, ACCESS, AND CONTESTING RECORD PROCEDURES:

To the extent permitted under the Privacy Act of 1974, 5 U.S.C. 552a(k)(2) and (5), this system has been exempted from the provisions of the Privacy Act of 1974 that permit access and correction. The Peace Corps may, in its discretion, fully grant individual requests for access and correction if it determines that exercise of these rights will not interfere with an interest that the exemption is intended to protect. The exemption from access is limited in some instances by law to information that would reveal the identity of a confidential source. Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document, Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR Part 308.

Record subject, Peace Corps staff and Volunteers, and others with information relevant to resolving discrimination complaint.

Pursuant to 5 U.S.C. 552a(k)(2) and (5), this system is exempt from the following provisions of the Privacy Act of 1974, subject to the limitations set forth in those subsections:

5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (f).

5 Employee and Volunteer Occupational Injury and Illness Reports.

Office of Medical Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526; in Peace Corps offices in eleven U.S. cities; and in countries with Peace Corps programs while the record subject is serving as a volunteer there.

Peace Corps employees who have job-related injuries or illnesses; and Volunteers who have service-related injuries or illnesses.

Name, address, telephone number, date of birth, social security number, FECA, case file number, sex, dates of service, country in which served, reports of occupational injuries and illnesses and associated medical reports including x-rays.

29 U.S.C. 668; 5 U.S.C. 8101 et seq.; and the Peace Corps Act, 22 U.S.C. 2501 et seq.

To record information and resulting actions pertaining to employee and Volunteer occupational injuries and illnesses (Last Revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, I, J, K, and L apply to this system.

RECORDS MAY ALSO BE DISCLOSED TO:

1. The record subject upon the subject's request;

2. The Occupational Safety and Health Administration, Department of Labor, for employment- or service- related injuries or illnesses; or

3. The Office of Workers' Compensation Programs, Department of Labor, for workers' compensation claims.

STORAGE:

On paper and in a computerized database.

By name, social security number, FECA case file number, and country of service.

Paper records are maintained in a lockable file room. Computer records are maintained in a secure, password-protected computer system. All records are maintained in secure, access-controlled areas or buildings.

Workers' compensation records are retained on-site until inactive, then retired to the Federal Records Center for 15 years, after which they are destroyed.

Director, Office of Medical Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526; Director, Peace Corps regional offices; and Country Director in countries with Peace Corps programs.

NOTIFICATION, ACCESS, AND CONTESTING RECORD PROCEDURES:

Record subject, Peace Corps supervisors, physicians and other health care providers, other medical sources including laboratories, and debt collection agencies.

Pursuant to 5 U.S.C. 552a(k)(5), this system is exempt from the following provisions of the Privacy Act of 1974, subject to the limitations set forth in that subsection: 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (f).

6 Employee Pay and Leave Records.

Office of Human Resource Management, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Peace Corps employees.

Personnel actions, savings bond applications, allotment advices, IRS tax levels, notice of deduction for health insurance, Combined Federal Campaign contributions, union dues withholdings applications, educational allowances for children of overseas employees, records concerning collections for overpayments, and time and attendance records.

5 U.S.C. 5525 et seq.; 5 U.S.C. 5501 et seq.; 5 U.S.C. 5701; 5 U.S.C. 6301 et seq.; and 31 U.S.C. 3512.

To record moneys paid, allotments authorized, leave earned and used, and retirement benefits earned (Last Revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, I, J, K, and L apply to this system.

RECORDS MAY ALSO BE DISCLOSED TO:

1. The Treasury Department for the purpose of payroll, savings bonds or other deductions, or effecting administrative offset against the debtor to recoup a delinquent debt to the U.S. Government by the debtor;

2. To the Internal Revenue Service for tax matters;

3. To participating insurance companies holding policies with respect to Peace Corps employees; or

4. To a Federal agency to perform payroll services for the Peace Corps.

STORAGE:

On paper and in a computerized database.

By name and social security number (computer data base only).

Paper records are maintained for three years after an employee terminates employment with the Peace Corps and then destroyed.

Director, Office of Human Resource Management, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

NOTIFICATION, ACCESS, AND CONTESTING RECORD PROCEDURES:

Record subject.

7 Peace Corps Volunteers: Reasons for Resignation.

Office of Planning, Policy, and Analysis, Peace Corps, 1111 20th St., NW, Washington, DC 20526.

Current and former Peace Corps volunteers.

Name, social security number, codes reflecting the reasons for resignation as identified by the volunteer and Country Staff, training class, country of service, projected close of service date, and actual close of service date.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To provide feedback from Peace Corps volunteers for improving agency programs and services. To provide a basis for assessing the record subject's suitability for Peace Corps staff employment, employment as a personal services contractor, or volunteer service. (Last revised: August 2000).

General routine uses E, F, H, and K apply to this system.

STORAGE:

On paper and in a computerized database.

By name or identifying number.

Paper records are maintained until data is entered into the computer system; electronic records are maintained for the life of the agency.

Director, Office of Planning, Policy, and Analysis, Peace Corps, 1111 20th St., NW, Washington, DC 20526.

NOTIFICATION, ACCESS AND CONTESTING RECORD PROCEDURES:

Record subject.

8 Office of the General Counsel, Peace Corps, 1111 20th St., NW, Washington, DC 20526.

Peace Corps staff, volunteers, and applicants for employment or volunteer service.

Records pertaining to employee administrative and EEO grievances, wage garnishments, appeals from adverse actions, claims by and against staff members, claims by and against volunteers, litigation involving Peace Corps staff or volunteers, and legal queries from staff members.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To support legal representation of the Peace Corps and to provide legal counsel to the Director of the Peace Corps, the Director's designees, and Peace Corps staff (Last Revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, I, K, and L apply to this system.

Storage:

On paper and in a computerized database.

By name.

Files are retired to the Federal Records Center consistent with the Peace Corps Records management Handbook where they are maintained for 30 years and then destroyed.

General Counsel, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Notification, access, and contesting, record procedures:

To the extent permitted under the Privacy Act of 1974, 5 U.S.C. 552a (k) (1), (2), and (5), this system has been exempted from the provisions of the Privacy Act of 1974 that permit access and correction. Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Record subject, and correspondence and reports from persons and agencies dealing with the Peace Corps.

Pursuant to 5 U.S.C. 552a (k) (1), (2), and (5), this system is exempt from the following provisions of the Privacy Act of 1974, subject to the limitations set forth in those subsections: 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (f).

9 Payment Records: Transportation, Travel Authorizations, and Household Storage.

Fiscal Services Division, Office of Financial Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Any current or former Peace Corps employee, volunteer or other individual traveling for Peace Corps and paid through contract, purchase order, or travel order.

Invoices received, amount paid, payment vouchers and associated documents, schedule number, contract or purchase order number, type of payment (advance, partial, or final), travel authorizations, travel vouchers, receipts, and other materials related to official travel.

5 U.S.C. 5701 et seq.; 31 U.S.C. 3512; 31 U.S.C. 3901 et seq.; and the Peace Corps Act, 22 U.S.C. 2501 et seq.

Purposes:

To record payments made as a result of purchase orders, travel authorizations, or other authorization documents (Last Revised: August 2000).

General routine uses A, C, D, E, F, G, H, I, K, and L apply to this system.

Records may also be disclosed to:

1. The Department of Treasury for disbursement to vendors and travelers; or

2. To a household storage vendor in the event of a discrepancy between the vendor's and Peace Corps' records.

Storage:

On paper and in a computerized database.

By employee name or schedule number.

Records are kept until settlement of a claim and then retired to the Federal Records Center to be destroyed in accordance with General Records Schedule 6.1.2.

System Manager(s) and address:

Director, Fiscal Services Division, Office of Financial Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Record subject and Peace Corps authorizing offices.

10 Office of Private Sector Initiatives Database.

Not applicable.

Office of Private Sector Initiatives, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Individuals making donations to Peace Corps partnership projects or inquiring about partnership projects; volunteers.

For donors: name, address, telephone number, e-mail address, donor number, and contribution amount. For volunteers: name, address, and close of service date.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To record and track donations to the Peace Corps and to provide program and project updates to donors.

General routine uses A through M apply to this system.

Disclosure to consumer reporting agencies:

None.

Storage:

On paper and in a computerized database.

By donor name, donor number, project name or project number.

Computer records are maintained in a secure, password- protected computer system. Paper records are maintained in lockable file cabinets. All records are maintained in a secure, access-controlled area.

Records are kept until three years after completion of project, and then retired to the Federal Records Center to be maintained and destroyed in accordance with General Records Schedule 6.1.2.

Director, Office of Private Sector Initiative, Peace Corps, Office of Private Sector Initiatives, 1111 20th St., NW., Washington, DC 20526.

Any individual who wants notification that this system of records contains a record about him or her should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying documentation. Additional identification may be required in some instances. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Any individual who wants access to his or her record should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying documentation. Additional identification may be required in some instances. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Any individual who wants to contest the contents of a record should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying documentation. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Donor and Peace Corps volunteers.

None.

11 Personal Services Contracts.

Office of Contracts, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Personal services contractors for the Peace Corps.

History of service or performance, including earning records of individuals hired as personal services contractors.

The Peace Corps Act, 22 U.S.C. 2501 et seq.; and Federal Acquisition Regulations, 48 CFR Chapters 1-99.

For determining personal services contractor's eligibility for employment and pay determinations; for determining accountability and liability of parties under the personal services contract, and other contract issues (Last Revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, K, and L apply to this system.

>Storage:

On paper and in a computerized database.

By name or contract number.

Paper records are maintained in locked file cabinets in a secure room. Computer records are maintained in a secure, password-protected computer system. All records are maintained in secure, access-controlled areas or buildings.

Records in the system are maintained on site for one year after the closing date of the contract, then sent to the Federal Records Center where they are maintained for three years if the contract amount is $25,000 or less, and for six years and three months if the contract amount is greater than $25,000, and then destroyed.

Director, Office of Contracts, 1111 20th St., N.W., Washington, DC 20526.

To the extent permitted under the Privacy Act of 1974, 5 U.S.C. 552a(k)(5), this system has been exempted from the provisions of the Privacy Act of 1974 that permit access and correction. However, the Peace Corps may, in its discretion, fully grant individual requests for access and correction if it determines that the exercise of these rights will not interfere with an interest that the exemption is intended to protect. The exemption from access is limited in some instances by law to information that would reveal the identity of a confidential source. Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Record subject, Peace Corps staff, and outside sources used as references for those applying as contractors.

Pursuant to 5 U.S.C. 552a(k)(5), this system is exempt from the following provisions of the Privacy Act of 1974, subject to the limitations set forth in that subsection:

5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (f).

12 Property Records.

At each overseas Peace Corps office and in Administrative Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Name, room number, and country of assignment for Peace Corps staff and volunteers who have physical property assigned to them.

U.S. Government property assigned to Peace Corps staff or volunteers.

40 U.S.C. 483(b) and (c); and the Peace Corps Act, 22 U.S.C. 2501, et seq.

Purpos(e):

To record and account for U.S. Government property assigned to Peace Corps staff and volunteers (Last Revised: August 2000).

General routine uses A, C, D, E, F, G, H, I, K, and L apply to this system. Records may also be discovered to the Department of State or General Services Administration to account for the disposition of Federal property.

Storage:

On paper and in computerized databases.

By name, room number, or country.

Records are retained at overseas posts for two years after the Peace Corps staff member or volunteer terminates assignment, then destroyed. Headquarters records are retained for five years, then retired to the Federal Records Center and destroyed after 20 years.

For overseas records, Country Directors in each country in which Peace Corps maintains a program. For headquarters records, Director, Office of Administrative Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Peace Corps staff and volunteers.

13 Personnel Security Records.

Some classified information may be included in this system.

Security Office, Office of Human Resource Management/Security Office, Peace corps, 1111 20th St., NW., Washington, DC 20526.

Current and former applicants for Peace Corps staff employment and volunteer service; and individuals considered for access to classified information or restricted areas and/or personnel security determinations as contractors and experts.

