[Federal Register Volume 62, Number 45 (Friday, March 7, 1997)]
[Notices]
[Pages 10634-10664]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-5287]
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 /
Notices
[[Page 10634]]
UNITED STATES INFORMATION AGENCY
Privacy Act of 1974: Republication of Notice of Systems of
Records
AGENCY: United States Information Agency.
ACTION: Republication of Notice of Systems of Records.
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SUMMARY: This document republishes in full the United States
Information Agency's Systems of Records maintained under the Privacy
Act of 1974 (5 U.S.C. 552a), as amended. It will update and replace the
United States Information Agency section in the Federal Register's
Privacy Act Issuances, 1995 Compilation.
This update and replacement was made necessary by changes during
the United States information Agency's reorganization and realignment
of functions and responsibilities within the Agency.
DATES: Effective date: Unless otherwise noted in the Federal Register,
this notice shall become final on April 16, 1997. Persons wishing to
comment on the newly published systems may do so by April 7, 1997.
ADDRESSES: Send comments to Les Jin, General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547.
FOR FURTHER INFORMATION CONTACT:
Lola Secora, Chief, FOIA/Privacy Act Unit, Office of the General
Counsel, USIA, 301 4th Street, SW, Washington, DC 20547.
United States Information Agency
Narrative Statement: The United States Information Agency (USIA) is
republishing its entire systems of records in order to update and
replace the 1990 compilation. This update is necessary because of
USIA's reorganization and realignment of functions.
The authority for maintaining these systems is the Privacy Act of
1974, as amended, 5 U.S.C. 552a.
It is hoped that the reprinting of USIA's systems of records will
better enable individuals to determine if there may be records about
them maintained by the Agency. Additionally, the reprinting of the
Agency's systems notices has reemphasized to Agency personnel the
importance of protecting and regulating the collection, maintenance,
use and dissemination of personal information.
There have been no routine uses added or subtracted to this
republication of USIA's systems notices.
OMB clearance is pending; the ``Republication of Notice of Systems
of Records'' was submitted to OMB on November 7, 1996. The new systems
notices will be published 40 days from that date.
SUPPLEMENTARY INFORMATION: The Privacy Act of 1974, as amended, is a
Federal law, only. It requires Federal agencies to limit the manner in
which they collect, use and disclose information about individuals, but
only if they are American citizens or resident aliens. The Privacy Act
provides that, upon request, an individual has the right to access any
record maintained on her/him in an agency's files. The Privacy Act
requires each agency to publish in the Federal Register the existence
and character of each system of records it maintains and the routine
uses of the records contained in each system, so that an individual may
be able to more easily find those files within an agency where records
about them may be located.
Table of Contents
USIA-1. IBB Director's Executive Secretariat Files--B.
USIA-2. Contract Talent Vendor Files--B/PA.
USIA-3. Employee Personnel Files--B/PA.
USIA-4. Congressional Liaison--CL.
USIA-5. Director's Secretariat Staff Files--D/SS.
USIA-6. Educational and Cultural Exchange Program--E.
USIA-7. Office of Arts America--E/D.
USIA-8. Cultural Property Advisory Committee--E/ZC.
USIA-9. Employee Statements of Financial Interest and Confidential
Statements of Employment and Financial Interest--GC.
USIA-10. Legal Files--GC.
USIA-11. Recruitment Records--GC.
USIA-12. Privacy and Freedom of Information Acts Files--GC/FOI.
USIA-13. Service Contributors--I/G.
USIA-14. Speaker Databank/Name--I/T.
USIA-15. Electronic Media Photographer--I/TEM.
USIA-16. Employee Parking USIA-M/A.
USIA-17. Mailing Lists--M/ADM.
USIA-18. Official Travel Records--M/ADT.
USIA-19. Salary Computation Records--M/CB.
USIA-20. Employee Payroll and Retirement System--M/CF.
USIA-21. Records on Shipment of Effects, Unaccompanied Baggage and
Automobiles--M/CF.
USIA-22. Travel Authorization Obligation File--M/CF.
USIA-23. Recruitment Records--M/HR.
USIA-24. Employment Requests--M/HRF and M/HRCO.
USIA-25. Employee Master Personnel Records--M/HRCS.
USIA-26. Foreign Service Location File--M/HRF.
USIA-27. Foreign Service Selection Board Files--M/HRF.
USIA-28. Career Counseling Records--M/HRF.
USIA-29. Officer/Specialist Assignment Requests--M/HRF.
USIA-30. Advisory, Referral and Counseling Records--M/HRL.
USIA-31. Employee Grievance Files--M/HRL.
USIA-32. Incentive Awards File--M/HRL.
USIA-33. Retirement and Insurance Records--M/HRL.
USIA-34. Senior Officer Files--M/HRL.
USIA-35. Solicitation Mailing List Application--M/K.
USIA-36. U.S. Information Agency (USIA) Procurement Personnel
Information System--M/K.
USIA-37. Employee Training Files--M/PT.
USIA-38. Personnel Security and Integrity Records--M/S.
USIA-39. Security Identification Cards and Automated Access Control
Files--M/S.
USIA-40. Locator Cards--M/TN.
USIA-41. Office of Civil Rights Complaint Files--OCR.
USIA-42. Office of Civil Rights General Files--OCR.
USIA-43. Minority Group Data--OCR.
USIA-44. Senior Officer and Prominent Employee Informaiton--PL/USIA.
USIA-45. Office of Research--R.
USIA-46. Americans Residing in Foreign Countries--USIA.
USIA-47. Overseas Personnel Files and Records--USIA.
Appendix I--Prefatory Statement of General Routine Uses.
USIA-1
SYSTEM NAME:
IBB Director's Executive Secretariat Files--B.
SYSTEM LOCATION:
International Broadcasting (IBB) Bureau Director's Office,
Executive Secretariat, 330 Independence Avenue, SW, Washington, DC
20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of the White House Staff, Members of Congress and their
staff, heads of other executive agencies of the Federal government and
members of the general public.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence addressed to the Director of IBB, as well as the
Director of USIA, and copies of responses to requests for reports,
information and/or assistance of various kinds prepared by the IBB
Director of designated representative.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3167;
Records Disposal Act of 1943, as amended, 44 U.S.C. 3301-3314.
[[Page 10635]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Reference file to provide oversight of the flow of requests of the
IBB Director for reports on programming effectiveness of IBB
broadcasts, information and/or assistance of various kinds, and to
monitor the accomplishment of responses to such requests.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the IBB and the USIA as may be required in the performance of their
official duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in a computer maintained by and located within
the IBB Secretariat and maintained as paper records in file folders in
the Secretariat.
RETRIEVABILITY:
Records are cross-indexed by individual name, organization, subject
file and by computer reference number.
SAFEGUARDS:
Computer records are accessible only to authorized employees of the
IBB Director's staff. Paper records are kept in locked file cabinets
which are contained in a secure area.
RETENTION AND DISPOSAL:
Records are maintained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Supervisory Staff Analyst, Executive Secretariat, IBB, USIA, 330
Independence Avenue, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Executive Secretariat, IBB, USIA, 330 Independence Avenue, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned.
RECORD SOURCE CATEGORIES:
Unsolicited correspondence from U.S. Government officials and
members of the general public addressed to the Director of the VOA of
the Director of the USIA concerning VOA.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4), (g), (h) and
(f). See 22 CFR 505.15.
USIA-2
SYSTEM NAME:
Contract Talent Vendor Files--B/PA.
SYSTEM LOCATION:
International Broadcasting Bureau (IBB), United States Information
Agency (USIA), Cohen Building, 330 Independence Avenue, SW, Washington,
DC 20547. IBB, USIA, Switzer Building, 330 C Street, SW, Washington, DC
20547.
SECURITY CLASSIFICATION:
Individual documents up to Confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All contract talent vendors who perform free-lance services for the
International Broadcasting Bureau (IBB).
CATEGORIES OF RECORDS IN THE SYSTEM:
Records and information pertaining to the testing and qualification
of vendors; security clearance applications and approvals; copies of
contracts, and detailed record of services performed by vendors and
payments made by IBB for these services.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law 80-402; United States Information and Educational
Exchange Act of 1948, as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Provide necessary reference information for use by IBB
administrative offices in meeting their daily responsibilities of
advising on and coordinating programming and fiscal activities relating
to contracting in free-lance talent vendors.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is retained in document form in file folders and in
automated data base system.
RETRIEVABILITY:
Document and computer files are indexed by vendor's name.
SAFEGUARDS:
Document files are locked in security-approved file cabinets.
Computer records require appropriate password to gain access. General
access to files is permitted only to administrative staffs and other
top management officials having a need to know such information in the
normal performance of their duties.
RETENTION AND DISPOSAL:
Files are retained for three to four years after last date of
services rendered by vendor, after which time files are then destroyed
in accordance with established USIA records disposition procedures.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Administration, International Broadcasting Bureau
(IBB), USIA, Cohen Building, 330 Independence Avenue, SW, Washington,
DC 20547.
NOTIFICATION PROCEDURE:
Director of Administration, International Broadcasting Bureau
(IBB), USIA, 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appeal in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Information is received from vendor (application forms); from USIA
Security Office (approval of security clearance
[[Page 10636]]
request); from documents generated through the normal process of using
a vendor and making payments for services rendered (purchase orders and
payment records).
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-3
SYSTEM NAME:
Employee Personnel Files--B/PA.
SYSTEM LOCATION:
International Broadcasting Bureau (IBBB), United States Information
Agency (USIA), Cohen Building, 330 Independence Avenue, SW., Washington
DC. 20547.
SECURITY CLASSIFICATION:
Individual documents up to Confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
International Broadcasting Bureau (IBB) domestic employees and
overseas American employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records and information pertaining to the testing, recruitment and
appointment of employees (application forms, fiscal documents covering
related expenses); records concerning post-appointment changes in
employee skills, qualifications, and experience; copies of SF-50
``Notice of Personnel Action'' and payroll change slips.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law 80-402, United States Information and Exchange Act of
1948, as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USERS:
Files maintained for convenience due to physical separation from
Personnel Office; provide necessary background/reference information
for use by IBB Administrative Offices in meeting their daily
responsibilities of advising on and coordinating programming, personnel
and fiscal activities relating to recruitment, hiring and employment of
staff employees. Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties. Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All information is retained in document form in file folders and is
retained electronically.
RETRIEVABILITY:
Files are indexed alphabetically by employee name.
SAFEGUARDS:
All files are locked in security-approved file cabinets, automated
systems require appropriate security procedures for access. Access to
files is permitted only to administrative staffs and other top
management officials having a need to know such information in the
normal performance of their duties.
RETENTION AND DISPOSAL:
Files may be retained for up to two years then destroyed in
accordance with established USIA records disposal procedures. Copies of
documents for which originals exist in Office of Personnel Folders and
which are removed from official personnel folders when an employee
resigns, are also removed from administrative files and destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Personnel, International Broadcasting Bureau (IBB),
United States Information Agency (USIA), Cohen Building, 330
Independence Avenue, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Director of Personnel, International Broadcasting Bureau (IBB),
United States Information Agency (USIA), Cohen Building, 330
Independence Avenue, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
Part 505.
RECORD SOURCE CATEGORIES:
Information is received from employees (application forms); from
employees' supervisors (employees' experience, performance, and
recommendations for promotions, etc.); from organizational personnel
and fiscal elements (SF 50 personnel actions, payroll change clips,
etc.).
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-4
SYSTEM NAME:
Congressional Liaison--CL.
SYSTEM LOCATION:
Office of Congressional Liaison, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None for the system. However, portions of the records are
classified at the level of confidential and secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former Members of Congress and their staffs.
CATEGORIES OF RECORDS IN THE SYSTEM:
Incoming and outgoing correspondence to Members of Congress,
including requests for information and referral of job applicants by
Members. Also included are Agency records, cables and memorandums
dealing with individual Members and congressional staff and their
involvement in Agency programs.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Reference file for oversight of Congressional reports. Also see
Prefatory Statement of General Routine Uses. Information is made
available on a need-to-know basis to personnel of the U.S. Information
Agency, but records may be released to other government agencies who
have statutory or other lawful authority to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders and data base storage in mainframe
computer system.
RETRIEVABILITY:
Indexed alphabetically by individual name.
SAFEGUARDS:
Maintained in bar-lock file cabinets and data base access is
password
[[Page 10637]]
controlled at several levels of access by authorized personnel as
determined by the Director of USIA.
RETENTION AND DISPOSAL:
Records are kept in active status as long as the individual is a
Member of Congress or the files are of active interest. Thereafter, the
records become inactive but are still maintained.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Congressional Liaison, USIA, 301 4th Street, SW,
Washington DC 20547.
NOTIFICATION PROCEDURE:
Director, Congressional Liaison, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/PA
Unit, Office of General Counsel, USIA, 301 4th Street, SW, Washington,
DC 20547.
To request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
CONTESTING RECORD CATEGORIES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appeal in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Communications from Members of Congress and copies of responses
generated by various Agency personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-5
SYSTEM NAME:
Director's Secretariat Staff Files-- D/SS.
SYSTEM LOCATION:
Executive Secretariat, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
Some documents may be classified confidential, secret and top
secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of the White House Staff, Members of Congress, heads of
other executive agencies of the Federal Government, Federal Judges and
members of the general public.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence addressed to the Director of USIA, and copies of
responses to requests for reports, information and/or assistance of
various kinds prepared by the Director or her/his designated
representative.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3107;
Records Disposal Act of 1943, as amended. 4 U.S.C. 3301-3314.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Reference file to provide oversight of the flow of requests to the
USIA Director for reports, information and/or assistance of various
kinds' and to monitor the accomplishment of responses to such requests.
Also see Prefatory Statement of General Routine Uses. Information is
made available on a need-to-know basis to personnel of the USIA as may
be required in the performance of their official duties. The
information may also be released to other government agencies who have
statutory or other lawful authority to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in a computer maintained by and located within
the USIA and maintained as paper records in file folders in USIA.
RETRIEVABILITY:
Records are cross-indexed by individual names, titles, agencies and
by computer reference number.
SAFEGUARDS:
Computer records are accessible only to authorized employees of the
USIA or the Department of State. Paper records are kept in locked file
cabinets.
RETENTION AND DISPOSAL:
Records are maintained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Executive Secretary, USIA, 301 4th Street, SW, Washington, DC
20547.
NOTIFICATION PROCEDURE:
Executive Secretary, USIA, 301 4th Street, SW, Washington, DC
20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to the Director,
FOIA/Privacy Act Unit, Office of the General Counsel, USIA, 301 4th
Street, SW, Washington, DC 20547.
To request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Unsolicited correspondence from U.S. Government officials and
members of the general public addressed to the Director, USIA.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 522a (c)(3), (d), (e)(1), (e)(4) (G), (H) and
(f). See 22 CFR, Ch. V, Sec. 505.15.
USIA-6
SYSTEM NAME:
Educational and Cultural Exchange Program--E.
SYSTEM LOCATION:
Bureau of Educational and Cultural Affairs, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
Confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants, recipients, and prospective recipients of Educational
and Cultural Exchange grants; members of the J. William Fulbright
Foreign Scholarship Board: American Executive Secretaries of Fulbright
Foundations and Commissions; individuals who may be asked to
participate in educational advising workshops.
CATEGORIES OF RECORDS IN THE SYSTEM:
Biographic information; project descriptions; evaluations of the
performances of former grantees; evaluations of performing artists who
may be potential grantees; copies of press releases; news clippings;
information related to the grant; related correspondence; academic
transcripts; letters of reference.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Mutual Educational and Cultural Exchange Act of 1961; 22 U.S.C.
2451-58; 22 U.S.C. 2054-57; 22 U.S.C. 1431.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
The primary function of the Educational and Cultural Exchange
Program records is the aiding in the selection of individuals for
educational and cultural exchange grants and for the administration of
such grants.
[[Page 10638]]
Information from these records is also used to develop statistics for
use in the operation of the exchange program. The principal users of
this information outside USIA are: Office of Personnel Management;
Congress; the news media; relative of the grantee trying to reach the
individual for bona fide personal reasons; the grantee. In connection
with the selection process, information may be released to Binational
Commissions; the J. William Fulbright Foreign Scholarship Board;
foreign host institutions; contract agencies. Fulbright-Hays alumni
names and addresses may be made available to American institutions,
organizations or individuals assisting in the organizing and
functioning of an association of alumni of the exchange program.
Excerpts from the files may be used by non-governmental panels of
experts in rating candidates. This information may also be released to
other government agencies having statutory or other lawful authority to
maintain such information.
Also see Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETRIEVING,
ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Hard copy; magnetic computer media.
RETRIEVABILITY:
By name of the individual.
SAFEGUARDS:
Records are maintained in secured file cabinets or in restricted
areas, access to which is limited to authorized personnel.
RETENTION AND DISPOSAL:
Retention of these records varies from 3 years to an indefinite
period of time, depending upon the specific kind of record involved.
Records of non-recommended candidates are only maintained for up to 12
months after submission of the application. They are retired or
destroyed in accordance with published schedules of the USIA.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Bureau of Educational and Cultural Affairs,
USIA, 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Associate Director, Bureau of Educational and Cultural Affairs,
USIA, 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th Street,
SW, Washington, DC 20547. To request another individual's file, the
requester must have a notarized signed statement from the individual to
whom the file pertains.
CONTESTING RECORDS PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
The individual public reference; other offices within the other
government agencies; other public and professional institutions
possessing relevant information.
EXEMPTION CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records are
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), (I),
and (F).
USIA-7
SYSTEM NAME:
Office of Arts America--E/D.
SYSTEM LOCATION:
Office of Arts America, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have traveled at U.S. Government expense under USIA
Private Sector grants in the performance of grant requirements and
biographic information on individuals nominated for the Agency's
Artistic Ambassador Program from eligible graduate music schools and
conservatories in the United States.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, position, organizational affiliation, grantee organization,
grant number, date, destination, purpose of travel; biographic data
where nominee will perform, nominee's repertoire, past concerts and
performances, address, telephone number, education, date and place of
birth and citizenship.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The information relating to American Travelers in this system will
be used to compile an annual report for the Speaker of the House of
Representatives and the Chairman of the Senate Foreign Relations
Committee as required by Pub. L. 98-164. This file has no other use.
Users of this file will be employees of the USIA Office of Arts America
having a need to access the information.
The Artistic Ambassador Program file will be used by employees of
the USIA Office of Arts America in performance of their duties and by
judges to record information on the technical and artistic ability of
the artist, which information is ultimately used in selecting winners
of competition.
Also see Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information will be maintained in a word processor on list
processing with limited access and in file folders under individual
names.
RETRIEVABILITY:
records are retrieved by name and organizational affiliation.
SAFEGUARDS:
Records of American travelers are maintained on a word processor
located in the USIA Office of Arts America and are password protected
so that the file can only be accessed by employees having a need to
obtain information which is available only in the file.
RETENTION AND DISPOSAL:
Files will be retained for a minimum of 5 years but no longer than
7 years, at which time they will be disposed of in accordance with the
USIA Disposition Schedule.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Arts America (E/D), USIA, 301 4th Street, SW,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Director, Office of Arts American, E/D, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th Street,
SW, Washington, DC 20547.
To request another individual's file, the requester must have a
notarized signed statement from the individual to whom the file
pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing
[[Page 10639]]
determinations by the individual concerned appear in CFR part 505.
RECORD SOURCE CATEGORIES:
Information obtained from grantee organizations and individual
grantee.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-8
SYSTEM NAME:
Cultural Property Advisory Committee--E/ZC.
SYSTEM LOCATION:
Cultural Property Advisory Committee, United States Information
Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former members of the Cultural Property Advisory
Committee. The Committee is comprised of experts in the international
sale of cultural property; experts in archaeology, anthropology,
ethnology or related fields; representatives of museums; and
representatives of the general public. They are private citizens
appointed by the President to three year terms.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personnel, correspondence, travel. Incorporated therein are
curriculum vitae, correspondence between staff and members of the
Committee, travel and other documents generated during the members'
service on the Committee. Some documents are duplicated by other agency
elements, some are not.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The information relating to Committee members in this system is
used by the Committee staff. Also records may be used, on a need-to-
know basis, by USIA's administrative, personnel and security offices;
and, by the Director of USIA who may wish to make recommendations to
White House Personnel regarding appointments to the Committee.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM.
STORAGE:
Information is stored in file folders under individuals' names.
RETRIEVABILITY:
Records are indexed alphabetically by individual name under three
separate categories: personnel; correspondence; and travel.
SAFEGUARDS:
Records are maintained in bar-lock file cabinets.
RETENTION AND DISPOSAL:
Records are kept in active status as long as the Committee member
serves. Thereafter, the records become inactive but are maintained
until they are disposed of in accordance with the USIA disposition
schedules.
SYSTEM MANAGER(S) AND ADDRESS:
Executive Director, Cultural Property Advisory Committee (E/PAC);
USIA, 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Executive Director, Cultural Property Advisory Committee (E/ZC);
USIA, 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th Street,
SW, Washington, DC 20547.
To request another individual's file the requester must have a
notarized signed statement from the individual to whom the file
pertains.
CONTESTING RECORD PROCEDURE:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Some information is obtained from individual Committee members,
some is staff/Agency generated, and some is obtained from the White
House.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-9
SYSTEM NAME:
Employee Statements of Financial Interest and Confidential
Statements of Employment and Financial Interest--GC.
SYSTEM LOCATION:
Office of the General Counsel, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None for the system. However, some documents may be classified
confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Experts or consultants, employees, paid at the Executive Schedule
level; employees classified at GS-13, and the Foreign Service
equivalent or above, who are in positions of responsibility for a
government decision or taking a government action in regard to: (1)
Contracting or procurement; (2) administering or monitoring grants or
subsidies; (3) regulating or auditing private or other non-Federal
enterprise; (4) required to report employment and financial interest in
order to avoid possible conflicts of interest.
CATEGORIES OF RECORDS IN THE SYSTEM:
Statements of personal and family shareholdings and other interest
in business enterprises; copies of blind trust and other agreements
pertaining to such interests; correspondence as to insulation of
control of conflicts of interests; opinions of counsel, including
recommendations on waivers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order (E.O.) 11222; 5 U.S.C. 7301; 18 U.S.C. 208; Ethics
in Government Act of 1948, as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Review by Assistant General Counsel for possible conflict of
interest. Provide necessary reference information should allegations of
conflicts of interest arise. Also see Prefatory Statement of General
Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in performance of their official duties.
Information in Confidential Statements of Employment and Financial
Interest is not normally made available to individuals or agencies
outside USIA, but records may be released to other government agencies
who have statutory or other lawful authority to maintain such
information. Information in Statements of Financial Interest is
generally subject to public disclosure.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
Alphabetically by name and by Agency element or geographic area.
[[Page 10640]]
SAFEGUARDS:
Maintained in bar-lock cabinets.
RETENTION AND DISPOSAL:
Disposed of six years after employee leaves a position in which a
statement is required.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel, USIA, 301 4th Street, SW, Washington, DC 02547.
NOTIFICATION OF PROCEDURE:
General Counsel, USIA, 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th Street,
SW, Washington, DC 20547.
To request another individual's Confidential Statement, the
requester must have a notarized signed statement from the individual to
whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
From the individual who filed the statement.
EXEMPTIONS CLAIMED BY THE SYSTEM:
Not applicable.
USIA-10
SYSTEM NAME:
Legal Files--GC.
SYSTEM LOCATION:
United States Information Agency (USIA), Office of the General
Counsel, 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None for the system. However, some documents may be classified
confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have filed grievances or discrimination complaints;
employees separated or considered for separation for cause; officers
selected out; individuals taking legal action against the Agency or its
employees; tort claimants and accident victims; employees and related
persons for whom legislative action is sought; personal property loss
claimants; employees and applicants raising legal issues concerning
rights or benefits.