Investigative information regarding an individual's character, conduct, background, and behavior.

E.O. 10450; The Peace Corps Act, 22 U.S.C. 2501 et seq.

To record information used to determine eligibility or suitability for employment or volunteer service, including eligibility to serve as a Peace Corps contractor. (Last Revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, I, J, K, and L apply to this system.

Storage:

On Page and in a computerized database.

By name.

Available only to employees with appropriate security clearance and a need to know. Computer records are maintained in a secure, password-protected computer system. Paper records are maintained in lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.

Records are maintained in the Security Office in the Office of Human Resources for seven years from the date of the last investigative activity and then destroyed.

Director, Personnel Security Staff, Office of Human Resource Management, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

To the extent permitted under the Privacy Act of 1974, 5 U.S.C. 552a(k) (1), (2), and (5), this system has been exempted from the provisions of the Privacy Act of 1974 that permit access and correction. The Peace Corps may, in its discretion, fully grant individual requests for access and correction if it determines that the exercise of these rights will not interfere with an interest that the exemption is intended to protect. The exemption from access is limited in some instances by law to information that would reveal the identity of a confidential source. Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requester will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document that includes the requester's social security number and full signature. Additional information may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Record subjects; Federal agencies; employers, schools, references, and other sources of information about the record subject.

Pursuant to 5 U.S.C. 552a(k) (1), (2), and (5), this system is exempt from the following provisions of the Privacy Act of 1974, subject to the limitations set forth in those subsections: 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (e)(H), and (f).

14 Administrative Grievance Records.

Office of Human Resource Management, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Peace Corps staff who have filed an administrative grievance or grievance appeal or have filed a complaint with the Merit Systems Protection Board, Federal Labor Relations Authority, Federal Mediation and Conciliation Service, or other organization.

Grievance, appeal, and arbitration files containing petitions, complaints, charges, evidentiary materials, records of hearings or other matters regarding administrative grievances or arbitration.

5 U.S.C. chapters 71-79; and E.O. 11491.

To resolve administrative complaints or grievances (Last Revised: August 2000).

General routine uses A, B, C, D, E, F, G, H, I, J, K, and L apply to this system.

Storage:

On paper and in a computerized database.

By name or social security number.

Computer records are maintained in a secure, password- protected computer system. Paper records are maintained in Lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.

Records are retired to the Federal Records Center to be maintained and then destroyed 25 years after the close of the case.

Director, Office of Human Resource management, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Record subjects; witnesses to any occurrences giving rise to a grievance, appeal or other action; hearing records and affidavits and other documents used or usable in connection with grievance, appeal, and arbitration hearings.

15 Overseas Executive Selection and Support.

Overseas Executive Selection and Support, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Applicants for Peace Corps Country Director positions.

Name, address, telephone number, social security number, professional resume, letter of interest, personal essay, and other background information regarding qualifications for Peace Corps Country Director.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To supply qualified applicants for Country Director positions with the Peace Corps (Last Revised: August 2000).

General routine uses A, D, E, F, G, I, J, K, and L apply to this system.

Storage:

On paper and in computerized database.

By name.

Applications not resulting in appointment are destroyed after two years. Applications resulting in appointment are forwarded to the Official Personnel Folder maintained by Human Resource Management and disposed of in accordance with the record schedule for Official Personnel Folders.

Director, Overseas Executive Selection and Support, Peace Corps, 111 20th St., NW., Washington, DC 20526.

To the extent permitted under the Privacy Act of 1974, 5 U.S.C. 552a(k)(5), this system has been exempted from the provisions of the Privacy Act of 1974 that permit access and correction. The Peace Corps may, in its discretion, fully grant individuals requests for access and correction if it determines that the exercise of these rights will not interfere with an interest that the exemption is intended to protect. The exemption from access is limited in some instances by law to information that would reveal the identity of a confidential source. Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR Part 308.

Record subject and personal references.

15 Travel Files.

Transportation Division, Office of Administrative Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526, and domestic and overseas field offices.

Any Peace Corps employee, volunteer, contractor, or other individual engaged in authorized official travel for the Peace Corps.

Travel authorizations; itineraries; Government Bills of Lading; packing letters and passport numbers for overseas travel; passports for staff, trainees and volunteers; and other travel related material.

5 U.S.C. 5701 et seq.; 31 U.S.C. 3512; 31 U.S.C. 3901 et seq.; and the Peace Corps Act, 22 U.S.C. 2501 et seq.

To account for, and issue payments as a result of, authorized official Peace Corps travel (Last Revised; August 2000).

General routine uses A, C, D, E, F, G, H, I, and K apply to this system. Records may also be disclosed to transportation carriers for providing transportation services.

Storage:

On paper.

By name or by country.

Paper records are maintained in lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.

Records are maintained at Peace Corps headquarters and domestic and overseas field offices for three years after the individual leaves the agency or performs the travel, and are then destroyed.

Director, Transportation Division, Office of Administrative Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526 and the office heads of Peace Corps' domestic and overseas field offices.

Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a drivers license, employee identification card, or other identifying document. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Record subject, supervisors, or other Peace Corps staff.

16 Volunteer Applicant and Service Records System.

None.

This system is made up of subsystems which are located agencywide in Peace Corps offices. These locations are (a) Headquarters, (b) three Service Center offices and area and sub-area Recruitment offices, and (c) each Peace Corps overseas program office. The number of Peace Corps overseas offices fluctuates as programs are added or withdrawn. Specific addresses will be provided upon request to the Director of Administrative Services. Any particular country in which Peace Corps maintains a program may be addressed by writing to the Country Director, Peace Corps, c/o The American Embassy in the country.

Current and former Peace Corps volunteers, trainees and applicants for volunteer service including Peace Corps United Nations Volunteers. A record may exist in a subsystem depending on whether a record was established as part of the application, selection, placement, and service process.

This major system covers a number of temporary and permanent records established during the applicant, selection, placement, training and service stages. Most information maintained in this system is furnished by the individual. Generally, the individual is aware of any necessary investigations being conducted and is either counseled or authorizes such investigations. As the record progresses through the subsystems, generally, the following folders may be established: PCV Applicant File; Medical File; and Trainee/Volunteer Service File. If certain situations warrant, a Special Services file may be established. These records are explained in detail in the following paragraphs. At the processing and program support desk levels temporary day to day sets of records may be used or set up to meet the needs of work processes. This information is usually extracted from the official record or is a duplicate of information contained in the official record and is utilized only as long as needed for a particular decision, project or period of service. Upon completion of the use of such records they are destroyed or, in the case of a permanent document or record, are forwarded to the Peace Corps Records Center for retirement.

(1) Volunteer Applicant Folder and Computer Based Record: This record contains forms related to the applicant process such as the application, references, overseas suitability assessments, invitation to training, trainee enrollment forms correspondence relating to the application, copies of other application documents, such as a Peace Corp background investigation form, evaluator-recruiter interview forms. Information is extracted from the official record hard copy to create a computer record which is used to track progress, issue labels for correspondence to the applicant and account for the establishment, retirement and ultimate destruction of the individual record. Statistical information, without personal identifiers, is used from the computer record.

(2) Trainee and Volunteer Service Pay Folder and Computer based record: This record contains correspondence, forms related to pay allowances, travel and service such as, the Oath, designation of beneficiary, address, social security number, duty station, next of kin, trainee registration form, service and termination documents. Information is coded from hard copy documents to create a computer record for pay and verification of service purposes.

(3) Medical Folder: The medical record contains medical examination forms and fitness for duty reports, medical claims, correspondence and cables, medical histories, payment records, record of the consulting physician, treatment, hospitalization and disposition of the case, and history of psychiatric or psychological treatment.

(4) Special Services Folder: This record contains information pertaining to any unusual or extraordinary action or circumstances happening during service or causing the termination of the volunteer or trainee. These records contain details of reenrollments, reinstatements, death or termination. Details include name, country of assignment, program number, dates of the action, and supportive documentation. Supportive documentation would include termination reports, staff recommendations, cables, financial information, travel arrangements and medical clearance. Death cases may also include an autopsy report, documentation of account of the death, designation of beneficiary, policy report, death certificate, correspondence related to final arrangements, money payments and other financial matters.

(5) Overseas Post Service and Medical Records: Contain correspondence and forms relating to in country service such as records of all payments or accrued credit to volunteers and trainees, advances or other items due to the government from volunteers or trainees, monthly living allowances, leave allowances, settling in allowances, property assignments. The medical record is maintained at post by the Peace Corps Health Official. It contains the entrance physical and dental examination records and record of treatment received while in Peace Corps.

(6) United Nations Volunteer Records: These records contain applications, correspondence related to the applicant/placement process, other records connected with the application, training and placement of persons wishing to serve or serving as United Nations Volunteers. For short periods of time references furnished by the applicant in support of the UNV application are kept in the UNV folder until the PC Applicant folder is received from the Office of Placement by Multilateral Programs. Then the UNV references, along with the UNV application, are forwarded to Geneva/UNV. Medical history forms for UNV applicants are forwarded by the examining facility to Peace Corps Office of Medical Services, who, after medical clearance by Peace Corps, forward them to the Medical Office, Geneva/UNV At the end of service or inactivation of the record the UNV record is forwarded to the Peace Corps Record Center for combining and retirement as regular Peace Corps volunteer records.

The Peace Corps Act, 22 U.S.C. 2501 et seq., and The Budget and Accounting Act of 1950.

This system was established to maintain records of individuals who apply for Peace Corps Volunteer service and to record resulting actions taken on the applications and service.

The contents of these records may be disclosed and used as follows:

(a) As stated in our general routine uses unless specifically exempted under this heading.

(b) To Peace Corps Volunteer host country officials to obtain visas, inform of pending arrival of the trainee/volunteer and for review of their qualifications for a program.

(d) To the Social Security Administration for crediting of social security accounts and reports withholdings.

(e) To the Internal Revenue Service to report on taxes paid and for income purposes.

(f) To Federal agencies having a need to verify volunteer eligibility for Federal employment under provision of Executive Order 11103.

(g) To the Treasury Department for purposes of issuing payroll checks, readjustment allowance checks or to report overpayments.

(h) To appropriate overseas U.S. Government agencies for monthly payroll preparation.

(i) To verify active or former volunteer service.

(j) Regarding the United Nations Volunteers records: In addition to our general routine uses the contents of these records may be disclosed and used as follows: 1. To designated officers and employers of the United Nations having a responsibility for the selection and placement of U.N. Volunteers. 2. To officials of a proposed host country desiring the assignment or placement of U.N. Volunteers.

(k) Regarding medical records: Notwithstanding subsections (a) through (j), in addition to our general routine uses the medical records may be disclosed or used only as follows: 1. To the Office of Workers' Compensation Programs, U.S. Department of Labor in connection with claims under the Federal Employee's Compensation Act. 2. To a physician or other medical personnel treating or involved in the medical treatment and/or care of an applicant, trainee or volunteer and having a need for such records for the provision of the medical treatment or care. In situations where it is practicable, the individual's consent will be obtained before releasing such information. 3. To psychiatrists or clinical psychologists when necessary for treatment. To the extent practicable disclosure will not be made without approval of the individual. 4. In death cases to notify designated life and/or personal property insurance companies to obtain payment of insurance benefits; to notify the Office of the Vice President for the preparation of condolence letters; to the family and next of kin; and Department of State.

(l) To any educational institutions with which the Peace Corps has a Fellows/USA or Masters International agreement which requires access to Volunteer or Returned Peace Corps Volunteer contact information in order to meet the terms of the agreement.

(m) To Returned Peace Corps Volunteer organizations furthering the Peace Corps' recruiting or third goal activities. The information released will be limited to contact information.

Storage:

Records are maintained in folders, log books, cards, magnetic tape or disc packs with tape backup and are filed in metal filing cabinets with manipulation proof combination lock or in a room with a combination lock in the door, or in a locked room when not in use.

The majority of the subsystem records are retrievable alphabetically by the last name. A few are retrievable by the social security number; by subject headings but access may be gained by reference to an alphabetical name index; or by alphabetical order by country of assignment.