CATEGORIES OF RECORDS IN THE SYSTEM:
Investigatory reports; litigation reports; pre-hearing and trial
prefatory material; evidence for discovery and submission to hearing
officers or courts; pleadings, briefs, transcripts, decisions and other
related documents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Records Act, as amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To represent the Agency in claims and other actions; to issue legal
opinions or determinations on further Agency action. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
The principal users of this information outside the Agency are the
Department of Justice, Department of State, Office of Personnel
Management, Foreign Service Grievance Board and the Employee Management
Relations Committee.
Records contained in these files may be released to agencies
outside the USIA who have statutory or other lawful authority to
maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
By the name of the individual and the nature of the legal action.
SAFEGUARDS:
Maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Records may be retained indefinitely or disposed of when no longer
useful or current.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel, USIA, 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
General Counsel, USIA, 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th Street,
SW, Washington, DC 20547.
To request another individual's Confidential Statement, the
requester must have a notarized signed statement from the individual to
whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Information provided by the individual and their attorneys or
representatives, and by employees of the Agency; information produced
in the processing of a claim, grievance, legal action or issue.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552 a(k)(2) and (k)(5), all investigatory
material in the record which meets the criteria of these subsections is
exempted from the notice, access and contest requirements (under 5
U.S.C. 552a (c)(3), (d)(e)(1), (e)(4) (G), (H) and (I) and (f) of the
Agency regulations) in order for the Agency's legal staff to properly
perform its functions. See also 22 CFR 505.15.
USIA-11
SYSTEM NAME:
Recruitment Records--GC.
SYSTEM LOCATION:
Office of the General Counsel, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for legal and summer intern positions.
CATEGORIES OF RECORDS IN THE SYSTEM:
Inquiries from attorneys and law students seeking employment with
the Office of the General Counsel, resumes and responses to inquiries.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
For reference and screening of candidates for vacancies on the
Agency's legal staff.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the Agency, as may be required in the performance of their official
duties.
Information in these records is not normally made available to
individuals
[[Page 10641]]
or agencies outside the USIA, although it may be released to other
agencies who have statutory or other lawful authority to maintain such
information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in the file folders.
RETRIEVABILITY:
Filed alphabetically by name.
SAFEGUARDS:
Maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Records may be retained indefinitely or disposed of when no longer
useful or current.
SYSTEM MANAGER(S) AND ADDRESS:
Office of the General Counsel, USIA, 301 4th Street, SW,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Office of the General Counsel, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURES:
Requests from individuals should be addressed to the Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Unsolicited inquiries and job applications received from
individuals who are seeking employment with USIA's legal staff.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-12
SYSTEM NAME:
Privacy and Freedom of Information Acts Files--GC/FOI.
SYSTEM LOCATION:
Office of the General Counsel, FOIA/PA Unit, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
Some documents may be classified Confidential, Secret and Top
Secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have requested documents, records or other
information concerning themselves from the Agency pursuant to the
Privacy Act of 1974 (5 U.S.C. 552a) and the Freedom of Information Act
(5 U.S.C. 552).
CATEGORIES OF RECORDS IN THE SYSTEM:
Personal information that may be contained in reports, memoranda,
letters, or any other official or unofficial documents that are
relevant to the requests.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 552a and 5 U.S.C. 552.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OR USERS AND THE PURPOSES OF SUCH USES:
For processing of requests received pursuant to the Privacy Act and
the Freedom of Information Act.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders and electronically.
RETRIEVABLILTY:
By name of individual or personal identifier.
SAFEGUARDS:
Records are under surveillance by authorized employees during
working hours and are stored in combination-lock cabinets and
combination-lock file rooms when not in use.
RETENTION AND DISPOSAL:
Retired and destroyed in accordance with record disposition
schedules of the USIA.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, FOIA/Privacy Act Unit, Office of the General Counsel, USIA,
301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURES:
Chief, FOIA/Privacy Act Unit, Office of General Counsel, USIA, 301
4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individual should be addressed to: Chief, FOIA/
Privacy Act Unit, Office of the General Counsel, USIA, 301 4th Street,
SW, Washington, DC 20547. To request another individual's file the
requester must have a notarized signed statement from the individual to
whom the file pertains.
CONTESTING RECORD PROCEDURES:
The right to contest records is limited to information which is
incomplete, irrelevant, incorrect or untimely. An individual may
contact the following official in order to request correction of or
amendment to the individual's records: Chief, FOIA/Privacy Act Unit,
Office of General Counsel, USIA, 301 4th Street, SW, Washington, DC
20547.
RECORD SOURCE CATEGORIES:
Compiled as a result of requests under the Privacy Act and the
Freedom of Information Act.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within the system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (c)(4) (G), (H), (I)
and (f). See 22 CFR 505.15.
USIA-13
SYSTEM NAME:
Service Contributors--I/G.
SYSTEM LOCATION:
U.S. Information Agency (USIA), 301 4th Street, SW, Washington, DC
20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Free-lance writers and translators who are available to USIA on an
intermittent, fixed-fee basis to perform services for the Agency and
authors of newspaper and magazine articles.
CATEGORIES OF RECORDS IN THE SYSTEM:
Copies of purchase orders issued to contributors; addresses, phone
numbers, specialities of contributors; data on number of time
contributors have been used and fees paid for services.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM
IAPR-191.103 issued under authority of 5 U.S.C., Chap. 3 and
Federal Property and Administrative Services Act of 1949 (Pub.L. 152,
81st Congress), as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Reference material used to select writers, as required, to provide
coverage of newsworthy events, such as interviews, with foreign
visitors and
[[Page 10642]]
students, and coverage of conferences; used to check on completion of
assignment before payment for services is approved; for office
reference in identifying articles, locating authors.
Information is made available on a need-to-know basis to personnel
of USIA as may be required in the performance of their official duties.
Information in these files is not normally available to individuals
or agencies outside the Agency, but records may be released to other
government agencies who have statutory or other lawful authority to
maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Purchase order paper records in file folders.
RETRIEVABILITY:
By name and geographic location of the contribution; author files
maintained alphabetically by name.
SAFEGUARDS:
Maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Purchase orders retained for two years and then destroyed. Names,
addresses and phone numbers retained until contributor is no longer
available.
SYSTEM MANAGER(S) AND ADDRESS:
Executive Office, Press and Publications Services, USIA, 301 4th
Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Referrals by city editors of local newspapers; other free-lance
contributors; data on authors obtained from the newspaper or magazine
article in which the original article appeared, from the author
directly or from standard references such as ``Who's Who'' and ``Editor
and Publisher.''
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-14
SYSTEM NAME:
Speaker Databank/Name--I/T.
SYSTEM LOCATION:
Office of Thematic Programs, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUAL COVERED BY THE SYSTEM:
American specialists and experts in a variety of fields who have
participated or been considered for participation in the Speaker/
Specialist Programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
A typical file contains the following information on or about
speakers and prospective speakers in the Speaker/Specialist Program
administered by USIA: Biographic data including education and
professional experience, countries visited, travel dates, Grant
Authorization number and type, cost, fiscal year, correspondence
between the speaker and I/T, and communications between the Agency and
its overseas posts regarding the speaker's participation in the
program.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 11034, as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Speakers Databank is maintained as a historical record of the
Speaker/Specialist Program. Both the Speaker Databank and the files are
used routinely by program development officers, program assistants and
clerical personnel in the daily conduct of the Speaker/Specialist
Program. They are occasionally consulted by other Agency personnel for
such purposes as preparing advance publicity on speakers who will
lecture abroad under USIA auspices.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The Speaker Databank is maintained on a personal computer. The
files are stored in individual folders by name and consist of the types
of information specified under ``Categores of Records.''
RETRIEVABILITY:
Information can be retrieved from the Speaker Databank as needed.
File folders are indexed alphabetically by name.
SAFEGUARDS:
The files are kept in locked file cabinets, and when open during
office hours are always tended by one or more employees. Only
appropriate personnel are allowed to consult these files routinely.
Other Agency personnel interested are allowed to consult them only for
legitimate speaker recruitment activities. U.S. Government personnel
other than USIA very rarely seek access to these files. When then do,
they are asked to produce specific identification and justification.
RETENTION AND DISPOSAL:
These records are normally maintained for approximately three
years. Afterward, they are retired to the USIA archives for a period of
from 5-7 years.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Director for programs, USIA, 301 4th Street, SW,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Associate Director for Programs, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Without significant exceptions, the information on individuals
maintained in these files has come from the individual concerned or,
occasionally, from others at the request of that individual.
[[Page 10643]]
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-15
SYSTEM NAME:
Electronic Media Photographer--I/TEM.
SYSTEM LOCATION:
Press and Publications Service, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Free-lance photographers and picture agents.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personal data on free-lance photographers and picture agents such
as name, address, telephone number, prices charged for products and
services, specialities, availability of rights, evaluations of previous
USIA assignments and purchases.
AUTHORITY FOR MAINTANCE OF THE SYSTEM:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To select photographers for specific assignments; to acquire
existing pictures; for general photo research--all for use in the
Agency's overseas information program. Also see Prefactor Statement of
General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA but records may be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Card file and paper records in file folders.
RETRIEVABILITY
Indexed alphabetically by individual name.
SAFEGUARDS:
Maintained in desk drawers and locked file cabinets.
RETENTION AND DISPOSAL:
Records are maintained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Press and publications Service, USIA 301 4th Street, SW,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Director, Press and Publications Service, USIA, 301 4ht Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Request from individuals should be addresses to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
From the individual's concerned; from publications; photo agencies,
and photographer associations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-16
SYSTEM NAME:
Employee Parking USIA--M/A.
SYSTEM LOCATION:
Office of Administration, Bureau of Management, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Agency employees assigned USIA controlled parking spaces; employees
awaiting assignment of vacated parking spaces.
CATEGORIES OF RECORDS IN THE SYSTEM:
Names, office locations and telephone number of employees assigned
parking space; participants in carpools; records on employees with
physical handicaps and doctors or others to contact in case of
emergency; waiting list of employees desiring assignment of official
parking space.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Code of Federal Regulations (41 CFR part 101) prescribing
regulations regarding the use of federally controlled parking spaces.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Assignment of parking space to Agency executives; to assure
fairness in the assignment of parking space to employees and to give
priority to the handicapped and to carpools. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
to the USIA as may be required in the performance of their official
duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
POLICIES AND PRACTICES AND STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records maintained in file folders and word processing lists
in mainframe computer system.
RETRIEVABILITY:
By name of the employee.
SAFEGUARDS:
Maintained in bar-lock cabinets and computer access is password
controlled.
RETENTION AND DISPOSAL:
Records destroyed three months after employee relinquishes assigned
parking space or is separated from the Agency. GRS-11.4(a).
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Administration, United States Information
Agency (USIA), 301 4th Street, SW, Rm. 618, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Director, Office of Administration, United States Information
Agency (USIA), 301 4th Street, SW, Rm. 618, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURE:
The Agency's rules for access and for contesting contents and
appealing initial determination by the individual concerned appear in
22 CFR part 505.
RECORD SOURCE CATEGORIES:
Information obtained from individuals concerned, and responses
generated by various Agency personnel.
[[Page 10644]]
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-17
SYSTEM NAME:
Mailing Lists--M/ADM.
SYSTEM LOCATION:
Office of Administration, Mail and Telephone Branch, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
USIA/USIA domestic and Foreign Service Officers; radio station
managers and technicians, foreign correspondents; American and foreign
diplomats; librarians; scholars; Members of Congress; Information
counselors of other Federal agencies and the military; officers of
international organizations; American journalists; newspaper and
magazine editors and publishers; public relations officers; musicians;
historians.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records contain name, address, occupation, title and profession of
individuals who need to have access to, or have requested information
concerning: Agency publication; news pictures; reports on current
issues and other reports; messages for overseas distribution; press
releases; USIA Manual of Operations and Administration.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law 402.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Mailing lists are used by Agency elements to distribute printed
materials to Agency personnel who need access to such information in
the performance of their duties, and to members of the public listed
under Categories of Individuals Covered by the System as shown above
who have requested such information or who have a professional need and
interest in acquiring such information. Also see Prefatory Statement of
General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Computer database.
RETRIEVABILITY:
By code number of the distribution list and the subject matter of
the printed material, and then by name arranged alphabetically.
SAFEGUARDS:
Computer Security System.
RETENTION AND DISPOSAL:
Records of database are updated frequently.
SYSTEM MANAGERS AND ADDRESS:
Chief, Mail and Telephone Branch, USIA, 301 4th Street, SW, Rm.
146, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Mail and Telephone Branch, USIA, 301 4th Street, SW, Rm.
146, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing initial determinations by the individual concerned appear in
22 CFR part 505.
RECORD SOURCE CATEGORIES:
From the individual concerned and from public documents such as
Congressional and professional directories and journals.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-18
SYSTEM NAME:
Official Travel Records--M/ADT.
SYSTEM LOCATION:
Office of Administration, Travel and Transportation Branch, United
States Information Agency (USIA), 301 4th Street, SW, Washington, DC
20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Past and present USIA employees and private citizens who have
traveled under Agency auspices.
CATEGORIES OF RECORDS IN THE SYSTEM:
(a) Travel documents and correspondence relating to shipment and
storage of personal effects and automobiles; (b) records of active
passports and visa requests from foreign embassies; and (c) records of
temporary duty travel.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Supplemental Appropriation Act of 1995, Public Law 663, S1331 (82
Congress) (31 U.S.C. 200); section 367, the Revised Statutes, as
amended, Anti-deficiency Act (31 U.S.C. 665).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Used by the staff of the Travel and Transportation Branch: (a) To
make payments for travel services provided. Agency travelers and the
packing and storage or shipment of their household effects and
automobiles; (b) to obtain passports and visas for Agency employees and
other Agency travelers; and (c) to prepare various reports on Agency
travel activities.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records maintained in file folders in Lektriever storage
file, loose leaf binders, and index cards. Computer files also
maintained for the shipment and storage of household effects.
RETRIEVABILITY:
Indexed alphabetically by name.
SAFEGUARDS:
Passports and related material as well as all other classified
material are kept in bar-lock cabinets. Other records are kept in
unlocked files which are under surveillance of authorized employees
during the working day, and by security guards after official working
hours.
RETENTION AND DISPOSAL:
Temporary duty travel authorizations are maintained for four years
and then sent to a Federal records center. Household effects records
are
[[Page 10645]]
maintained for approximately seven years. Passport records are kept for
ten years for Agency employees and five years for other travelers.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Travel and Transportation Branch, United States Information
Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Travel and Transportation Branch, United States Information
Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURE:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Travel request forms initiated by various Agency elements,
information regarding personal and household effects obtained from the
traveler and from carriers, and passport information received from the
Department of State's Passport Office.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-19
SYSTEM NAME:
Salary Computation Records--M/CB.
SYSTEM LOCATION:
Office of the Comptroller, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons employed by the Agency during any past fiscal year and the
current fiscal year.
CATEGORIES OF RECORDS IN THE SYSTEM:
Bi-weekly liquidation abstract data; staffing patterns.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10477 of August 1, 1953; Executive Order 10822 of
May 20, 1953, implementing section 2(s) of the Reorganization Plan No 8
of 1953; Budget-Treasury Regulation No. 1 (revised); The Economy Act
(31 U.S.C. 686), section 601; section 3679 of the revised statutes as
amended (31 U.S.C. 665).
PURPOSE(S):
For the use of the Program Support Branch only for salary
computations for Agency budget purposes.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
For the use of the Program Support Branch only for salary
computations for Agency budget purposes.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records maintained in files.
RETRIEVABILITY:
By name of individual.
SAFEGUARDS:
1. Authorized users: accounts analyst and supervisor.
2. Physical Safeguards: security provided by surveillance of
authorized employees during working hours and by security guards after
working hours.
3. Procedural (or technical) safeguards: access to records is
strictly limited to those staff members who have a need-to-know.
4. Implementation guidelines: USIA Manual of Operations.
RETENTION AND DISPOSAL:
Retained until no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Program Support Branch, Budget Operations Division, USIA,
301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Program Support Branch, Budget Operations Division, USIA,
301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Office of Personnel Services; Agency's Payroll Department.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-20
SYSTEM NAME:
Employee Payroll and Retirement System--M/CF.
SYSTEM LOCATION:
Office of the Comptroller, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees currently on Agency rolls (payroll); all employees on
Agency rolls (retirement).
CATEGORIES OF RECORDS IN THE SYSTEM:
Civil Service Retirement System, Foreign Service Retirement and
Disability System. Federal Employees Retirement System (FERS), and
Foreign Service Pension System; time and attendance records (domestic
employees only); master employee registers (domestic only); payroll
folders.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 113 of the budget and Accounting Procedures Act of 1950, as
amended.
PURPOSES:
To assure proper salary payment to domestic Agency employees and
for reference regarding salary history; master record of domestic
employee accumulation of annual and sick leave, recording of employee
contributions to the Civil Service Retirement System and FERS;
recording of employee withholdings for transmission to Federal, State
and local taxing authorities.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To assure proper salary payment to (domestic) employees and for
reference
[[Page 10646]]
regarding salary history; master record of (domestic) employee
accumulation of annual and sick leave; recording of employee
contributions to the Civil Service Retirement, Foreign Service
Retirement and Disability, Federal Employees Retirement and Foreign
Service Pension Systems; to record and transmit on a biweekly basis
employee Thrift Savings Plan contributions to the Federal Retirement
Thrift Investment Board; recording of employee withholdings for
transmission to Federal, State and local taxing authorities.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
The principal users of this information outside the USIA are the
U.S. Treasury, the Office of Personnel Management, and the Director
General of the Foreign Service, U.S. Department of State. The
information may also be released to other government agencies who have
statutory or other lawful authority to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Time and attendance is maintained on 8\1/2\ x 11 time and
attendance sheets or electronically; retirement records are recorded on
8\1/2\ x 11 cards and maintained in a file cabinet or on the mainframe
computer; the master employee register is a computer report; payroll
records are maintained in manila folders; overseas pay cards are
manually prepared or maintained as a computer report, depending upon
the facilities at various overseas locations.
RETRIEVABILITY:
By the name of the individual employee (payroll); by name and/or
social security number (retirement).
SAFEGUARDS:
1. Authorized Users: Limited access to staff members on a need to-
know basis.
2. Physical Safeguards: security provided by surveillance of
authorized employees during working hours and by security guards after
working hours.
3. Procedural (or technical) safeguards: access to records is
strictly limited to those staff members who have a need-to-know.
4. Implementation guidelines: USIA Manual of Operations.
RETENTION AND DISPOSAL:
Retirement records are forwarded to the Office of Personnel
Management for domestic employees, and the State Department for foreign
service employees, upon retirement, resignation or transfer of
employee. Payroll records are retired to Federal Records Center, St.
Louis, after three years.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Financial Operations Division, USIA, 301 4th Street, SW,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Financial Operations Division, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing initial determinations by the individual concerned appeal in
22 CFR part 505.
RECORD SOURCE CATEGORIES:
Various forms provided by individual and by USIA's Office of
Personnel, i.e., personnel action forms, payroll change forms, Federal
and State withholding exemption certificates, employee allotment
deduction forms, time and attendance sheets.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-21
SYSTEM NAME:
Records on Shipment of Effects, Unaccompanied Baggage and
Automobiles--M/CF.
SYSTEM LOCATION:
Office of the Comptroller, Financial Operations, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Foreign service employees authorized to ship effects and
automobiles overseas at USIA expense.
CATEGORIES OF RECORDS IN THE SYSTEM:
Paper cards listing payments made to packers, carriers, etc., in
connection with shipment of effects, baggage and automobiles pursuant
to travel authorizations.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. 66a.
PURPOSE(S):
To determine if unauthorized charges were incurred due to excess
shipments, indirect routing or other reasons.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To determine if unauthorized charges were incurred due to excess
shipments, indirect routing or other reasons.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records maintained in tub file.
RETRIEVABILITY:
Filed alphabetically by company name.
SAFEGUARDS:
1. Authorized Users: Accounts analyst and supervisor.
2. Physical Safeguards: Security provided by surveillance of
authorized employees during working hours and by security guards after
working hours.
3. Procedural (or technical) safeguards: Access to records is
strictly limited to those staff members who have a need-to-know.
4. Implementation guidelines: USIA Manual of Operations.
RETENTION AND DISPOSAL:
Records destroyed four years after the fiscal year in which
shipment is authorized.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Financial Operations Division, USIA, 301 4th Street, SW,
Washington, DC 20547
NOTIFICATION PROCEDURE:
Chief, Financial Operations Division, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request
[[Page 10647]]
another individual's file, the requester must have a notarized signed
statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing initial determinations by the individual concerned appeal in
22 CFR part 505.
RECORD SOURCE CATEGORIES:
USIA offices offering travel authorizations, travel vouchers
submitted by employees; invoices submitted by carriers for payment.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-22
SYSTEM NAME:
Travel Authorization Obligation File--M/CF.
SYSTEM LOCATION:
Office of the Comptroller, Financial Operations Division, United
States Information Agency (USIA), 301 4th Street, SW, Washington, DC
20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals authorized to travel for which costs of travel are
chargeables to USIA appropriations.
CATEGORIES OF RECORDS IN THE SYSTEM:
Copies of travel authorizations and copies of paid vouchers and/or
abstracts or other documents relating to payments for authorized
travel.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. 66a.
PURPOSE(S):
To support recording of obligations of funds for travel; for audit
of travel and transportation vouchers prior to certification and
payment control to avoid duplicate payment of claims.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To support recording of obligations of funds for travel; for audit
of travel and transportation vouchers prior to certification and
payment; control to avoid duplicate payment of claims. Also see
Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper files maintained in file cabinets, tubs, or accordion
folders.
RETRIEVABILITY:
By name, date and/or social security number; cross-reference to
travel authorization number filed by appropriation/allotment
chargeable.
SAFEGUARDS:
1. Authorized users: Limited to those staff members who have a
need-to-know.
2. Physical safeguards: Security provided by surveillance of
authorized employees during working hours and by security guards after
working hours.
3. Procedural (or technical) safeguards: Access to records is
strictly limited to those staff members who have a need-to-know.
4. Implementation guidelines: USIA Manual of Operations.
RETENTION AND DISPOSAL:
Alphabetical copy of travel authorizations destroyed after 3 years
after close of fiscal year in which issued. Folders destroyed between 4
and 10 years after the close of the fiscal year, depending upon the
type of travel.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Financial Operations Division, USIA, 301 4th Street SW,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Financial Operations Division, USIA, 301 4th Street SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing initial determinations by the individual concerned appeal in
22 CFR part 505.
RECORD SOURCE CATEGORIES:
Standard forms and Agency forms prepared in connection with
official travel by personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-23
SYSTEM NAME:
Recruitment Record--M/HR.
SYSTEM LOCATION:
Office of Personnel Services, United States Information Agency
(USIA), 301 4th Street, SW., Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for foreign service or domestic employment; applicants
for personnel or management intern positions; employees hired under the
worker-trainee program, individuals certified by the Office of
Personnel Management (OPM) for appointment consideration.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employment application forms; resumes and replies to employment
inquiries; personnel security data forms; results of written
examination; notes on interviews by selection panels; records on
availability of job applicants; OPM employment certificates.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101; FPM 333 Subchapter 1-1; FPM Chapter 713. FPM
Bulletin 713-31, FPM 332, Appendix B, FPM Chapter 731, FPM Chapter 732.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
Used for recruitment and evaluating employment applicants; to
determine Agency employment needs; evaluation of minority hiring
practices; selection of candidates for intern and other programs;
evaluation of progress of employees on worker-trainee programs; monitor
status of pre-employment security investigation. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties. The principle users of this information outside the USIA are
the Office of Personnel Management, the Director General of the Foreign
Service, Department of State, accredited investigators; and the Board
of Examiners for the Foreign Service.