Records are generally available only to Peace Corps employees with specifically assigned duties which require working with the records on a day to day basis. They are available to other Peace Corps employees having the need for such records in the performance of their official duties. Personnel screening is employed to prevent unauthorized disclosure. Officials or employees having access to the security investigation records are required to have an appropriate security clearance.

Most volunteer records are kept no longer than seven years. The Volunteer Personnel and Payroll Computer Record and the Volunteer Description of Service records are kept permanently. Medical records are destroyed as follows: (1) Records of rejected applicants are destroyed after 18 months; (2) records of trainees who do not become volunteers and records of individuals who enroll as volunteers are destroyed 25 years from the completion of service or termination date. Applicant records are destroyed as follows: (1) Immediately rejected applicant records are destroyed in six months; (2) records of applicants rejected before reporting to training are destroyed in one year; and (3) records of individuals who report to training are destroyed seven years from the completion of service or termination date.

As the record flows from one state to another, or if a record is established for a specific purpose, the system manager is the agency official responsible for that particular function. People unsure about whom to contact, may contact the Peace Corps' FOIA/Privacy Officer at 1111 20th St., NW., Washington, DC 20526.

(1) The following system managers are located at 1111 20th St., NW., Washington, DC 20526: Director of Placement and Staging; Chief of Health Benefits and Analysis Division; Chief of Volunteer and Staff Payroll Services Branch; Director, Management Information and Assessment Division; Supervisor, Medical Records Manager in the Division of Volunteer Support;

(2) The following system managers can be contacted at the overseas post of assignment: Peace Corps Country Directors Overseas; Peace Corps Medical Officers Overseas.

See the Notification paragraph in the Preliminary Statement above in this notice.

See the Access and Contest paragraph in the Preliminary Statement above in this notice.

Same as "Record Access Procedures."

Information is obtained from the individual; sources whom the individual has named; Peace Corps employees and other volunteer/trainees; medical personnel who have treated an applicant/trainee/volunteer or reviewed their medical records; medical contractors; U.S. Government investigative agencies, including the Office of Personnel Management; The Merit Systems Protection Board and its Special Counsel; the Federal Labor Relations Authority; local law enforcement officials; Peace Corps Host Country Nationals; Peace Corps Country American Embassy and Consulates, United Nations Staff; and job supervisors.

These records or portions of these records may be exempted by authority of 5 U.S.C. 552a (k)(5).

17 Former Volunteer/Staff Resource Record.

None.

Peace Corps, Office of Volunteer Recruitment and Selection, 806 Connecticut Avenue NW, Washington, DC 20526.

All former staff and volunteers.

Individual former staff and former volunteer files containing the following information about the particular individual: Name; current address; current phone number; social security number; date of birth; next of kin name and address; pre-service, service, and post-service education; employment and training experience; trade skills; language skills; educational level; teaching experience; current interest in voluntary service; type of volunteer/staff duty assignment; and location of assignment.

The Peace Corps Act, as amended (22 U.S.C. 2501, et seq.).

Information in this file will be used by the Peace Corps agency to involve former staff and volunteers with policy formation, program evaluation, recruitment, foreign and domestic disaster relief, and to keep up-to-date addresses for mailing publications and public affairs releases.

Storage:

Files are maintained on magnetic discs and tapes which are stored in a locked room when not in immediate use in a building with a 24-hour guard.

Records are indexed by categories such as skills, social security number, and alphabetical order.

Records in the system are available only to appropriate officials of the Peace Corps with the need for access to such records for the performance of their duties.

Records are begun following the end of staff and/or volunteer services and retained for the "life" of the volunteer/staffer. These records have no present destruction date and are now expected to be destroyed 50 years after establishment.

Coordinator, Former Volunteer List Program, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC 20526.

Individuals wishing to see information in their records, inquire if the system of records contains information about them, or contest/correct information, should provide their name, any former name, date of birth, social security number, dates of service, if known, location of service and type of service (whether volunteer or staff). Individuals should address their inquiries to the Director, Office of Administrative Services, Peace Corps, Washington, DC 20526. All inquiries should have "Privacy Act Request" noted on the envelope.

Information supplied by former staff and former volunteers.

18 Former Volunteer/Staff Resource Record.

None.

Peace Corps, Office of Volunteer Recruitment and Selection, 806 Connecticut Avenue NW, Washington, DC 20526.

All former staff and volunteers.

The Peace Corps Act, as amended (22 U.S.C. 2501, et seq.).

Storage:

Files are maintained on magnetic discs and tapes which are stored in a locked room when not in immediate use in a building with a 24-hour guard.

Records are indexed by categories such as skills, social security number, and alphabetical order.

Records in the system are available only to appropriate officials of the Peace Corps with the need for access to such records for the performance of their duties.

Coordinator, Former Volunteer List Program, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC 20526.

Information supplied by former staff and former volunteers.

19 Peace Corps Response Database.

Crisis Corps, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

All applicants for Volunteer service with the Peace Corps Response.

Name, address, telephone number, education, country of service, dates of service, volunteer assignment area, technical skills, language proficiencies, and suitability for assignment.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To maintain records of individuals who apply for Peace Corps Response Volunteer service and to record resulting actions taken on the applications and service.

General routine uses A through L apply to this system.

Storage:

On paper and in a computerized database.

By name, address, telephone number, education, country of service, dates of service, volunteer assignment area, technical skills, language proficiencies, and suitability for assignment.

Records are retained at Peace Corps headquarters until declared inactive, then retired to the Federal Records Center, where they are retained for five years and then destroyed.

Director, Crisis Corps, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Record subject.

Financial Management System (FMS).

The financial system is located at the Peace Corps Headquarters. Authorized staff in Peace Corps offices, including those overseas, can access the automated system or its components. The Peace Corps office locations include Headquarters; Regional Recruitment offices; and Peace Corps overseas Posts. The number of Peace Corps recruiting offices is 11. The number of overseas offices (posts) fluctuates, from about 67 to about 71.

Individuals the Peace Corps owes money to or who receives a payment from the Peace Corps and those who owe money to the United States. These individuals consist of current and former Employees; Peace Corps Volunteers, Crisis Corps Volunteers; United Nations Volunteers; and returned Volunteers; Personal Services (PSC) and Other Contractors, Consultants, and Vendors who travel or perform certain services for PC; Donors; and Individuals whom Peace Corps Volunteers and Crisis Corps Volunteers have designated to receive their W-2 forms.

When applicable, information in the system includes, but is not limited to: Name, address, country of assignment, employee number, vendor number, social security number; Taxpayer Identification Number (TIN), including background and supporting documentation for most categories of individuals; banking data, PSC vendor Data Universal Numbering System (DUNS) number; contract numbers and contracts, invoice and payment records; travel payment records; Peace Corps, Crisis Corps, and United Nations Volunteer ID number, telephone numbers; date of birth, contacts, account numbers and payment records; claims, donors (Federal and non-federal), donor numbers and donation history.

Budget and Accounting Procedures Act of 1950; Federal Managers Financial Integrity Act; and the Office of Management and Budget (OMB) Circular A-127, The Peace Corps Act, 22 U.S.C. 2501, et seq., Debt Collection Improvement Act of 1996.

Purpose:

To support the financial functions required to track financial events, provide financial information significant to the financial management of Peace Corps and/or required for the preparation of financial statements and other federally-mandated reports and for the issuance of payments.

Peace Corps general routine uses A, B, C, D, E, F, G, H, I, J, K and L apply to this system. Records may also be disclosed to:

1. The Department of Treasury for disbursements to vendors and travelers; or

2. The Department of State for disbursements to vendors and travelers.

3. The Department of Treasury for debt collection and to conduct a computer matching program in order to collect debts.

4. The Internal Revenue Service for tax reporting and submission of W-2 and 1099 information.

5. General Services Administration for Federal Procurement Data System (FPDS) reporting on contracts awarded.

6. Other Federal agencies with whom PC has established Interagency/Reimbursable Agreements.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:

In a computerized database with background documentation or reports available on paper.

By name, Volunteer ID number, SSN, contract or purchase order number, invoice number, payment batch number, customer number or vendor number, DUNS number. Paper records are retrieved according to Volunteer name, country location code, purchase order number, contract number, project number, vendor name, and SF1166 Schedule of Payments number.

Computerized records are maintained in a secure, password- protected computer system. These records are available to Peace Corps employees and contractors with assigned duties requiring work with the records on a day-to-day basis. The office supervisors authorize the appropriate level of FMS record access for each user. FMS databases are backed up nightly. The domestic back-up media is stored in a data center until delivered to GSA/DOD-approved facilities for offsite storage. Back-up media in overseas PC offices is stored on site in fire-proof containers. Paper records are maintained in lockable file cabinets. The paper records and computer media are maintained in secure, access-controlled areas or buildings.

Computerized records are stored within the FMS database and are being retained for a minimum of 8 years. The paper records of vouchers, contracts (with award amounts greater than $25,000), procurement files, and schedules of payments are retained for up to 6 years and 3 months after the fiscal year of the award or after the final payment has been issued; Volunteers/Trainees records are retained up to 7 years and 3 months after the Volunteer/Trainee has terminated or closed service; and records of donors are held for up to 7 years unless they are no longer needed.

Chief Financial Officer, Office of the Chief Financial Officer, U.S. Peace Corps, 1111 20th St., NW., Washington, DC 20526-0001.

Any individual who wants to know whether this system of records contains a record about himself or herself, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager or Privacy Act Officer. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification procedures may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Record subject and Peace Corps staff.

None.

21 Health Benefits Program for Peace Corps Volunteers.

Office of Medical Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Peace Corps Volunteers.

Name, address, telephone number, social security number, volunteer identification number, date of birth, sex, medical and dental history, dates of service, country of service, x-rays and reports from physicians and other health care providers.

22 U.S.C. 2504(e); and the Peace Corps Act, 22 U.S.C. 2501 et seq.

To authorize health care for volunteers, pay health care bills, provide eligibility lists to health care contractors and insurance carriers, and to confirm volunteer eligibility for service (Last Revised: August 2000).

General routine uses F and K apply to this system. Records may also be disclosed to:

1. Peace Corps health benefits contractors to administer health care to Volunteers; and

2. The Office of Workers' Compensation Programs, Department of Labor, for workers' compensation claims.

Storage:

On paper and in a computerized database.

By name, social security number, and volunteer identification number.

Records are retained at the Office of Administrative Services at Peace Corps headquarters for two years, then retired to the Federal Records Center, where they are maintained for 25 years, and then destroyed.

Director, Office of Medical Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Record subject, physicians or other health care providers, and other medical sources including laboratories.

22 Privacy and Freedom of Information Act Requests.

Office of Administrative Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Individuals who request access to records containing personally identifiable information subject to the Privacy Act and/or individuals who request copies of records under the Freedom of Information Act.

Names and addresses of individuals making requests, including date of request, related correspondence, and Peace Corps' response to request.

The Peace Corps Act, 22 U.S.C. 2501 et seq., the Privacy Act, 5 U.S.C. 552a, and the Freedom of Information Act, 5 U.S.C. 552.

To record requests for records made under the Privacy Act and/or the Freedom of Information Act (Last Revised: August 2000).

General routine uses A, E, F, H, G, K, and L apply to this system.

Storage:

On paper and in a computerized database. Records reflecting requests made by individuals under the Privacy Act are initially created and maintained by the Office of Administrative Services. Records reflecting requests made by members of the public under the Freedom of Information Act are logged in and responded to by the Office of the Executive Secretariat; the records are maintained by the Office of Administrative Services once responses to requests are completed.

By name or date of request.

Records are kept onsite as long as active and then retired to the Federal Records Center to be destroyed after six years in accordance with General Records Schedule 14.

Director, Office of Administrative Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

An individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Individuals making requests under the Privacy and/or Freedom of Information Acts.

22 Early Termination and Special Action.

Office of Special Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Current and former Peace Corps volunteers and trainees who were subject to early termination or a special action.

Name, country of assignment, program number, termination reports, staff recommendations, cables, financial information, travel arrangements, and documentation of special actions taken in regard to family and/or friends of volunteers or trainees who have died, disappeared, or become severely ill or injured.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To record any unusual or extraordinary action or circumstances happening during service or leading to the early termination of the volunteer or trainee?

General routine uses A, B, D, E, F, H, I, K, and L apply to this system.

Storage:

On paper and/or in a computerized database.

By name.

Records are kept on-site for the duration of the volunteer's service in-country, and then destroyed after five years.

Director, Office of Special Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification procedures may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Records subject, family members and their legal representatives, Peace Corps supervisors, physicians or other health care providers, and the Department of State.

26 Peace Corps Computer Systems Activity and Access Records.

Peace Corps offices (and other sites utilized by the Peace Corps) throughout the world. Headquartered at Peace Corps, Office of Information Resource Management, 1111 20th Street, NW., Washington, DC 20526.

All or any individuals who access Peace Corps network computers or mainframe/enterprise servers, including individuals who send and receive electronic communications, access Internet sites, or access system databases, files, or applications from Peace Corps computers or sending electronic communications to Peace Corps computers; and individuals attempting to access Peace Corps computers or systems without authorization.

Records in this system of records may include: Records on the use of interoffice and Internet e-mail systems, including the e-mail address of the sender and receiver of the e-mail message, subject, date, and time; records on user access to Peace Corps networks, including user ID, date and time of log on and log off, and denials of access to unauthorized files or directories; records of Internet access from a Peace Corps computer, such as the Internet Protocol (IP) address of the computer being used to initiate the Internet connection, the site accessed, date, and time; records relating to mainframe/enterprise server access, such as user ID of the individual accessing the mainframe, date and time, and the process being run on the mainframe; records relating to verification or authorization of an individual's access to systems, files, or applications, such as user IDs, passwords, user names, title, and agency.

Logs of Internet access from a Peace Corps computer do not contain names or similar personal identifiers. However, for official government business purposes, a name may be associated with an IP address.

The Computer Security Act of 1987, 49 U.S.C. 1441 note, requires Federal agencies to plan for the security and privacy of their computer Systems nad the Peace Corps Act, 22 U.S.C. 2501, et seq.

The underlying raw data in this system of records is used by the Peace Corps' systems and security personnel, or persons authorized to assist these personnel, to plan and manage system services and to otherwise perform their official duties. Authorized Peace Corps managers may use the records in this system to investigate improper access or other improper activity related to computer system access; to initiate disciiplinary or other such action; and/or where the record(s) may appear to indicate a violation or potential violation of the law, to refer such record(s) to the appropriate investigative arm of Peace Corps, or other law enforcement agency for investigation.

A. Disclosure for Law Enforcement Purposes. Information may be disclosed to the appropriate Federal, State, local, or foreign agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, if the information indicates a violation or potential violation of civil or criminal law or regulation within the jurisdiction of the receiving entity.

B. Disclosure Incident to Requesting Information. Information may be disclosed to any source from which additional information is requested (to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, or to identify the type of information requested); when necessary to obtain information relevant to a Peace Corps decision concening retention of an employee or other personnel action (other than hiring), retention of a security clearance, the letting of a contract, or the issuance or retention of a grant or other benefit.

C. Disclosure to Requesting Agency. Information may be disclosed to a Federal, State, local, or other public authority of the fact that this system of records contains information relevant to the requesting agency's retention of an employee, the retnetion of a security clearance, the letting of a contract, or the issuance or retention of a license, grant, or other benefit. The other agency or licensing organization may then make a request supported by the written consent of the individual for part or all of the record if it so chooses. No disclosure will be made unless the information has been determined to be sufficiently reliable to support a referral to another office within the agency or to another Federal agency for criminal, civil, administrative, personnel, or regulatory action.

D. Disclosure to Office of Management and Budget. Information may be disclosed to the Office of Management and Budget at any stage in the legislative coordiantion and clearance process in connection with private relief legislation as set forth in OMB Circular No. A-19.

E. Disclosure to Congressional Offices.Information may be disclosed to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of the individual.

F. Disclosure to Department of Justice. Information may be disclosed for purposes of litigation, provided that in each case the disclosure is compatible with the purpose for which the records were collected. Disclosure for these purposes may be made to the Department of Justice, or in a proceeding before a court, adjudicative body, or other administrative body before which the Peace Corps is authorized to appear. This disclosure may be made when: 1. The Peace Corps, or any component thereof; 2. Any employee of the Peace Corps in his or her official capacity; 3. Any employee of the Peace Corps in his or her individual capacity where the Department of Justice or the Peace Corps has agreed to represent the employee; or 4. The United States (when the Peace Corps determines that litigation is likely to affect the Peace Corps or any of its components); is a party to litigation or has an interest in such litigation, and the use of such records by the Department of Justice or the Peace Corps is deemed by the Peace Corps to be relevant and necessary to the litigation.

G. Disclosure to the National Archives. Information may be disclosed to the National Archives and Records Administration in records management inspections.

H. Disclosure to Contractors, Grantee, and Others. Information may be disclosed to contractors, grantees, consultants, or Volunteer performing, or working on a contract, service, grant, cooperative agreement, job, or other activity for the Peace Corps and who have a need to have access to the information in the performance of their duties or activities for the Peace Corps. 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).

I. Disclosures for Administrative Claims, Complaints, and Appeals. Information may be disclosed to an authorized appeal grievance examiner, formal complaints examiner, equal employment opportunity investigator, arbitrator, or other person properly engaged in investigation or settlement of an administrative grievance, complaint, claim, or appeal filed by an employee, but only to the extent that the information is relevant and necessary to the proceeding. Agencies that may obtain information under this routine use include, but are not limited to, the Office of Personnel Management, Office of Special Counsel, Merit Systems Protection Board, Federal Labor Relations Authority, Equal Employment Opportunity Commission, and Office of Government Ethics.

J. Disclosure to the Office of Personnel Management. Information may be disclosed to the Office of Personnel Management pursuant to that agency's responsibility for evaluation and oversight of Federal personnel management.

K. Disclosure in Connection with Litigation. Information may be disclosed in connection with litigation or settlement discussions regarding claims by or against the Peace Corps, including public filing with a court, to the extent that disclosure of the information is relevant and necessary to the litigation or discussions and except where court orders are otherwise required under section (b)(11) of the Privacy Act of 1974, 5 U.S.C. 552a(b)(11).

In addition to the routine uses stated above in A, B, C, D, E, F, G, H, I, J, and K, the following shall apply to this system.

Disclosure to provide information to any person(s) and authorized to assist in an approved investigation of improper usage of Peace Corps systems.

Storage:

Records are stored in electronic and/or paper form.

Records may be retrieved by user name, user ID, e-mail address, or other identifying search term employed, depending on the record category. The Peace Corps does not usually connect IP addresses with a person. However, in some instances, for official government business purposes, the Department may connect the IP address with an individual, and records may be retrieved by IP address.

Access is limited to those who have an official need to know. Specifically, only systems and security personnel or persons authorized to assist these personnel have access to automated records and magnetic storage media. These records are kept in a locked room with controlled entry. The use of password protection identification features and other automated data processing system protection methods also restrict access. All records are located in buildings with restricted access.

Records of verification, authorization, computer system access, and other activities generated by the system shall be retained no longer than one year, unless required for management review. After one year, they are destroyed or deleted. (Records retention schedule pending approval by the Archivist of the United States.)

Office of Information Resource Management, Peace Corps, 1111 20th Street, NW., Washington, DC 20526.

To the extent permitted under the Privacy Act of 1974, 5 U.S.C. 552a(k)(5), this system is exempted from the provisions of the Privacy Act of 1974 that permit access and correction. Individual notification of this system and declaration of acceptance of this policy appears in the form of a Privacy Screen that must be acknowledged by each individual before access is granted to use a Peace Corps computer. This prompt appears with every beginning access or initiation of systems on the computer.

Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of records, should make a written request to the System Manager. Requesters will be required to provide adequate identification such as a driver's license or employee identification card, or other identiying document. The written request should provide name, assigned computer location, and a description of information being sought, including the time frame during which the record(s) may have been generated. Provide verification of identity. Identify the information being contested, the reason for contesting it, and the correction requested. In general, this information is computer- generated and is not subject to contest.

See Notification Procedures above.

Most records are generated internally, i.e., computer activity logs; individuals covered by the system; and management officials.

None.

27 Antimalaria Tolerance Survey.

Office of Medical Services, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Peace Corps Volunteers (PCVs) who serve in areas with widespread chloroquine-resistant P. falciparum (CRPF) malaria.

Personal identifiers, geographical region and country, names of medications, possible side effects from medication, and behavioral activities.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To study and better understand the factors that influence antimalarial medication compliance. These records will be used by the staff of the Surveillance and Epidemiology Unit of the Office of Medical Services to collect, analyze and evaluate data from the surveys to determine the effectiveness of in-country health care.

General routine uses E, F, G, and H apply to this system.

Records may also be disclosed to:

1. The data from the surveys may be disclosed to the Centers for Disease Control and Prevention (CDC).

2. Data in aggregate form may be disclosed to the Department of State and the Department of Defense.

Storage:

On paper and in a computerized database.

By personal identifier, assigned country, type of medication, side effects, behavioral activity types.

Paper records are maintained in a lockable cabinet. Computer records are maintained in a secure, password-protected computer system. All records are maintained in secure, access-controlled areas or buildings.

The records will be maintained for three years after completion of the study. The records will be destroyed in accordance with the Peace Corps records management policy.

Director, Office of Medical Services, Peace Corps, 1111 20th Street, NW, Washington, DC 20526.

Record subject.

28 Applications for Employment.

Office of Management, Human Resources Management, 1111 20th Street NW., Washington DC 20526. Occasionally located on a temporary basis in domestic offices and overseas Posts. Electronic records are stored offsite by a contracted agent of the agency in a secure facility.

All applicants for employment with the Peace Corps (including unsuccessful applicants).

To the extent that an agency utilizes an automated medium in connection with maintenance of records in this system of records.

Application forms, resumes and related correspondence. Position vacancy announcement information such as position title, series and grade level(s), office and duty location, opening and closing date of the announcement, and dates of referral and return of lists of qualified candidates; applicant personal data such as name, address, social security number, date of birth, sex, veterans' preference and federal competitive status; and applicant qualification and processing information such as qualifications, grade level eligibility, reason for ineligibility, referral status, and dates of notification.

Related correspondence may include referral letters and memoranda relating to the application process; education and training related documentation; employment history and earnings; honors, awards or fellowships; military service; convictions or offenses against the law; names of relatives employed in the Federal service; qualification determinations; employment consideration; priority groupings; correspondence relating to the consideration of the individual for employment. These records may also include copies of correspondence (electronic and otherwise) between the applicant and the office or agency and other items provided by applicants but not specifically requested by the agency.

The system also includes any Peace Corps employment application materials established for making appointments outside a register; or reassignments, promotions, reinstatements, or transfers of Federal employees into positions at Peace Corps.

The records also contain information on the ranking of an applicant, his or her placement on a list of eligibles, what certificates/rosters applicant's names appeared on, requests for office approval of or opposition to an eligible's qualifications and the office's decision in the matter, an office's request for approval for the agency to pass over an eligible and the office's decision in the matter, and an agency's decision to object/pass over an eligible when the agency has authority to make such decisions. Reasons for when the objection/pass over decision applies to a compensable preference eligible with 30 percent or more disability. Records may also include: Agency applicant file systems where the agency retains applications, resumes, and other related records for hard-to-fill or unique positions for future consideration. Records and statements related to an applicant's involvement in intelligence related activities.

The Peace Corps Act, 22 U.S.C. 2501, et seq., including 22 U.S.C. 2506 and 22 U.S.C. 3901 et seq. (Foreign Service Act of 1980).

General routine uses A, B, C, D, E, F, G, H, I, J, and K apply to this system.