[[Page 10648]]
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders:
RETRIEVABILITY:
By name of the individual.
SAFEGUARDS:
Maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Records of successful employment candidates transferred to official
personnel folder; records of unsuccessful candidates destroyed after
two years; OPM certificates retained indefinitely; security files
destroyed after candidate is given security clearance; other records
retained indefinitely or disposed of in accordance with Agency's
internal regulations.
SYSTEMS MANAGER(S) AND ADDRESS:
Chief, Employment Branch, Office of Personnel Services, USIA, 301
4th Street, SW., Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Employment Branch, Office of Personnel Services, USIA, 301
4th Street, SW., Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Employment applicants; college transcripts and other recruitment
sources; test scores provided by testing Agency; notes prepared by
selection panels; the OPM; and the USIA Office of Security.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4) (G), (H), (I)
and (f). See 22 CFR 505.15.
USIA-24
SYSTEM NAME:
Employment Requests--M/HRF and M/HRCO.
SYSTEM LOCATION:
Office of Personnel, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES AND INDIVIDUALS COVERED BY THE SYSTEM:
Certain individuals seeking employment with the Agency such as
Congressional referrals, referrals of Director, etc.
CATEGORIES AND RECORDS IN THE SYSTEM:
Letters, memos, resumes, recommendation, biographic Personnel, for
the purpose of soliciting employment with the Agency.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Records Act, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
To answer inquiries from Members of Congress regarding employment
opportunities for constituents; referrals to Agency elements for
qualification evaluations. Also see Prefatory Statement of General
Routine uses.
Information is made available on a need-to-know basis to personnel
to the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
By name of individual and month of response.
SAFEGUARDS:
Maintained in bar-lock file cabinets.
RETENTION AND DISPOSAL:
Records retained until no longer useful, or until after two years
from date of submission, whichever is first. Records are destroyed by
burning.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Special Services Branch (M/PDS), Domestic Personnel
Division, Office of Personnel, USIA, 301 4th Street, SW, Washington, DC
02547.
NOTIFICATION PROCEDURE:
Chief, Special Services Branch (M/PDS), Domestic Personnel
Division, Office of Personnel, USIA, 301 4th Street, SW, Washington, DC
20547.
RECORD ACCESS PROCEDURE;
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Unsolicited information or referrals submitted to the Agency by
individuals seeking information on employment possibilities.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-25
SYSTEM NAME:
Employee Master Personnel Records--M/HRCS.
SYSTEM LOCATION:
Office of Personnel, United States Information Agency (USIA), 301
4th Street, SW., Washington, DC 20547. Computer tape and disc records
are located in M/PPS at same address.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All Agency employees and reimbursables from other agencies.
CATEGORIES OF RECORDS IN THE SYSTEM:
Data on employee's work experience, assignments, promotions,
transfers, within-grade increases, personnel actions, commendations,
evaluations of work performance, medical information, training
certificates, home address, next-of-kin information, information
related to security clearance, suspense reports on various events, such
as appointment expiration dates, date probation ends, date promotion
eligibility, expiration of LWOP, etc.
[[Page 10649]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10561; FPM Chapter 291-93; 5 U.S.C. 13-2, 2951,
4118, 4308, 4506, FPM Chapter 713, Subchapter 3; Executive Order 14492;
44 U.S.C. 3101; FPM Chapter 732.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
To prepare reports required by the Office of Personnel Management
(OPM), Congress and OMB; used by OPM and investigatory agencies to
verify employee statements on applications for employment with other
agencies; investigation of discrimination complaints; statistical
reporting to OPM on minority employment, handicap programs, and other
special programs; control of personnel ceilings; project and assess
personnel movement dynamics; conducting security checks and updating
security clearances; preparation of employee performance ratings and
evaluations; used by Selection Boards and Merit Promotion Panels to
determine whether employees should be recommended for promotion; used
for routine personnel management and administration. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of USIA as may be required in the performance of their official duties.
Principal users of this information outside USIA are: The Office of
Personnel Management (OPM); the Department of State; the Office of
Management and Budget (OMB); the General Accounting Office (GAO); and
personnel offices of other government agencies when an employee seeks
transfer or detail; accredited investigators.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Computer disc and magnetic tape; computer printouts, visual card
files, paper records in file folders.
RETRIEVABILITY:
By employee name, agency element, employee identification number,
grade/class, tenure code, and other date elements.
SAFEGUARDS:
Computer files are stored internally in the computer or in locked
tape file cabinets and cannot be physically accessed except by
authorized personnel; paper files and card trays in metal cabinets
secured in a locked room; access controlled by ``sign out'' records;
computer access restricted to those with user identification and pass
words.
RETENTION AND DISPOSAL:
Computer printouts destroyed by shredding or burning when new
listings are produced; computer tapes retained indefinitely; other
records retained until employee is separated, and then disposed of by
transfer to OPM, other employing agency, Federal Records Center, or
destruction as directed by internal agency regulations.
SYSTEM MANAGERS AND ADDRESS:
For paper or automated records--Chief, Special Services Branch M/
HRCS, Office of Human Resources, USIA, 301 4th Street, SW., Washington,
DC 20547.
NOTIFICATION PROCEDURE:
Chief, Special Services Branch, Office of Human Resources, USIA,
301 4th Street, SW., Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Employee; employment application; official personnel records,
personnel action forms; administrative file; budget and personnel
authorizations; employees' supervisors; USIA Office of Security;
training officers and other officials involved in personnel management.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 552a (c)(3), (d), (e), (1), (e)(4) (G), (H), (I)
and (f). See 22 CFR 505.15.
USIA-26
SYSTEM NAME:
Foreign Service Location File--M/HRF.
SYSTEM LOCATION:
Foreign Service Lounge, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUAL COVERED BY THE SYSTEM:
All Agency foreign service employees and foreign service retirees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Foreign service employees' nature of assignment overseas; position
held, home address, address of next-of-kin, employee's personal bank
(if requested the Agency deposit checks); last home address of
retirees.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Records Act, 44 U.S.C. 3101; Foreign Service Act of
1980, as amended.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Used by USIA officials to locate a Foreign Service employee; make
salary deposits; inform next-of-kin in emergency situations.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information maintained on 5 x 8 index cards in metal cabinets.
RETRIEVABILITY:
By the Foreign Service employee's name.
SAFEGUARDS:
Records are under surveillance by authorized employee during the
working hours; in locked metal cabinets after hours.
RETENTION AND DISPOSAL:
Locator information destroyed when employee separates, except by
retirement, in which case card maintained indefinitely.
SYSTEM MANAGERS AND ADDRESS:
Chief, Foreign Service Personnel Division, USIA, 301 4th Street,
SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Foreign Service Personnel Division, USIA, 301 4th Street,
SW, Washington, DC 20547.
[[Page 10650]]
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
From the officer concerned; copies of Personnel Action Forms (SF-
50); travel memos.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-27
SYSTEM NAME:
Foreign Service Selection Board Files--M/HRF.
SYSTEM LOCATION:
Foreign Service Personnel Division, United States Information
Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
Confidential.
CATEGORIES OF INDIVIDUALS IN THE SYSTEM:
5 x 8 cards containing data such as name, class, specialty code,
position; date OER received by N/P; as appropriate, letters of
commendation or low-ranking and comments of the selection boards on
foreign service promotions contained in letter files.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Foreign Service Act of 1946, as amended, sec. 611; 44 U.S.C. 3101
and Foreign Service Act of 1980.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Preparation of promotion and limited career extension projections
and Foreign Service Officer commissioning actions; used to monitor and
control receipt of Officer Evaluation Reports by M/HRF; used to prepare
files and other information for Selection Boards; maybe by Agency's
Equal Employment Opportunity Officer, or the Labor Relations Branch
(grievance examiners) in the event of an employee grievance.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties. The principal user of this information outside USIA is the
Director General of the Foreign Service, United States Department of
State.
The information may be released to other government agencies who
have statutory or other lawful authority to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OR RECORDS IN THE SYSTEM:
STORAGE:
Paper and card records are in file folders or metal card files.
Some material derived from these records has been computerized.
RETRIEVABILITY:
Paper files manually retrieved by individual names and classes;
statistical material retrieved from computer base.
SAFEGUARDS:
Paper records maintained in locked file cabinets. Computer material
retrieval requires use of appropriate keys. This section adequately
describes all safeguards which are applicable to records in the system,
including the categories of employees who have access to the records.
RETENTION AND DISPOSAL:
Maintained during period of employment with the Agency; records
destroyed upon separation of the employee.
SYSTEM MANAGER(S) AND ADDRESS:
Executive Secretary for the Selection and Commissioning Boards,
Foreign Service Personnel Division, USIA, 301 4th Street, SW,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Executive Secretary for the Selection and Commissioning Boards,
Foreign Service Personnel Division, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCES CATEGORIES:
Reports of Selection Boards on the review of pertinent promotion
documentation such as officer evaluations; notification of personnel
action; foreign service residency and dependency reports; notification
to officers of low ranking; materials submitted by officers on their
own behalf. All current record sources are included and are correctly
stated.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained in this system of records may be exempted
from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4) (G), (H), (I) and (f).
See 22 CFR 505.15.
USIA-28
SYSTEM NAME:
Career Counseling Records--M/HRF.
SYSTEM LOCATION:
Office of Personnel Services, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Computer listing of work experience; biographic data; assignment
history date; education data; position data; grade; title; post of
assignment; date of employment; dependents' proposed position detail to
``pipeline'' complement; roster of personnel available for domestic
assignments; notes of personnel discussions between counselors and
individual clients on preferences and other factors bearing on
assignments.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Foreign Service Act of 1980, as amended; 22 U.S.C. 4023.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Used by career counselors and personnel officers for assignment,
detail or rotation of Agency Foreign Service Officers, within USIA or
to other Federal agencies. Also see Prefatory Statement of General
Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
[[Page 10651]]
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Card records and paper records in file folders.
RETRIEVABILITY:
By individual name, by date or place of assignment or both.
SAFEGUARDS:
Maintained in bar-locked file cabinets.
RETENTION AND DISPOSAL:
Biographic data and personnel statistical data subject to update
periodically; old records destroyed by shredding when no longer needed
or when employee separates.
SYSTEM MANAGER(S) AND ADDRESS:
Career Counselors, Foreign Service Personnel Division (M/HRF),
USIA, 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Foreign Service Personnel Division (M/HRF), USIA, 301 4th
Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Officer Evaluation Reports, Official Personnel File (OPF); records
of interviews and correspondence with officer, minutes of meeting of
the career management staff held to discuss assignment of Foreign
Service Officers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-29
SYSTEM NAME:
Officer/Specialist Assignment Requests--M/HRF.
SYSTEM LOCATION:
Foreign Service Personnel Division (M/HRF), United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Agency officers who have written or spoken to the Director, Office
of Personnel Services, regarding assignment preferences or problems.
CATEGORIES OF RECORDS IN THE SYSTEM:
Letters, memos, and occasionally biographic data submitted by the
individual seeking particular assignments; written answers to specific
requests.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Records Act, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Used exclusively by the Director and the Deputy Director, Office of
Personnel Services, for discussion of assignments and officer career
interests.
Also see Prefatory Statement of General Routine Uses. Information
is made available on a need-to-know basis to personnel of the USIA as
may be required in the performance of their official duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
By the name of the individual.
SAFEGUARDS:
Maintained in metal bar-locked file cabinets. System scheduled to
be automated.
RETENTION AND DISPOSAL:
Usually retained until officer is assigned or for longer period
depending upon the assignment actions; destroyed when no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Foreign Service Personnel Division (M/HRF), USIA, 301 4th
Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Foreign Service Personnel Division (M/HRF), USIA, 301 4th
Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
From the officer requesting assignment consultation; replies of the
Director, Office of Personnel Services, to such requests.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-30
SYSTEM NAME:
Advisory, Referral and Counseling Records--M/HRL.
SYSTEM LOCATION:
Office of Personnel Service, United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
Confidential.
CATEGORIES OF INDIVIDUALS COVERED IN THE SYSTEM:
Employees with serious personal, job related or medical problems
such as alcoholism, drug abuse, or behavioral problems.