Records may also be disclosed to:

(a) Evaluate qualifications of potential candidates by the Director, Human Resource Management and his/her delegates, Executive Staff, Hiring Managers and their delegates, other supervisors and personnel security staff. These records also may be reviewed by staff with internal audit responsibilities. The records are available to personnel specialists who review the applicants' qualifications and consider them for appropriate agency vacancies;

(b) Persons named as references, and present or former supervisors, for purposes of commenting upon, rating or verifying information about past performance submitted as part of job application;

(c) Other Federal agencies, state governments, foreign governments and international organizations where employees are being considered for detail, assignment or secondment;

(d) Attorneys, union representatives or other persons designated by employees in writing to represent them in complaints, grievances, appeals, litigation cases, or administrative processes;

(e) The Department of Labor, Department of Veterans Affairs, Social Security Administration, Department of Defense, or any other Federal agency that has special civilian employee retirement and disability programs; or to a national, state, county, municipal, or other publicly recognized charitable or income security, administration agency (e.g., State unemployment compensation agencies), when necessary to adjudicate a claim under the retirement, insurance, unemployment or health benefits programs of the agency or an agency cited above, or to an agency to conduct an analytical study or audit of benefits being paid or to be paid under such programs;

(f) Offices within Peace Corps with an official need to know;

(g) Other persons, entities, or organizations, as specified in the Privacy Act, 5 U.S.C. 552a(b)(1) -(b)(12).

Storage:

The records are stored by electronic means and hard copy. Records are maintained on data storage devices, lists, forms and hard copy record files. Electronic records are maintained within Peace Corps on proprietary systems or within an automated application system on data storage devices. Information contained in the automated system is housed offsite in a secure location as government owned and retrievable information.

Retrieval:

The records may be retrieved by the names of the individuals on whom they are maintained or by vacancy announcement number. In the Personnel Office, the records are recorded by name and vacancy announcement number. They can also be retrieved, by any common identifier in the automated application. These may be by individual name, social security number, vacancy announcement, demographic fields, veteran's status, current grade, grade applied for, or any other data fields completed by the applicant. Records are generally retrieved by the name with the social security number or date of birth as a secondary identifier when necessary.

Accessibility/Safeguards:

All Peace Corps employees have undergone background investigations. Access to the Agency is controlled by security guards and admission is limited to those individuals possessing a valid identification card or individuals under proper escort. The Human Resource Management (HRM) office is in a secondary secured area where even Peace Corps employees not within the HRM organization are required to have escorts. All records containing personal information are maintained in secured file cabinets or in restricted areas, access to which is limited to authorized personnel. Access to computerized files is password-protected and under the direct supervision of the system manager. The system manager and contractor have the capability of printing audit trails of access through the computer media, thereby permitting regular and ad hoc monitoring of system usage. Automated media is access limited to authorized personnel whose duties require access. Access to and use of these records are limited to those persons whose official duties require such access. Systems administered by contractors are secured by password and through a permissions based system. Permission is granted by a system administrator. Remote data storage facilities are secured through physical and system-based safeguards. Electronic files are password protected and accessible only by authorized personnel. Data maintained electronically at Peace Corps is on network servers and located in a locked room with physical access limited to authorized personnel.

Applications from individuals who are selected for positions with the Peace Corps are placed on the permanent side of the employee's Official Personnel Folder. Paper applications rejected in the initial review because they do not meet requirements for Agency employment and applications which appear to meet requirements for Agency employment, but which are subsequently rejected, are retained for two years and then destroyed. Electronic media files are maintained indefinitely. These files remain available for the Agency when searching for qualified applicants for the variety of positions available agency- wide. Paper files on applicants may also be retained indefinitely. In divisional or regional offices, the paper records may be retained for an indefinite period of time. They are then forwarded to HRM or discarded. Applicant records, whether electronic media or hard copy will be maintained until they become inactive at which time they will be retired or destroyed in accordance with published records schedules of the Peace Corps or as approved by the National Archives and Records Administration. Most records are retained for a period of 2 years. Some records are destroyed by shredding or burning while magnetic tapes or disks are erased.

Director, Human Resources Management OR Records Management Officer Peace Corps Headquarters, 1111 20th St., NW., Washington, DC 20526.

Any individual who wants to known whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Request should be accepted for processing if they contain sufficient information to convince the System Manager that the requester is the subject of the records, including identifying information needed to locate your record and a brief description of the item or items of information required. Requesters will be required to provide adequate information, such as a driver's license, employment identification card, passport, or other identifying documents. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Requests from individuals should be addressed as indicated in the notification section above. Individuals who wish to amend records pertaining to themselves should also address their requests as described in the Notification section above.

Individuals wishing to contest or amend information maintained in this system should specify the information being contested, the reasons for contesting it, and the proposed amendment to such information. Individuals have the right to request that we amend a record pertaining to them when it is believed to be inaccurate, or lacks relevance, timeliness, or completeness. At the time we grant access to a record, we will furnish guidelines on how to make a request to amend a record.

Requests for amendments to records must be in writing and mailed or delivered to the FOIA/Privacy Act Officer, FOIA/Privacy Act Office, Peace Corps Headquarters, 1111 20th St., NW., Washington, DC 20526, who will coordinate the review of the request to amend the record with the appropriate office(s). Such requests must contain, at a minimum, identifying information needed to locate the record, a brief description of the item or items of information to be amended, and the reason for the requested change. The requester should submit as much documentation, arguments or other data as seems warranted to support the request for amendment. We will review all requests for amendments to records within 20 working days of receipt of the request and either make the changes or inform you of our refusal to do so and the reasons.

These records are normally submitted by the individuals seeking employment. Some records could come from individuals or employment agencies sponsoring the applications. Information in this system of records is provided by:

(a) The individual to whom the information pertains;

(b) Peace Corps officials;

(c) Other sources contacted to provide additional information about the individual. System exempted from certain provisions of the Privacy Act: Pursuant to 5 U.S.C. 552a(k)(4), records contained within this system that are required by statute to be maintained and used solely for statistical purposes are exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). Pursuant to 5 U.S.C. 552a(k)(5), certain records contained within this system contain confidential source information and are exempted from 5 U.S.C. 552a(c) (3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). Pursuant to 552a(k)(6), records that contain testing or examination material the release of which may compromise testing or examination procedures are also exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f).

29 Coverdell World Wise Schools System.

Coverdell World Wise Schools, Office of Domestic Programs, Peace Corps, 1111 20th Street, NW., Washington, DC 20526.

Currently serving Peace Corps Volunteers, Returned Peace Corps Volunteers, and Educators.

When applicable, information in the system includes, but is not limited to: Name; social security number; approximate end of service date; type of assignment; country of assignment; region of assignment; home of record city, state, and zip code; e-mail address; address; home phone; work phone; dates of service; school name; school street address, city, state, zip code; school phone; fax number; ethnic makeup of student body; special request information; how the educator heard about the program; RPCV status; participation status in the Correspondence Match Program; grade level taught; number of students participating; preferences for Peace Corps Volunteer match; dates of program activity; release for Peace Corps to release school information; release to quote educator in Coverdell World Wise Schools materials; year the educator was matched to a Peace Corps Volunteer.

The Peace Corps Act, 22 U.S.C. 2501, et seq.

Purpose:

To administer the Correspondence Match Program, which pairs currently-serving Peace Corps Volunteers with U.S. educators in support of the third goal of the Peace Corps: To increase U.S. citizens' understanding of other countries and cultures. Through the Correspondence Match Program, U.S. educators and students receive letters, e- mails, telephone calls, photographs, and artifacts from the Peace Corps Volunteer in their country of service. To administer the Speakers Match Program, which provides returned Peace Corps Volunteers and U.S. educators for the purposes of classroom presentations. To support other activities of the Coverdell World Wise Schools Program, including, but not limited to, educator conferences and print and online resource publication.

Peace Corps general routine uses A through L apply to this system.

Storage:

On paper and in computerized databases.

Paper files are retrieved by Educator name and year the educator was matched to a Peace Corps Volunteer. Computerized Database files are retrieved for Peace Corps Trainees and Volunteers by name; social security number; participation status in the Correspondence Match Program; approximate end of service date; type of assignment; country of assignment; region of assignment; home of record city, state, and zip code; and e-mail address. For Returned Peace Corps Volunteers, by name; address; home phone; work phone; e-mail address; country of service; type of assignment; and dates of service. For Educators, by name; school name; school street address, city, state, zip code; school phone; fax number; home phone; e-mail address; ethnic makeup of student body; special request information; how the educator heard about the program; RPCV status; participation status in the Correspondence Match Program; grade level taught; number of students participating; preferences for Peace Corps Volunteer match; dates of program activity; release for Peace Corps to disclose school information; and release to quote educator in Coverdell World Wise Schools materials.

Computer records are maintained in a secure, password- protected computer system. The office supervisors authorize the appropriate level of record access for each user. Databases are backed up nightly. The domestic back-up media is stored in a data center until delivered to General Services Administration/Department of Defense-approved facilities for offsite storage. Paper records are maintained in lockable file cabinets. The paper records and computer media are maintained in secure, access-controlled areas or buildings.

Paper records are retained by Coverdell World Wise Schools for five years, then retired to the Federal Records Center and destroyed after 20 years. Volunteer Electronic records are retained until two years after Peace Corps Volunteers' completion of service, at which point they are automatically deleted from the database. Returned Peace Corps Volunteer electronic records are stored indefinitely in Speakers Match database.

Educator records are retained until two years after their last activity, at which point they are moved to the electronic archives of the Correspondence Match database.

Director, Coverdell World Wise Schools, Office of Domestic Programs, Peace Corps, 1111 20th Street, NW., Washington, DC 20526.

Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR part 308.

Record subject.

None.

30 Shriver E.

Chief Information Officer, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Categories of individuals covered by the system:

Prospective applicants, school administrators, and the general public.

First name, last name, email address, the zip code, city and state.

Authority for maintenance of the system (includes any revisions or amendments):

Peace Corps Act, 22 U.S.C. 2501 et seq.

This system allows Peace Corps staff to host online meetings over the Internet. Known as web- conferences, these meetings allow Peace Corps staff to converse, give presentations, show videos, chat with participants in the meeting.

Name and e-mail addresses are collected so that the Web-conference instructions and logon information can be emailed to the participants. First names and last names are used to identify users when they log into the Web- conferencing meeting. City, State and Zip code are used to track geographic locations of attendees for the purpose of analyzing attendance trends.

Peace Corps general routine uses A, H, I, K, L and M.

Storage: In a computerized database.

By first name, last name, email address, the zip code, city and state.

Computer records are maintained in a secure, password- protected computer system. All records are maintained in secure, access-controlled areas or buildings.

The information is deleted from the system every six months. Ninety-days after deletion, the information is physically deleted from the servers. Data is deleted from all backup tapes once they are overwritten via incremental backup, six months after the time it is collected.

Chief Information Officer, Peace Corps Headquarters in Washington, DC 20526.

Record subject.

None.

31 Peace Corps 50th Anniversary Archive.

Not applicable.

Peace Corps Office of Communications, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Former Peace Corps volunteers or their next-of-kin who have voluntarily contributed materials to the digital library and members of the public.

Name, e-mail address, telephone number, volunteer ID, country of service, dates of service, volunteer assignment area, descriptive information about items they have voluntarily submitted to the digital library (i.e., personal narratives, stories, digital photographs). Correspondence files related to submissions and requests for information from the database.

The Peace Corps Act, 22 U.S.C. 2501, et seq.

To build a collection of stories, historical documents and photographs that help convey the history of Peace Corps and the experiences of former Volunteers, to be used as source material for articles, events and exhibits honoring the 50th anniversary of Peace Corps in 2011.

General routine uses A-M apply to this system.

Disclosure to consumer reporting agencies:

None.

Storage:

We are accepting only electronic submissions of stories and digital photos. Should photographic prints and documents be sent to us, they will be stored in a locked file room in the Peace Corps Office of Communications until they are returned to the submitter after digitization. Name, contact information and service information of contributors will be stored in a password protected computerized database.

By name, country of service, dates of service, volunteer ID, volunteer assignment area, format, and subject(s) of voluntarily submitted materials.

Photographic prints, newsletters and journals will be stored in a locked file room in the Peace Corps Office of Communications. Digital records and indexing data will be stored on secure servers. Server access is limited to authorized personnel whose duties require such access.

Records are permanent per the existing schedule. An extract of the electronic files, with the contact information and volunteer ID removed for privacy protection, will be retired to the National Archives and Records Administration upon approval of an updated records schedule covering anniversary records.

50th Anniversary Archive Project Manager, Office of Communications, Peace Corps, 1111 20th St., NW., Washington, DC 20526. E-mail: archive@peacecorps.gov.

Record subject.

None.

32 Volunteer Language Testing Scores System.

Not applicable.

Overseas Training Division, Training and Staff Development Unit, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Any Peace Corps Trainee or currently serving Volunteer.

Name, Volunteer Identification Number, gender, country of service, region of service, date of birth, project type, project name or assigned sector, language background, notes, test date, language code, tester code, length of pre-service training, Educational Testing Services/Teaching of Foreign Language rating, certificate of language proficiency, and reason not tested, if applicable.

The Peace Corps Act, 22 U.S.C. 2501 et seq.

To record Educational Testing Services/Teaching of Foreign Language rating of Peace Corps Volunteers.

General routine uses A-M apply to this system.

Disclosure to consumer reporting agencies:

None.

Storage:

In a computerized database.

By name, region, gender, assigned sector, or date tested.

Computer records are maintained in a secure, password- protected computer system.

Records in the computerized database are kept for seven years after swear in and five years after close of service.

Chief of Overseas Training, Center for Field Assistance and Applied Research, 1111 20th St., NW., Washington, DC 20526.

Record subject and official records of Educational Testing Services/Teaching of Foreign Language rating.

None.

33 Consolidated Incident Reporting System (CIRS).

Not applicable.

Office of the Chief Information Officer and the Office of Safety and Security, Peace Corps, 1111 20th St., NW., Washington, DC 20526, as well as Peace Corps overseas offices.

Peace Corps Volunteers, Trainees, Peace Corps Response Volunteers, alleged offenders, and witnesses.

Volunteer name; Volunteer contact information, including phone number, address, and/or e-mail address; Volunteer Tag (system-generated ID associated with the Volunteer's name); race/ethnicity; sex; country of incident; country of service; sector of assignment; marital status; age; Volunteer site; type of incident; date of incident; date incident was reported to post; time of incident; personnel notified; incident location; size of population of community (i.e., urban, intermediate, rural); nature and details of the incident; alcohol use by Volunteer at time of incident; weapon use by alleged offender; injury sustained; medical/counseling support provided; victim's intention to prosecute; and alleged offender's motive for committing incident; name of alleged offender; age range of alleged offender; gender of alleged offender; relationship of alleged offender to victim; alcohol use by alleged offender at time of incident; whether alleged offender was apprehended; information on witnesses, such as name and contact information; and post follow up or changes to original incident report, as noted in the updates section.

Peace Corps Act , 22 U.S.C. 2501 et seq.

To provide a single central facility within the Peace Corps for tracking crimes against Volunteers; analyzing trends; and responding to requests from executive, legislative, and oversight bodies, as well as the public, for statistical crime data relating to criminal and other high- interest incidents. The Peace Corps will use this information for programmatic and training purposes in order to make informed decisions about potential changes in policy and/or programs. The system notifies in a timely manner Peace Corps headquarters and overseas staff who have a need to know when a crime has occurred against a Volunteer. Such staff make safety and security, medical, or management decisions regarding the Volunteer victim. The system also notifies the U.S. Embassy's Regional Security Officers covering the post whenever a crime against a Volunteer occurs so that they may initiate investigative procedures, as necessary.

General routine uses A through M apply to this system. In addition to general routine uses, the Peace Corps will use the data collected via the CIRS for programmatic and training purposes and to make informed decisions about potential changes in policy and/or programs.

Disclosure to consumer reporting agencies:

None.

Storage:

In a protected database and in a locked file cabinet in a locked room.

Records are retrievable by any, all, or any combination of the following data fields: Volunteer name; contact information; Volunteer Tag; race/ethnicity; sex; country of incident, country of service; sector of assignment; marital status; age; Volunteer site; type of incident; date of incident; date incident was reported; time of incident; date of incident; names of personnel notified; size of population of community; incident location; nature and details of the incident/offense; alcohol use by Volunteer at time of incident; whether weapons were involved; type of injury; medical support provided; updates to the incident report; victim's intention to prosecute; and motive for committing incident; name of alleged offender; age range of alleged offender; gender of alleged offender; relationship of alleged offender to victim; alcohol use by alleged offender at time of incident; and whether alleged offender was apprehended; any available information on witness.

Names and social security numbers have been redacted from paper records that were collected until 2006. After 2006, social security numbers were no longer collected on the Volunteer. The crime incident database does not collect or store previously collected social security numbers. Accounts are created for Peace Corps staff for whom a business need exists, i.e., select staff in Director's office, Safety and Security, Regions, and Volunteer Support. Regional Security Officers and Assistant Regional Security Officers at the U.S. Embassy at post also receive CIRS accounts. Embassy officials must complete a Technology Access Agreement form to receive an account. All CIRS accounts require a user name and password. Access to Volunteer names and addresses in the reports is restricted to only those CIRS users who have a need to know. These include reporting post staff, Office of Volunteer Support staff who are responsible for medical support, and Regional Security Officers with the U.S. Embassy.

Information is encrypted using 128-bit SSL and AES encryptions standards. The system platform went through the accreditation process in February 2008 (i.e., accreditation with the WebTrust seal) and through a SAS-70 Type II audit performed by a third party auditor.

As there is no records disposal schedule for this information, electronic and paper records are being retained indefinitely. Records are retained to allow for historical data and trends analysis. Paper files are redacted to remove Volunteer names and social security numbers. The annual Safety of the Volunteer report is kept on file permanently for historical reference.

Social Science Analyst, Office Safety and Security, Peace Corps, 1111 20th St., NW., Washington, DC 20526.

Record Subject.

None.

34 Volunteer/Trainee Sexual Misconduct Complaint Files.

Not applicable.

Office of the General Counsel, Peace Corps, 1111 20th St. NW., Washington, DC 20526.

Peace Corps Volunteers or Trainees who are complainants or accused under the Peace Corps IPS 1-12 Procedures for Handling Complaints of Volunteer/Trainee Sexual Misconduct, or the section of the Peace Corps Manual into which its provisions are subsequently incorporated.

Names and contact information of participants, country of service, complaints, Office of Inspector General investigative report, waivers of confidentiality, confirmation of declinations from the Department of Justice as necessary, hearing panel or Regional Director records including but not limited to notices, evidentiary documents, transcripts, written submissions, witness lists, hearing panel reports, Regional Director decisions, requests for additional action, appeals and responses, Deputy Director decision, and any other records of the proceeding.

The Peace Corps Act, 22 U.S.C. 2501, et seq.

To record actions taken on complaints made under the Peace Corps IPS 1-12 Procedures for Handling Complaints of Volunteer/Trainee Sexual Misconduct or the section of the Peace Corps Manual into which its provisions are subsequently incorporated.

General routine use K applies to this system.

Information in a record of a particular proceeding will be releasable to the complainant and to the accused in that proceeding. Information will be released pursuant to a written consent by either the complainant or the accused only where the written consent specifically references this system of records.

As set out in IPS-1-12 .10(d), any resignation in lieu of administrative separation and any final decision that the accused Volunteer/Trainee has been found to have engaged in Sexual Misconduct shall also be placed in the Trainee/Volunteer Service File of the accused Volunteer/Trainee.

Disclosure to agency staff will be only as set out in IPS 1-12 or the section of the Peace Corps Manual into which its provisions are subsequently incorporated.

Disclosure to consumer reporting agencies:

None.

Storage: During the pendency of the proceeding, documents will be stored in a password-protected electronic file on a secure server accessible only to Peace Corps staff members with a formal role in the proceeding as described in IPS 1-12 or the section of the Peace Corps Manual into which its provisions are subsequently incorporated. At the termination of the proceeding, documents will be stored in a password-protected file on a secure server accessible only to the Office of the General Counsel. Documents may be stored in a locked file cabinet in a locked file room in the Office of the General Counsel.

By name of complainant and accused, and by country.

Access by agency staff will require permission of the Office of the General Counsel. Documents will be stored in a locked file cabinet in a locked file room or in digital form in a password-protected file on a secure server. Server access is limited to authorized personnel whose duties require such access.

Documents in this system of records will be retained for 30 years.

Office of the General Counsel, Peace Corps, 1111 20th St. NW., Washington, DC 20526.

Any individual who wants notification that this system of records contains a record about him or her should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver’s license, employee identification card, or other identifying documentation. Additional identification may be required in some instances. Complete Peace Corps Privacy Act procedures are set out in 22 CFR Part 308. See also MS 897, Attachment B.

Any individual who wants access to his or her record should make a written request to the System Manager.

Requesters will be required to provide adequate identification, such as a driver’s license, employee identification card, or other identifying documentation. Additional identification may be required in some instances. Complete Peace Corps Privacy Act procedures are set out in 22 CFR Part 308.

Any individual who wants to contest the contents of a record should make a written request to the System Manager. Requesters will be required to provide adequate identification, such as a driver’s license, employee identification card, or other identifying documentation. Additional identification may be required in some instances. Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete Peace Corps Privacy Act procedures are set out in 22 CFR Part 308.

Participants in the proceeding.

Documents originating from the Office of Inspector General will be handled under the applicable Office of Inspector General System of Records.

Systems of Records Published Between January 3, 2012 and December 31, 2013 Foreign Relations Peace Corps IMPLEMENTATION OF THE PRIVACY ACT OF 1974

Sec.

308.1 Purpose.

308.2 Policy.

308.3 Definitions.

308.4 Disclosure of records.

308.5 New uses of information.

308.6 Reports regarding changes in systems.

308.7 Use of social security account number in records systems. [Reserved]

308.8 Rules of conduct.

308.9 Records systems--management and control.

308.10 Security of records systems--manual and automated.

308.11 Accounting for disclosure of records.

308.12 Contents of records systems.

308.13 Access to records.

308.14 Specific exemptions.

308.15 Identification of requesters.

308.16 Amendment of records and appeals with respect thereto.

308.17 Denial of access and appeals with respect thereto.

308.18 Fees.

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

Source:50 FR 1844, Jan. 14, 1985, unless otherwise noted.

§ 308.1 Purpose.

The purpose of this part is to set forth the basic policies of the Peace Corps governing the maintenance of systems of records containing personal information as defined in the Privacy Act of 1974 (5 U.S.C. 552a). Records included in this part are those described in the aforesaid Act and maintained by the Peace Corps and/or any component thereof.

§ 308.2 Policy.

It is the policy of the Peace Corps to protect, preserve and defend the right of privacy of any individual as to whom the agency maintains personal information in any records system and to provide appropriate and complete access to such records including adequate opportunity to correct any errors in said records. It is further the policy of the agency to maintain its records in such a fashion that the information contained therein is and remains material and relevant to the purposes for which it is collected in order to maintain its records with fairness to the individuals who are the subject of such records.

§ 308.3 Definitions.

(a) Recordmeans any document, collection, or grouping of information about an individual maintained by the agency, including but not limited to information regarding education, financial transactions, medical history, criminal or employment history, or any other personal information which contains the name or personal identification number, symbol, photograph, or other identifying particular assigned to such individual, such as a finger or voiceprint.

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

(c) Routine Usemeans, 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.

(d) The term agencymeans the Peace Corps or any component thereof.

(e) The term individualmeans any citizen of the United States or an alien lawfully admitted to permanent residence.

(f) The term maintainincludes the maintenance, collection, use or dissemination of any record.

(g) The term Actmeans the Privacy Act of 1974 (5 U.S.C. 552a) as amended from time to time.

§ 308.4 Disclosure of records.

The agency will not disclose any personal information from systems of records it maintains to any individual other than the individual to whom the record pertains, or to another agency, without the express written consent of the individual to whom the record pertains, or his or her agent or attorney, except in the following instances:

(a) To officers or employees of the Peace Corps having a need for such record in the official performance of their duties.