CATEGORIES OF RECORDS IN THE SYSTEM:
Confidential statements relating to specific problems.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law 91-616, section 201 (Comprehensive Alcohol Abuse and
Alcoholism Prevention Treatment and Rehabilitation Act of 1970); Pubic
Law 92-255, section 413 (Drug Abuse Treatment Act of 1972).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
Used on occasion to provide necessary background to medical
personnel to arrange for medical examinations, treatment of employees,
or for in-house counseling purposes. The program is a confidential
resource within the Agency available voluntarily to employees for
assistance with personal or job related problems. Employees are advised
of rights, obligations as well as benefits available; referrals of
employees to professional resources within the government and in
[[Page 10652]]
the community; continuing on-the-job counseling available.
Also see Prefatory Statement of General Routine Uses.
Without the express written consent of the employee, this
information is not available to other personnel of the USIA. The only
users of this information outside the USIA are appropriate medical
personnel of the Department of State and appropriate health
professionals in the community, only with the employee's consent.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
By the name of the individual.
SAFEGUARDS:
Records are maintained in a combination bar-locked cabinet at all
times, accessible only to the Advisory, Referral and Counseling
personnel.
RETENTION AND DISPOSAL:
Records retained as long as individual is an employee of the
Agency; file destroyed by shredding when employee is separated, or when
ARCS personnel considers there is no need to retain file, or when
incumbent counselor is separated from the Agency; exceptions to rules
for retention can be made only with the concerned employee's specific
approval.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Policies and Services Staff (M/HRL), Office of Personnel
Services, USIA, 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Policies and Services Staff (M/HRL), Office of Personnel
Services, USIA, 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORDS SOURCE CATEGORIES:
Principally from the individual employee concerned; background
information provided by the person who initiates referral of the
employee, such as supervisors, union representatives, or medical
personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-31
SYSTEM NAME:
Employee Grievance Files--M/HRL.
SYSTEM LOCATION:
Office of Personnel, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
Top secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Agency employees who have filed informal grievances or complaints,
or who have filed formal grievances for Agency level review; employees
for whom special disciplinary action is in process.
CATEGORIES OF RECORDS IN THE SYSTEM:
All documents necessary in the processing of a grievance or special
disciplinary actions, such as position descriptions, performance
evaluations, grievance investigation reports, special investigation
reports, OIG reports, Post Audit and Inspection Report; statements of
supervisors, witnesses, representatives of grievants; arbitration
awards, Foreign Service Grievance Board letters and decisions; and
miscellaneous housekeeping records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 1302, 3301, 3302, 7301; 22 U.S.C. 3901; 5 U.S.C. 7121; 44
U.S.C. 3101; Public Law 93-181; Agency's Manual of Operations and
Administration (MOA); FPM 511-Subchapter 6; FPM-- Letter 630-22; FPM
Chapter 335, 752, 831; Foreign Affairs Manual (3 FAM 660).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Investigation and resolution of employee grievances; to provide
information and documentation to the greivant's counsel or
representatives, Arbitrators, the Foreign Service Grievance Board,
Federal Appeals Board, United States Courts, and to Members of Congress
on the written request of the individual; to provide information to the
Agency's General Counsel in connection with the processing of a
grievance, an appeal, or an adverse action. Information is also
available on a need-to-know basis to personnel of the USIA in the
performance of their official duties. The principal users of this
information outside the USIA are: The Office of Personnel Management
(OPM); Department of Justice; other government agencies which have
statutory or legal authority to access or maintain such information.
Also see Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICE FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders, filed alphabetically, and stored in
metal cabinets with bar-locks.
RETRIEVABILITY:
Alphabetically by name of individuals.
SAFEGUARDS:
Authorized users--personnel of the USIA on a substantial need-to-
know basis and in the performance of their official duties, e.g.,
General Counsel staff, Labor Relations Officers (grievance examiners
and investigators); ``deciding officials'' (under negotiated or Agency
Grievance Procedures); members of the Foreign Service Grievance Board
and Staff; grievants and representative of grievants.
Physical Safeguards: Documents classified in the national security
interest pursuant to E.O. 12958, thus the files are afforded a high
level of protection against unauthorized access. Security guards
perform random checks on the physical security of the files data.
Procedural Safeguards: Access to records is strictly limited to
those staff members with substantial need-to-know, who have been
thoroughly indoctrinated on Privacy Act provisions and requirements.
Staff members are also responsible for protecting grievance records
from the general public entering the grievance office areas.
Implementation Guidelines: Safeguards implemented are developed in
accordance with ``Access to and Protection of Records on Individuals,''
USIA MOA V-A (Domestic), Sections 560-565.
RETENTION AND DISPOSAL:
Records are maintained in the active file for 3 years or until no
longer needed; records removed from the ``active files'' are stored in
metal file cabinets, bar-locked, and in a secure, locked room with
controlled access.
[[Page 10653]]
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Labor Relations Staff (M/HRL), Office of Human Resources,
USIA, 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Office of Human Resources, USIA, 301 4th Street, SW, Washington, DC
20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
Part 505.
RECORD SOURCE CATEGORIES:
Individual employee concerned, Agency officials, testimony of
witnesses, employee's representative, relevant documents.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records in the system may be exempted from 5 U.S.C. 552
(a), (c)(3), (d), (e)(1), (e)(4), (G), (H), (I), and (f). See 22 CFR
505.15.
USIA-32
SYSTEM NAME:
Incentive Awards File--M/HRL.
SYSTEM LOCATION:
Office of Labor, Policies and Benefits, United States Information
Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees who are nominated for Special, Honor, Unit, Cash or other
incentive awards; employees who are to receive Length-of-Service
Certificates.
CATEGORIES OF RECORDS IN THE SYSTEM:
Nomination forms or narratives; copies of award certificates with
citations; cards containing name, award, and date awarded.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
3 FAM 640; 5 CFR part 451; FPM Chapter 451; MOOA V-A/B 570.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Used only by awards staff selection committee and approving
officials to process and record nominations and for presentation of
incentive and length of service awards; used to prepare annual
statistical reports for the OPM. Also see Prefatory Statement of
General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM::
STORAGE:
Temporary paper records in file folders.
RETRIEVABILITY:
Manually by name and/or type of award.
SAFEGUARDS:
File folders maintained in locked file cabinets.
RENTENTION AND DISPOSAL:
Record cards, a copy of the award nomination and the award
certificate, if one was issued, are maintained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Labor, Policies and Benefits Staff, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Labor, Policies and Benefits Staff, United States
Information Agency (USIA), 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Nominations; supervisors; official personnel folders; awards
committee and approving officials.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-33
SYSTEM NAME:
Retirement and Insurance Records--M/HRL.
SYSTEM LOCATION:
Office of Human Resources, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None for the system. Treated as privacy sensitive.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
USIA employees in retirement processing, approaching mandatory
retirement, or actually retired from USIA. (Contact VOA/P for VOA
employees.)
CATEGORIES OF RECORDS IN THE SYSTEM:
Retirement service history (USIA only); computer listings of: (1)
Persons retiring mandatorily; (2) persons who are projected to retire
within 5 years. Lists give name, date of birth, service computation
date, grade/step, salary, location code, and retirement code.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
From Supplement 830-1; 3 FAM 670; Federal Records Act of 1950, as
amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Processing retirement applications and counseling prospective
retirees on annuities and other benefits. Also see Prefatory Statement
of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records in individual file folders.
[[Page 10654]]
RETRIEVABILITY:
Manually by name of employee.
SAFEGUARDS:
Maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Employee retirement files retained indefinitely. After retirement,
retained one year and then destroyed since records transferred to the
retirement system. Old computer listings destroyed when updated;
individual retirement computation worksheets filed in employee's
retirement file.
SYSTEM MANAGERS AND ADDRESS:
Chief, Retirement and Insurance Section (M/HRL), Special Service
Branch, Domestic Personnel Division, Office of Human Resources, USIA,
301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Special Services Branch, Office of Human Resources, USIA,
301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Employees; Official Personnel File; supervisors; Agency's payroll
and leave office; appropriate retirement systems of the Office of
Personnel Management, or Department of State.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-34
SYSTEM NAME:
Senior Officer Files--M/HRL.
SYSTEM LOCATION:
Office of Human Resources, United States Information Agency (USIA),
301 4th Street, SW., Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees in grades GS-14, 15, 16, 17, 18 and Foreign Service
Officer Class equivalents.
CATEGORIES OF RECORDS IN THE SYSTEM:
Biolographical, professional and experience information on
employees nominated for senior level positions, position descriptions
and position evaluations.
AUTHORITY FOR MAINTENANCE IN THE SYSTEM:
FPM 305, Supp. 305-1, FPM-300, Subchapter 3.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
Reference material for the Director's staff, element heads and
personnel officers; placement of high level employees in proper
management positions and to ensure their consideration for vacancies
governmentwide; used by personnel officers for personnel management
functions; requested from time to time by OPM, and OMB, and Congress
for position control of supergrade employees. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties. The principal users of this information outside the USIA are:
The Office of Personnel Management (OPM); the Office of Management and
Budget (OMB); the Congress; personnel officers in other government
agencies as a result of a transfer or potential transfer of the
individual to whom the record pertain.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
By name and grade of individual, or combinations of name and grade
SAFEGUARDS:
Maintained in locked file cabinet.
RETENTION AND DISPOSAL:
Records maintained indefinitely, or until employee is separated, at
which time pertinent information is filed in the Official Personnel
File; all other material is destroyed as provided in Agency internal
regulations.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Domestic Personnel Division, USIA, 301 4th Street, SW.,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Domestic Personnel Division, USIA, 301 4th Street, SW.,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Request from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
Part 505.
RECORD SOURCE CATEGORIES:
Official Personnel Files; from the employee; element heads;
position classifiers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-35
SYSTEM NAME:
Solicitation Mailing List Application--M/K.
SYSTEM LOCATION:
Office of Contracts, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Prospective government contractors and Agency contractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information is contained on a standard form which requests the
individual's name and address, type of business, number of employees,
average annual sales or receipts, facilities (space), net worth,
security clearances held, and a certification of the accuracy of the
information provided on the form.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Acquisition Regulation (48 CFR 14.205-1(c) and 53.214(e)).
ROUTINE USES OR RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To prepare the Agency's Solicitation Mailing List and for use of
contracting specialists to determine adequacy of facilities, and
financial responsibility of prospective contractors. Also see Prefatory
Statement of General Routine Uses.
[[Page 10655]]
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
The principal user of this information outside the USIA is the
General Services Administration.
POLICIES AND PRACTICES AND STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OR RECORDS IN THE SYSTEM:
STORAGE:
Information included on Standard Form 129 is maintained in a
lektriever filing system. Records are also fully automated on the
Agency's VS-100 ``D'' system. Records are backed up daily to computer
tape and stored in the Agency's computer library.
RETRIEVABILITY:
By the name of the individual.
SAFEGUARDS:
1. Authorized users: Contracting personnel and other authorized
Agency personnel.
2. Physicial safeguards: All records are stored in a lektriever
filing system in a secured area. Automated records are maintained in
the Agency's computer library.
3. Procedural safeguards. All users of the information stored in
these systems protect the information from public view and unauthorized
personnel. Data stored in computers are accessed through the use of
passwords known only to authorized personnel.
4. Implementation guidelines: USIA Manual of Operations and
Administration (MOA) III-500; Records Management Handbook (Domestic)
Section 560-565.
RETENTION AND DISPOSAL:
A routine update of information is conducted approximately every 3
years. Outdated information is disposed of internally.
SYSTEM MANAGERS AND ADDRESS:
Director, Office of Contracts, USIA, 301 4th Street, SW,
Washington, DC 20547.
NOTIFICATION PROCEDURES:
Director, Office of Contracts, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Information provided by individuals, companies and corporations.
EXEMPTION CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-36
SYSTEM NAME:
United States Information Agency (USIA) Procurement Personnel
Information System--M/K.
SYSTEM LOCATION:
Office of Contracts, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
USIA employees involved with procurement activities.