(b) When required under the provisions of the Freedom of Information Act (5 U.S.C. 552).

(d) To the Bureau of the Census for uses pursuant to title 13.

(e) To an individual or agency having a proper need for such record for statistical research provided that such record is transmitted in a form which is not individually identifiable and that an appropriate written statement is obtained from the person to whom the record is transmitted stating the purpose for the request and a certification under oath that the records will be used only for statistical purposes.

(f) To the National Archives of the United States as a record of historical value under rules and regulations of the Archives or to the Administrator of General Services or his designee to determine if it has such value.

(g) To an agency or instrumentality of any governmental jurisdiction within the control of the United States for civil or criminal law enforcement activities, if the activity is authorized by law, and the head of any such agency or instrumentality has made a written request for such records specifying the particular portion desired and the law enforcement activity for which the record is sought. Such a record may also be disclosed by the agency to the law enforcement agency on its own initiative in situations in which criminal conduct is suspected: Provided,That such disclosure has been established as a routine use or in situations in which the misconduct is directly related to the purpose for which the record is maintained.

(h) In emergency situations upon a showing of compelling circumstances affecting the health or safety of any individual provided that after such disclosure, notification of such disclosure must be promptly sent to the last known address of the individual to whom the record pertains.

(i) To either House of Congress or to a subcommittee or committee (joint or of either house) to the extent the subject matter falls within their jurisdiction.

(j) To the Comptroller General, or any of his authorized representatives, in the course of the performance of the duties of the General Accounting Office.

(k) Pursuant to an order by the presiding judge of a court of competent jurisdiction. If any record is disclosed under such compulsory legal process and subsequently made public by the court which issued it, the agency must make a reasonable effort to notify the individual to whom the record pertains of such disclosure.

(l) To consumer reporting agencies as defined in 31 U.S.C. 3701(a)(3) in accordance with 31 U.S.C. 3711, and under contracts for collection services as authorized in 31 U.S.C. 3718.

§ 308.5 New uses of information.

The agency shall publish in the Federal Registera notice of its intention to establish a new or revised routine use of any system of records maintained by it with an opportunity for public comments on such use. Such notice shall contain the following:

(a) The name of the system of records for which the new or revised routine use is to be established.

(b) The authority for maintaining the system of records.

(d) The purpose for which the record is to be maintained.

(e) The proposed routine use(s).

(f) The purpose of the routine use(s).

(g) The categories of recipients of such use.

In the event of any request for an addition to the routine uses of the systems which the agency maintains, such request may be sent to the following officer: Director, Office of Administrative Services, Peace Corps, 806 Connecticut Avenue, NW., Washington, DC 20526.

§ 308.6 Reports regarding changes in systems.

The agency shall provide to Congress and the Office of Management and Budget advance notice of any proposal to establish or alter any system of records as defined herein. This report will be submitted in accord with guidelines provided by the Office of Management and Budget.

§ 308.7[RESERVED] Use of social security account number in records systems. [Reserved]

§ 308.8 Rules of conduct.

(a) The head of the agency shall assure that all persons involved in the design, development, operation or maintenance of any systems of records as defined herein are informed of all requirements necessary to protect the privacy of individuals who are the subject of such records. All employees shall be informed of all implications of the Act in this area including the criminal penalties provided under the Act, and the fact the agency may be subject to civil suit for failure to comply with the provisions of the Privacy Act and these regulations.

(b) The head of the agency shall also ensure that all personnel having access to records receive adequate training in the protection of the security of personal records and that adequate and proper storage is provided for all such records with sufficient security to assure the privacy of such records.

§ 308.9 Records systems--management and control.

(a) The Director, Office of Administrative Services, shall have overall control and supervision of the security of all records keeping systems and shall be responsible for monitoring the security standards set forth in these regulations.

(b) A designated official (System Manager) shall be named who shall have management responsibility for each record system maintained by the agency and who shall be responsible for providing protection and accountability for such records at all times and for insuring that such records are secured in appropriate containers wherever not in use or in the direct control of authorized personnel.

§ 308.10 Security of records systems--manual and automated.

The head of the agency has the responsibility of maintaining adequate technical, physical, and security safeguards to prevent unauthorized disclosure or destruction of manual and automatic record systems. These security safeguards shall apply to all systems in which identifiable personal data are processed or maintained including all reports and outputs from such systems which contain identifiable personal information. Such safeguards must be sufficient to prevent negligent, accidental, or unintentional disclosure, modification or destruction of any personal records or data and must furthermore minimize the extent technicians or knowledgeable persons could improperly obtain access to modify or destroy such records or data and shall further insure against such casual entry by unskilled persons without official reasons for access to such records or data.

(a) Manual systems.(1) Records contained in records systems as defined herein may be used, held or stored only where facilities are adequate to prevent unauthorized access by persons within or without the agency.

(2) All records systems when not under the personal control of the employees authorized to use same must be stored in an appropriate metal filing cabinet. Where appropriate, such cabinet shall have a three position dial-type combination lock, and/or be equipped with a steel lock bar secured by a GSA approved changeable combination padlock or in some such other securely locked cabinet as may be approved by GSA for the storage of such records. Certain systems are not of such confidential nature that their disclosure would harm an individual who is the subject of such record. Records in this category shall be maintained in steel cabinets without the necessity of combination locks.

(3) Access to and use of systems of records shall be permitted only to persons whose official duties require such access within the agency, for routine use as defined in § 308.4 and in the Peace Corps’ published systems of records notices, or for such other uses as may be provided herein.

(4) Other than for access within the agency to persons needing such records in the performance of their official duties or routine uses as defined herein and in the Peace Corps’ systems of records notices or such other uses as provided herein, access to records within systems of records shall be permitted only to the individual to whom the record pertains or upon his or her written request to a designated personal representative.

(5) Access to areas where records systems are stored will be limited to those persons whose official duties require work in such areas and proper accounting of removal of any records from storage areas shall be maintained at all times in the form directed by the Director, Administrative Services.

(6) The agency shall assure that all persons whose official duties require access to and use of records contained in records systems are adequately trained to protect the security and privacy of such records.

(7) The disposal and destruction of records within records systems shall be in accord with rules promulgated by the General Services Administration.

(b) Automated systems.(1) Identifiable personal information may be processed, stored or maintained by automatic data systems only where facilities or conditions are adequate to prevent unauthorized access to such systems in any form. Whenever such data contained in punch cards, magnetic tapes or discs are not under the personal control of an authorized person such information must be stored in a metal filing cabinet having a built-in three position combination lock, a metal filing cabinet equipped with a steel lock, a metal filing cabinet equipped with a steel lock bar secured with a General Services Administration (GSA) approved combination padlock, or in adequate containers or in a secured room or in such other facility having greater safeguards than those provided for herein.

(2) Access to and use of identifiable personal data associated with automated data systems shall be limited to those persons whose official duties require such access. Proper control of personal data in any form associated with automated data systems shall be maintained at all times including maintenance of accountability records showing disposition of input and output documents.

(3) All persons whose official duties require access to processing and maintenance of identifiable personal data and automated systems shall be adequately trained in the security and privacy of personal data.

(4) The disposal and disposition of identifiable personal data and automated systems shall be carried on by shredding, burning or in the case of tapes of discs, degaussing, in accord with any regulations now or hereafter proposed by the GSA or other appropriate authority.

§ 308.11 Accounting for disclosure of records.

Each office maintaining a system of records shall keep a written account of routine disclosures (see paragraphs (a) through (e) of this section) for all records within such system in the form prescribed by the Director, Office of Administrative Services. Disclosure made to employees of the agency in the normal course of their official duties or pursuant to the provisions of the Freedom of Information Act need not be accounted for. Such written account shall contain the following:

(a) The date, nature, and purpose of each disclosure of a record to any person or to another agency.

(b) The name and address of the person or agency to whom the disclosure was made.

(d) The justification or basis upon which any release was made including any written documentation required when records are released for statistical or law enforcement purposes under the provisions of subsection (b) of the Act.

(e) For the purpose of this part, the system of accounting for disclosure is not a system of records under the definitions hereof and no accounting need be maintained for the disclosure of accounting of disclosures.

§ 308.12 Contents of records systems.

(a) The agency shall maintain in any records contained in any records system hereunder only such information about an individual as is accurate, relevant, and necessary to accomplish the purpose for which the agency acquired the information as authorized by statute or executive order.

(b) In situations in which the information may result in adverse determinations about such individual’s rights, benefits and privileges under any Federal program, all information placed in records systems shall, to the greatest extent practicable, be collected from the individual to whom the record pertains.

(c) Each form or other document which an individual is expected to complete in order to provide information for any records system shall have appended thereto, or in the body of the document:

(1) An indication of the authority authorizing the solicitation of the information and whether the provision of the information is mandatory or voluntary.

(2) The purpose or purposes for which the information is intended to be used.

(3) Routine uses which may be made of the information and published pursuant to § 308.7 of this regulation.

(4) The effect on the individual, if any, of not providing all or part of the required or requested information.

(d) Records maintained in any system of records used by the agency to make any determinatioin about any individual shall be maintained with such accuracy, relevancy, timeliness, and completeness as is reasonably necessary to assure fairness to the individual in the making of any determination about such individual: Provided, however, That the agency shall not be required to update or keep current retired records.

(e) Before disseminating any record about an individual to any person other than an agency as defined in 5 U.S.C. 552(e) or pursuant to the provsions of the Freedom of Information Act (5 U.S.C. 552), the agency shall make reasonable efforts to assure that such records are accurate, complete, timely and relevant for agency purposes.

(f) Under no circumstances shall the agency maintain any record about an individual with respect to or describing how such individual exercises rights guaranteed by the first amendment of the Constitution of the United States unless expressly authorized by statute or by the individual about whom the record is maintained or unless pertinent to and within the scope of an authorized law enforcement activity.

(g) In the event any record is disclosed as a result of the order of a presiding judge of a court of competent jurisdiction, the agency shall make reasonable efforts to notify the individual whose record was so disclosed after the process becomes a matter of public record.

§ 308.13 Access to records.

(a) The Director, Administrative Services, shall keep a current list of systems of records maintained by the agency and published in accordance with the provisions of these regulations.

(b) Individuals requesting access to any record the agency maintains about him or her in a system of records shall be provided access to such records. Such requests shall be submitted in writing by mail, or in person during regular business hours, to the System Managers identified in the specific system notices. Systems maintained at overseas and dometic field offices may be addressed to the Country Director or Regional Service Center Manager. If assistance is needed, the Director, Office of Administrative Services, will provide agency addresses.

(c) Requests for records from more than one system of records shall be directed to the Director, Office of Administrative Services, Peace Crops, 806 Connecticut Avenue, NW., Washington, DC 20526.

(d) Requests for access to or copies of records should contain, at a minimum, identifying information needed to locate any given record and a brief description of the item or items of information required. If the individual wishes access to specific documents the request should identify or describe as nearly as possible such documents.

(e) A record may be disclosed to a representative of the person to whom a record relates who is authorized in writing to have access to the record by the person to whom it relates.

(f) A request made in person will be promptly complied with if the records sought are in the immediate custody of the Peace Corps. Mailed or personal request for documents in storage which must be complied from more than one location, or which are otherwise not immediately available, will be acknowledge within ten working days, and the records requested will be provided as promptly thereafter as possible.

(g) Medical or psychological records shall be disclosed to an individual unless in the judgment of the agency, access to such records might have an adverse effect upon such individual. When such determination has been made, the agency may require that the information be disclosed only to a physician chosen by the requesting individual. Such physician shall have full authority to disclose all or any portion of such record to the requesting individual in the exercise of his or her professional judgment.

§ 308.14 Specific exemptions.