CATEGORIES OF RECORDS IN THE SYSTEM:
Names, office, position title, series and grade, service
computation date, position description, education, training,
experience, professional recognition, career objectives.
AUTHORITY FOR MAINTENANCE IN THE SYSTEM:
Authority for this system is derived from the Federal Records Act,
44 U.S.C. 3101, and Federal Acquisition Regulation, subpart 1-6.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
Identification of employees who have met standards of experience,
education, and training for appointment as Contracting Officers and to
analyze procurement system performance such as functional placement,
system training needs, and workforce size. Information is available to
personnel of the USIA as may be required for performance of official
duties. Information on individual will not normally be available
outside the USIA as it falls within the expected guidelines of the
Privacy Act (PA).
Also see Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All information will be maintained in a paper hard copy file which
will be automated as soon as possible.
RETRIEVABILITY:
Records are retrieved by name, office, series and grade.
SAFEGUARDS:
1. Authorized users: Office of Contracts personnel.
2. Physical safeguards: Files are kept in the Office of Contracts
in a bar-locked cabinet.
3. Procedural Safeguards: All users of personal information in
connection with the performance of their jobs protect information from
public view and from unauthorized personnel entering into the office.
Access to records is strictly limited to the Office of Contract
Personnel.
4. Implementation guidelines: USIA Manual of Operations and
Administration (MOA) III-500, Records Management Handbook (Domestic)
Section 560-565.
RETENTION AND DISPOSAL:
Files will be retained as long as the individual remains an
employee of the USIA, and will be destroyed upon the employee's
separation.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Contracts, USIA, 301 4th Street, SW,
WAshington, DC 20547.
NOTIFICATION PROCEDURE:
Director, Office of Contracts, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, 301 4th Street, SW, Washington, DC 20547. To request
another individual's file, the requester must have a notarized signed
statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Information is provided by the individual concerned.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
[[Page 10656]]
USIA-37
SYSTEM NAME:
Employee Training Files--M/PT.
SYSTEM LOCATION:
Training and Development Division, Office of Human Resources,
United States Information Agency (USIA), 330 C Street, SW, Washington,
DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Agency employees receiving training: Workshops, language, lectures,
or seminars, university or service colleges, personnel and management
interns.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee training applications, biographic data, educational
background, record of training received by the Agency, outline of
training program, performance evaluation extracts; language proficiency
and test scores, course grade, and employee's evaluation of training
courses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Pub. L. 85-507, 72 Stat. 335, Reorganization Plan No. 8 of 1953, 22
U.S.C. 1461, 67 Stat. 642, Pub. L. 79-724, Foreign Service Act of 1980,
as amended, FPM 410, Subchapter 3.
PURPOSE(S):
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
Background material used to determine eligibility for training;
assignment and progress in language courses; used by career counselors
to determine training needs; justification of training reports and
record-keeping; evaluation of intern training and potential for job
growth; used to evaluate and select lecturers for agency workshops or
seminars; preparation of reports to Congress and other government
agencies on training provided and costs, as well as projected training
needs and costs. Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties. The principal users of this information outside the USIA are:
The Office of Personnel Management (OPM); personnel officers in other
government agencies as a result of transfer of the individual to whom
the records pertain; other agencies considering employees for detail
purposes; accredited investigators.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records stored in file folders. Computer records stored on
magnetic tape or disc.
RETRIEVABILITY:
Manually retrieved by name, by computer generated lists of training
statistics or by training course title.
SAFEGUARDS:
1. Authorized users: Access to files is limited to only authorized
USIA individuals having a substantiated need for the information.
2. Physical safeguards: All files are maintained in locked cabinets
during non-duty hours and are protected by office personnel when being
used during duty hours.
3. Procedural safeguards: All users of personal information in
connection with the performance of their jobs protect information from
public view and from unauthorized personnel entering an unsupervised
office. Access to records is strictly limited to those staff members
trained in accordance with the Privacy Act.
4. Implementation guidelines: Privacy Act guidelines covered in the
USIA Manual of Operations and Administration (MOA) are strictly
observed.
RETENTION AND DISPOSAL:
Training records maintained until employee is separated, at which
time records are included with official personnel folder, other records
are included with official personnel folder, other records are retained
indefinitely or until no longer needed; budget records and cost
statistics retained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Training and Development Division (M/PT), Office of Human
Resources, USIA, 330 C Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURES:
Chief, Training and Development Division (M/PT), Office of Human
Resources, USIA, 330 C Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
The employee; employment applications; official personnel records;
personnel action forms; personnel officers; training officers and other
officers involved in personnel management; supervisors; training
records; application for training; trainee evaluation of courses.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e) (4)(G), (H), (I),
and (f). See 22 CFR 505.15.
USIA-38
SYSTEM NAME:
Personnel Security and Integrity Records--M/S.
SYSTEM LOCATION:
Office of Security, Untied States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547. Retired records stored at
Washington National Records Center, 4205 Suitland Road, Suitland,
Maryland 20409.
SECURITY CLASSIFICATION:
Most records are unclassified, but include records classified
confidential, secret and top secret.
SYSTEM LOCATION:
Office of Security, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 2000547. Retired records stored at
Washington National Records Center, 4205 Suitland Road, Suitland,
Maryland 20409.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All persons currently or formerly employed by USIA in the United
States; all Americans currently or formerly employed by USIA in other
countries; some but not all foreign nationals currently or formerly
employed in other countries; some but not all persons currently or
formerly used under contract, both in the United States and in other
countries; some persons whose services are or were otherwise utilized
by USIA, whether compensated or not; some former applicants who were
not employed; some prospective spouses of
[[Page 10657]]
USIA employees; some other persons who were significantly identified
with persons whose services were at one time utilized or considered in
one or more of the capacities described herein; some persons who were
significantly involved in non-security related administrative inquiries
conducted by M/S; some persons of counterintelligence interest whose
names appeared in the press, or are contained in documents furnished by
other agencies of the U.S. Government.
CATEGORIES OF RECORDS IN THE SYSTEM:
Application and security forms provided by subject of records;
reports of investigation conducted by M/S, and by other Government
agencies; Personnel Security Worksheet Records evaluating investigative
material; security clearance and security certification forms; intra-
office, intra-Agency and inter-agency correspondence relating to
investigations security and suitability determinations, and
administrative matters; correspondence to and from Federal law
enforcement and counterintelligence agencies; correspondence to and
from state and local law enforcement jurisdictions, credit bureaus,
private employers, schools, and individuals relating to investigative
inquiries; records regarding briefings and debriefings, security
certifications to other agencies, contact reports, and security
violations; photographs, Cross Reference Sheets, and Records of Release
of Information; records from Security Identification Card System (USIA-
39) concerning former employees; not all files, however, contain all of
the above elements.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The authority of M/S to collect and maintain security data is based
on section 1001 of the U.S. Information and Education Act of 1948, 62
Stat. 13, 22 U.S.C. 1434, as amended, 66 Stat. 43 (1952);
Reorganization Plan No. 8 of 1953, 67 Stat. 642; Executive Order 10477
of August 1, 1953, as amended; the Act of August 26, 1950, 64 Stat.
476; 5 U.S.C.A. 3571, 7312, 7501, 7412 and 7532; Executive Order 10450
of April 27, 1953, as amended; Executive Order 10450 of April 27, 1953,
as amended; Executive Order 12048 of March 27, 1978; the Act of August
24, 1982, 96 Stat. 291, and Executive Order 12968 of August 2, 1995 and
Executive Order 12958 of April 17, 1995, the authority of M/S to
collect and maintain certain administrative data, as an investigative
arm of the USIA is based on 22 U.S.C. 1494; the Foreign Service Act of
1946, sec. 611; Reorganization Plan No. 8; Executive Order 10477, and 5
U.S.C. Chap. 33.
PURPOSE:
To collect and maintain record information necessary to make
security and suitability determinations regarding applicants for
employment with and employees of the USIA; make security determinations
regarding the advisability of assigning certain employees to certain
areas of the world, or to certain positions within the USIA
domestically; make security determinations regarding the advisability
of certain promotions, as required by USIA regulations; make
determinations regarding the advisability of granting employees special
clearances, as required for certain jobs; make determinations regarding
the effect on an employee's security clearance of marriage to a non-
U.S. citizen; make determinations whether certain non-citizen employees
of USIA abroad should be granted security certification; disclose
information to the Office of Inspector General as necessary for that
office to carry out its investigative and other responsibilities;
disclose information to certain officials of the Office of Personnel
and other USIA elements, as necessary for them to make required
decisions.
Records are used by the Director and Deputy Director of M/S as
reference in contacts and correspondence with USIA Director, Deputy
Director, General Counsel, Associate Directors, and other Agency
officials when necessary to resolve specific personnel security
matters.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data may be disclosed to Foreign Service Board of Examiners as
necessary to determine qualifications and suitability of an applicant;
data may be disclosed to the Department of State, Office of Medical
Services, as necessary to determine whether applicant or employee
should be granted or retain medical clearance; data may be disclosed to
other Government agencies as necessary for those agencies to determine
whether employees should be granted special clearances required in
connection with USIA duties; relevant data may be disclosed in advising
duly authorized security officers of other agencies of significant
security information in the file of a USIA employee or applicant;
relevant data may be disclosed in advising the Office of Personnel
Management that significant security or suitability information was
developed or obtained regarding an applicant or employee; USIA
investigative material having counter-intelligence significance may be
disclosed to other U.S. Government agencies with responsibilities in
that area; records may be used by the Director of M/S in correspondence
and contacts with officials of other Government agencies when it
becomes necessary to inform them of information available to the USIA
Office of Security.
Also see Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records kept in file folders.
RETRIEVABILITY:
By name of individual to whom record pertains, and number assigned
(chronologically) to each file. Names are filed alphabetically in card
index, and index cards provide file numbers.
SAFEGUARDS:
1. Authorized Users: Employees of the Records Management Unit, and
all other employees of M/S, with the exception of Guard Staff.
2. Physical safeguards: Files are maintained in a secure which
during duty hours is staffed by Records Unit personnel. Room is locked
and alarmed during non-duty hours. Files in possession of other
authorized users are kept in approved safe or locked cabinets when not
in use and during non-duty hours. Entire building is secured during
non-duty hours, and security guards patrol.
3. Procedural (or technical) safeguards: Records management Unit
personnel furnish files to other authorized users in exchange for
properly executed ``Chargeout Record'' form. Records Management Unit is
provided properly executed ``Recharge'' form if file is passed from one
authorized user to another. All personnel having routine access to
records have top secret security clearances.
4. Citation of Implementing Guidelines: Volume 12, Foreign Affairs
Manual, Chapter 500, Executive Order 12958, and the Privacy Act of 1974
(5 U.S.C. 552a). Top secret records are maintained separately in
accordance with provisions of 12 FAM 500.
RETENTION AND DISPOSAL:
Files pertaining to employees, contractors, and others whose
relationship with USIA required a
[[Page 10658]]
security clearance or certification may be transferred to Washington
National Records Center after individual leaves Agency. Records may be
destroyed upon notification of death or not later than five years after
separation or transfer of employee or termination of contract,
whichever is applicable. Files pertaining to unsuccessful applicants
may be transferred to Washington National Records Center 120 days after
non-selection, and destroyed ten years after date of last action; index
and cross-index cards may be destroyed as files are destroyed. All
destruction under appropriate security controls.
SYSTEM MANAGERS AND ADDRESS:
Director, Office of Security, USIA, 301 4th Street., SW,
Washington, DC 20547.
NOTIFICATION PROCEDURES:
Director, Office of Security, USIA, 301 4th Street, SW.,
Washington, DC 20547. Provide full name, name(s) used while affiliated
with or an applicant to USIA, and date and place of birth.
RECORD ACCESS PROCEDURE:
Persons requesting access should furnish full name, including
name(s) while affiliated with or when applicant was with USIA, date and
place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit, USIA,
301 4th Street, SW., Washington, DC 20547. To request another
individual's file, the requester must have a notarized signed statement
from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505. The right to contest records is limited to information which
is incomplete, irrelevant incorrect or untimely.