Records or portions of records in certain record systems specified in paragraphs (a) through (c) of this section shall be exempt from disclosure: Provided, however,That no such exemption shall apply to the provisions of § 308.12(a) (maintaining records with accuracy, completeness, etc. as reasonably necessary for agency purposes); § 308.12(b) (collecting information directly from the individual to whom it pertains); § 308.12(c) (informing individuals asked to supply information of the purposes for which it is collected and whether it is mandatory); § 308.12(g) (notifying the subjects of records disclosed under compulsory court process); § 308.16(d)(3) (informing prior recipient of corrected or disputed records); § 308.16(g) (civil remedies). With the above exceptions the following material shall be exempt from disclosure to the extent indicated:

(a) Material in any system of records considered classified and exempt from disclosure under provisions of section 552(b)(1) of the Freedom of Information Act. Agency systems of records now containing such material are: Legal Files--Staff, Volunteers and Applicants; Security Records Peace Corps Staff/Volunteers and ACTION staff.

(1) Authority: 5 U.S.C. 552a (k)(1)

(2) Reasons: To protect information classified in the interest of national defense or foreign policy.

(b) Investigatory material compiled for the purposes of law enforcement: Provided, however,That if any individual is denied any right, privilege, or benefit that he or she would otherwise be entitled to by Federal law, or for 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 necessary to protect the identity of a source who furnished information to the government under an express promise that his or her identity would be held in confidence, or prior to the effective date of the Privacy Act of 1974, under an implied promise of such confidentiality of the identity of such source. Agency systems of records containing such investigatory material are: Discrimination Complaint Files; Employee Occupational Injury and Illness Reports; Legal Files--Staff, Volunteers and Applicants; Security Records--Peace Corps Staff/Volunteers and ACTION Staff.

(1) Authority: 5 U.S.C. 552a(k)(2)

(2) Reasons: To protect the identity of sources to whom proper promises of confidentiality have been made during investigations. Without these promises, sources will often be unwilling to provide information essential in adjudicating access in a fair and impartial manner.

(c) Investigatory material compiled solely for the purpose of determining suitability, eligibility or qualification for service as an employee or volunteer or for the obtaining of a Federal contract or for access to classified information: Provided, however,That such material shall be disclosed to the extent possible without revealing the identity of a source who furnished information to the government under an express promise of the confidentiality of his or her identity or, prior to the effective date of the Privacy Act of 1974, under an implied promise of such confidentiality of identity. Agency systems of records containing such material are: Contractors and Consultant Files; Discrimination Complaint Files; Legal Files--Staff, Volunteers and Applicants; Personal Service Contract Records--Peace Corps Staff/Volunteers and ACTION Staff; Staff Applicant and Personnel Records; Talent Bank; Volunteer Applicant and Service Record Systems.

(1) Authority: 5 U.S.C. 552a(k)(5)

(2) Reasons: To ensure the frankness of information used to determine whether Peace Corps Volunteers applicants and Peace Corps Staff applicants are qualified for service with the agency.

(d) Records in the Office of Inspector General Investigative Files and Records system of records are exempt from certain provisions to the extent provided hereinafter.

(1) To the extent that the system of records pertains to the enforcement of criminal laws, the Office of Inspector General Investigative Files and Records system of records is exempt from all sections of the Privacy Act (5 U.S.C. 552a) except the following sections: (b) relating to conditions of disclosure; (c)(1) and (2) relating to keeping and maintaining a disclosure accounting; (e)(4)(A) through (F) relating to publishing a system notice setting the name, location, categories of individuals and records, routine uses, and policies regarding storage, retrievability, access controls, retention and disposal of the records; (e)(6), (7), (9), (10), and (11) relating to dissemination and maintenance of records and (i) relating to criminal penalties. This system of records is also exempt from the provisions of § 308.11 through § 308.17 to the extent that the provisions of these sections conflict with this paragraph.

(i) Authority: 5 U.S.C. 552a(j)(2).

(ii) Reasons:

(A) To prevent interference with law enforcement proceedings.

(B) To avoid unwarranted invasion of personal privacy, by disclosure of information about third parties, including other subjects of investigations, investigators, and witnesses.

(C) To protect the identity of Federal employees who furnish a complaint or information to OIG, consistent with section 7(b) of the Inspector General Act of 1978, as amended, 5 U.S.C. App. 3.

(D) To protect the confidentiality of non-Federal employee sources of information.

(E) To assure access to sources of confidential information, including those contained in Federal, State, and local criminal law enforcement information systems.

(F) To prevent disclosure of law enforcement techniques and procedures.

(G) To avoid endangering the life or physical safety of confidential sources.

(2) To the extent that there may exist within this system of records investigative files compiled for law enforcement purposes, other than material within the scope of subsection (j)(2) of the Privacy Act, the OIG Investigative Files and Records system of records is exempt from the following sections of the Privacy Act: (c)(3) relating to access to the disclosure accounting; (d) relating to access to records; (e)(1) relating to the type of information maintained in the records; (e)(4) (G), (H), and (I) relating to publishing the system notice information as to agency procedures for access and amendment, and information as to the categories of sources or records; and (f) relating to developing agency rules for gaining access and making corrections. Provided, however,That if any individual is denied any right, privilege, or benefit that they would otherwise be entitled by Federal law, or for which they would otherwise be eligible, as a result of the maintenance of such material, such material shall be provided to such individual except to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or, prior to January 1, 1975, under an implied promise that the identity of the source would be held in confidence. This system of records is also exempt from the provisions of § 308.11 through § 308.17 to the extent that the provisions of these sections conflict with this paragraph.

(i) Authority: 5 U.S.C. 552a(k)(2)

(ii) Reasons:

(A) To prevent interference with law enforcement proceedings.

(B) To protect investigatory material compiled for law enforcement purposes.

(C) To avoid unwarranted invasion of personal privacy, by disclosure of information about third parties, including other subjects of investigation, law enforcement personnel, and sources of information.

(D) To fulfill commitments made to protect the confidentiality of sources.

(E) To protect the identity of Federal employees who furnish a complaint or information to the OIG, consistent with Section 7(b) of the Inspector General Act of 1978, as amended, 5 U.S.C. App. 3.

(F) To assure access to sources of confidential information, including those contained in Federal, State, and local criminal law enforcement systems.

(G) [Reserved]

(H) To prevent disclosure of law enforcement techniques and procedures.

(I) To avoid endangering the life or physical safety of confidential sources and law enforcement personnel.

[50 FR 1844, Jan. 14, 1985, as amended at 58 FR 39657, July 26, 1993]

§ 308.15 Identification of requesters.

The agency shall require reasonable identification of all individuals who request access to records to assure that records are not disclosed to persons not entitled to such access.

(a) In the event an individual requests disclosure in person, such individual shall be required to show an identification card such as a driver’s license, etc., containing a photo and a sample signature of such individual. Such individual may also be required to sign a statement under oath as to his or her identity acknowledging that he or she is aware of the penalties for improper disclosure under the provisions of the Privacy Act of 1974.

(b) In the event that disclosure is requested by mail, the agency may request such information as may be necessary to reasonably assure that the individual making such request is properly identified. In certain cases, the agency may require that a mail request be notarized with an indication that the notary received an acknowledgment of identity from the individual making such request.

(c) In the event an individual is unable to provide suitable documentation or identification, the agency may require a signed notarized statement asserting the identity of the individual and stipulating that the individual understands that knowingly or willfully seeking or obtaining access to records about another person under false pretenses is punishable by a fine of up to $5,000.

(d) In the event a requester wishes to be accompanied by another person while reviewing his or her records, the agency may require a written statement authorizing discussion of his or her records in the presence of the accompanying representative or other persons.

§ 308.16 Amendment of records and appeals with respect thereto.

(a) In the event an individual desires to request an amendment of his or her record, he or she may do so by submitting such written request to the Director, Administrative Services, Peace Corps, 806 Connecticut Avenue, NW., Washington, DC 20526. The Director, Administrative Services, shall provide assistance in preparing any amendment upon request and a written acknowledgment of receipt of such request within 10 working days after the receipt thereof from the individual who requested the amendment. Such acknowledgment may, if necessary, request any additional information needed to make a determination with respect to such request. If the agency decides to comply with the request within the 10 day period, no written acknowledgment is necessary: Provided, however,That a certification of the change shall be provided to such individual within such period.

(b) Promptly after acknowledgment of the receipt of a request for an amendment the agency shall take one of the following actions:

(1) Make any corrections of any portion of the record which the individual believes is not accurate, relevant, timely or complete.

(2) Inform the individual of its refusal to amend the record in accord with the request together with the reason for such refusal and the procedures established for requesting review of such refusal by the head of the agency or his or her designee. Such notice shall include the name and business address of the reviewing official.

(3) Refer the request to the agency that has control of and maintains the record in those instances where the record requested remains the property of the controlling agency and not of the Peace Corps.

(c) In reviewing a request to amend the record the agency shall assess the accuracy, relevance, timeliness and completeness of the record with due and appropriate regard for fairness to the individual about whom the record is maintained. In making such determination, the agency shall consult criteria for determining record quality published in pertinent chapters of the Federal Personnel Manualand to the extent possible shall accord therewith.

(d) In the event the agency agrees with the individual’s request to amend such record it shall:

(1) Advise the individual in writing,

(2) Correct the record accordingly, and

(3) Advise all previous recipients of a record which was corrected of the correction and its substance.

(e) In the event the agency, after an initial review of the request to amend a record, disagrees with all or a portion of it, the agency shall:

(1) Advise the individual of its refusal and the reasons therefore,

(2) Inform the individual that he or she may request further review in accord with the provisions of these regulations, and

(3) Specify The name and address of the person to whom the request should be directed.

(f) In the event an individual requester disagrees with the initial agency determination, he or she may appeal such determination to the Director of the Peace Corps or his or her designee. Such request for review must be made within 30 days after receipt by the requester of the initial refusal to amend.

(g) If after review the Director or designee refuses to amend the record as requested he or she shall advise the individual requester of such refusal and the reasons for same; of his or her right to file a concise statement in the record of the reasons for disagreeing with the decision of the agency; of the procedures for filing a statement of disagreement and of the fact that such statement so filed will be made available to anyone to whom the record is subsequently disclosed together with a brief statement of the agency summarizing its reasons for refusal, if the agency decides to place such brief statement in the record. The agency shall have the authority to limit the length of any statement to be filed, such limit to depend upon the record involved. The agency shall also inform such individual that prior recipients of the disputed record will be provided a copy of both statements of the dispute to the extent that the accounting of disclosures has been maintained and of the individual’s right to seek judicial review of the agency’s refusal to amend the record.

(h) If after review the official determines that the record should be amended in accordance with the individual’s request, the agency shall proceed as provided above in the event a request is granted upon initial demand.

(i) Final agency determination of an individual’s request for a review shall be concluded with 30 working days from the date of receipt of the review request: Provided, however,That the Director or designee may determine that fair and equitable review cannot be made within that time. If such circumstances occur, the individual shall be notified in writing of the additional time required and of the approximate date on which determination of the review is expected to be completed.

§ 308.17 Denial of access and appeals with respect thereto.

In the event that the agency finds it necessary to deny any individual access to a record about such individual pursuant to provisions of the Privacy Act or of these regulations, a response to the original request shall be made in writing within ten working days after the date of such initial request. The denial shall specify the reasons for such refusal or denial and advise the individual of the reasons therefore, and of his or her right to an appeal within the agency and/or judicial review under the provisions of the Act.

(a) In the event an individual desires to appeal any denial of access, he or she may do so in writing by addressing such appeal to the attention of the Director, Peace Corps, or designee identified in such denial. Such appeal should be addressed to Director, Peace Corps, c/o Office of Administrative Services, Room P-314, 806 Connecticut Avenue, NW., Washington, DC 20526.

(b) The Director, or designee, shall review a request from a denial of access and shall make a determination with respect to such appeal within 30 days after receipt thereof. Notice of such determination shall be provided to the individual making the request in writing. If such appeal is denied in whole or in part, such notice shall include notification of the right of the person making such request to have judicial review of the denial as provided in the Act.

§ 308.18 Fees.

No fees shall be charged for search time or for any other time expended by the agency to produce a record. Copies of records may be charged for at the rate of 10 cents per page provided that one copy of any record shall be provided free of charge.