RECORD SOURCE CATEGORIES:
Biographic and personal history information furnished voluntarily
by the subject individual on application and security forms; the
subject individual during personal interviews; reports of investigation
conducted by M/S; reports of investigation conducted by the Office of
Personnel Management, Department of State, Federal Bureau of
Investigation and other Government agencies; other Federal agencies,
state and local law enforcement agencies, credit bureaus, current and
former employers, supervisors, co-workers, schools, teachers, rental
and real estate agencies, landlords, neighbors, references and other
acquaintances; records of professional organizations, baptismal records
and medical records; counterintelligence reports relating to USIA
interests which are furnished by other Federal agencies; various public
records and indices such as those produced by committees of Congress;
other elements of USIA; employees of USIA, employees of other
Government agencies, nongovernment entities, and members of the public
at large who occasionally furnish information to M/S in the interests
of national security or the integrity of the Federal service;
photographs from Security Identification Card File (USIA-39).
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Records in this system of the types described in 5 U.S.C.
552a(k)(1), (k)(2) and (k)(5) may be exempted from 5 U.S.C. 552a(c)(3),
(d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I) and/or (f). See 22 CFR
505.15.
USIA-39
SYSTEM NAME:
Security Identification Cards and Automated Access Control Files--
M/S.
SYSTEM LOCATION:
Office of Security, United States Information Agency (USIA), 301
4th Street, SW., Washington, DC 20547.
SECURITY CLASSIFICATION:
All records are unclassified.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current employees of USIA, some contractors, members of advisory
committees, student interns, and persons on detail from other
Government agencies. System also contains photographs of dependents of
some employees traveling overseas.
CATEGORIES OF RECORDS IN THE SYSTEM:
Identificaiton card and related information including full face
photograph, electronic signature, social security number, date of
birth, access code(s), citizenships code, department, position
sensitivity, security clearance, M/S file number (USIA-38), authorized
access in USIA buildings.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10450 dated April 27, 1953, as amended, and
Executive Order 12968 dated April 2, 1995, and Executive Order 12958 of
April 17, 1995.
PURPOSE(S):
Provide positive identification of employees, contractors and
others for entry into and movement within USIA premises.
Provide passport and visa photographs to employees and their
dependents for use during official travel.
Provide photographs for use by the Office of Public Liaison and
other USIA elements having official need for visual identification
records.
Provide photographs to employees for other official uses. Provide
automated records of access to select areas/facilities within USIA
buildings.
ROUTINE USES OF RECORDS MAINTAINED, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Employees may use identification cards to verify USIA employment
when seeking entry to other U.S. Government agencies with which they
have official business.
Disclosure may be made to other Government agencies having
statutory authority or other lawful authority to receive such
information.
Also see Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records and photographs are stored in/on paper envelopes if
identification card issued before June 1995. All other records and
photographs are stored in electronic form (magnetic disk).
RETRIEVABILITY:
Name, social security number, ID card number, and any combination
of search criteria formed from other related fields (see Categories of
Records in the System) which are met.
SAFEGUARDS:
1. Authorized users: Access is limited to employees of the Physical
Security Division and authorized investigative personnel.
2. Physical safeguards: Records and photographs are stored in
lockable steel cabinets located in rooms with limited access during
duty hours. During non-duty hours, the room is locked and alarmed.
3. Procedural (or Technical) Safeguards: Electronic records are
safeguarded from unauthorized disclosure/modification through use of
physical access controls and ID/password usage.
RETENTION AND DISPOSAL:
Records remain in system as long as person to whom they pertain is
employed by or affiliated with USIA, Records of former employees and
persons with past affiliations are placed in security files (USIA-37)
and retained and destroyed with those records and/or are retained in
their electronic format
[[Page 10659]]
for five years. All destruction is accomplished under appropriate
security controls.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Physical Security Division, Office of Security, USIA, 301
4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURES:
Chief, Physical Security Division, Office of Security, USIA, 301
4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Persons requesting access should furnish full name, date of birth,
present mailing address (including zip code), and telephone number to
the Chief, FOI/Privacy Act Unit, USIA, 301 4th Street, SW, Washington,
DC 20547. Documentary proof of identity may be required if there is
reason to question whether the requester is the subject of the record.
Subject of record may request an accounting of disclosures.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505. The right to contest records is limited to information which
is incomplete, irrevelant, incorrect or untimely.
RECORD SOURCE CATEGORIES:
Personnel Security and Integrity Records (USIA--38), photographs,
and access control readers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-40
SYSTEM NAME:
Locator Cards--M/TN.
SYSTEM LOCATION:
Office of Technology, Networks and System Support Division, United
States Information Agency (USIA), 301 4th Street, SW, Washington, DC
20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUAL COVERED BY THE SYSTEM:
Past and present domestic employees of USIA.
CATEGORIES OF RECORDS IN THE SYSTEM:
Locator card prepared for each domestic employee, containing the
name, social security number, office location, telephone number, home
address and telephone number of person to contact in case of emergency.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
USIA's Manual of Operations and Administration, part II 495.1.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To assist USIA elements and others in locating employees; basic
input source for telephone directory; also see Prefatory Statement of
General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Material maintained on index cards.
RETRIEVABILITY:
Filed alphabetically by name, sorted as active and inactive.
SAFEGUARDS:
Card maintained in index card boxes which are locked in bar-lock
cabinets after working hours.
RETENTION AND DISPOSAL:
Cards retained for one year after departure of employee and
disposed of by shredding.
SYSTEM MANAGERS AND ADDRESS:
Chief, Operations Branch, USIA, 301 4th Street, SW, Washington, DC
20547
RECORD ACCESS PROCEDURE:
Persons requesting access should furnish full name, including
names(s) while affiliated with or when applicant was with USIA, date
and place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit, USIA,
301 4th Street, SW, Washington, DC 20547. To request another
individual's file, the requester must have a notarized signed statement
from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 322 CFR
part 505.
RECORD SOURCE CATEGORIES:
The individual on whom information is maintained.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-34
SYSTEM NAME:
Office of Civil Rights Complaint Files--OCR.
SYSTEM LOCATION:
Office of Civil Rights, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any grieved employee with USIA who believes she or he has been
discriminated against because of race, color, religion, sex, national
original, age, and/or handicap, or retaliated against for having filed
a previous compliant of discrimination, and who has consulted with an
Office of Civil Rights Counselor of the Agency or a member of the OCR
staff about the matter.
AUTHORITY FOR MAINTENANCE IN THE SYSTEM:
42 U.S.C. 2000e-16; 29 U.S.C. 633a; 29 U.S.C. 206(d).
PURPOSE(S):
To record actions taken, with verifying statements, regarding
employees' and employment applicants' complaints of discrimination.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USERS:
Principal users of this information outside the Agency are the
Department of Justice and the Merit Systems Protection Board. The
information may also be released to other government agencies having
statutory or other lawful authority to maintain such information.
Information is made available on a need-to-know basis to personnel
of the Agency as may be required in the performance of their official
duties. Also see Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Partially automated system. Most information is stored in paper
folders; however, some is also maintained on computer disks.
SAFEGUARDS:
Access is limited to OCR staff and contract EEO investigators.
Records are stored in cabinets with bar locks. Files are not removed
from the OCR office; however, copies are provided to
[[Page 10660]]
complainant and/or complainant representative, and may be provided to
authorized government agencies. Computer-stored data is accessed by use
of password known only to OCR officials. Maintained as per USIA MOA, V-
A (Domestic), Sections 560-565.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Civil Rights, USIA, 301 4th Street, SW,
Washington, DC 20547.
NOTIFICATION PROCEDURES:
Director, Office of Civil Rights, USIA, 301 4th Street, SW,
Washington, DC 20547.
The individual must furnish name, status (current or former
employee, applicant, etc.), reason for inquiry, address and telephone
number, and social security number.
RECORD ACCESS PROCEDURE:
Persons requesting access should furnish full name, including
name(s) while affiliated with or when applicant was with USIA, date and
place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit, USIA,
301 4th Street, SW, Washington, DC 20547. To request individual's file,
the requester must have a notarized signed statement from the
individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Personal interviews, affidavits, USIA Personnel and Employment
Records and Procedures. Transcript of Hearings, and related
correspondence.
EXEMPTION CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-42
SYSTEM NAME:
Office of Civil Rights General Files--OCR.
SYSTEM LOCATION:
Office of Civil Rights, United States Information Agency (USIA),
301 4th Street, SW., Washington, DC 20547.
SECURITY CLASSIFICATION:
Some documents may be classified confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of the Agency, applicants for positions in the Agency,
organizations and institutes of higher education applying for grants
from the Agency, recruitment contacts, prominent individuals who may be
appropriate contacts for promotion panels, speakers, Amparts,
electronic media experts, and other individuals with whom the office is
in contact, such as contractors and consultants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Copies of applications, resumes, correspondence and bibliographical
information regarding the individuals covered by the system, including
memoranda to the files of employees covered by the system, who seek
career counseling. General administrative files, including those
dealing with travel, budget, training and personnel matters. Various
affirmative action plans, correspondence with Agency officials, and
others such as correspondence with other agencies and individuals
requesting information. Chron files and historical files outlining a
variety of actions taken by the office and others in the area of EEO
and Civil Rights. Computer generated lists of employees, and
statistical studies of various parts of the Agency. Medical records of
applicants and employees with disabling conditions and compliance
records containing information about the EEO status of Agency grantee
organizations and action taken on their applications.
AUTHORITY FOR MAINTENANCE IN THE SYSTEM:
29 CFR parts 1613 et seq.
PURPOSE(S):
To enable the office to carry out activities designed to recruit,
hire, train, promote, assign and otherwise provide equal employment
opportunity to employees of and applicants for employment in the USIA.
Compliance Review files containing information about grant applicant's
implementation of Titles VI, VII, and IX of the Civil Rights Act of
1964, as amended, the Rehabilitation Act of 1974, as amended, and the
Age Discrimination in Employment Act, as amended, enable the office to
monitor and implement Federal regulations as stipulated in these
statutes.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
See Standardized General Routine Uses (not including 12 through
18). Also this information is made available on a need-to-know basis to
Personnel Officers of the USIA as may be required in the performance of
their duties. It may also be provided to Congressional Committees,
individual Members of Congress, the White House, the Department of
Justice, the Office of Personnel Management, the Equal Employment
Opportunity Commission and to other government entities who have
statutory or other lawful authority to maintain such information.
Compliance Review information may also be released to grant applicants
on request. Also see Prefatory Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The system is partially automated. Some information is also
maintained on discs, and some in paper folders:
RETRIEVABILITY:
Records are retrieved by name and types of activities, i.e.,
affirmative action plans, travel, training, Amparts, etc.
SAFEGUARDS:
1. Authorized users include OCR staff members and contract EEO
investigators who are authorized to have access to the system of
records in the performance of their duties.
2. Physical safeguards include bar-locked safes, back-up discs,
fire extinguisher within twenty feet, security guard patrol (off-duty
hours).
3. Procedural safeguards include separate maintenance of tables
linking codes, data encryption, security software providing restricted
commands programs, employee training, procedures for recording and
reporting security violations, computer log-on codes. Contract
investigator has security clearance and is supervised by an OCR staff
member.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Civil Rights, USIA 301 4th Street, SW.,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Director, Office of Civil Rights, USIA, 301 4th Street, SW.,
Washington, DC 20547.
The individual must furnish name, status (current or former
employee, applicant, etc.), reason for inquiry, address and telephone
number, and social security number.
RECORD ACCESS PROCEDURE:
Persons requesting access should furnish full name, including
name(s) while affiliated with or when applicant was with USIA, date and
place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit, USIA,
301 4th Street, SW., Washington,
[[Page 10661]]
DC 20547. To request another individual's file, the requester must have
a notarized signed statement from the individual to whom the file
pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Correspondence, memos of conversation, Agency records of personnel
actions, published biographical sources.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-43
SYSTEM NAME:
Minority Group Data--OCR.
SYSTEM LOCATION:
Office of Civil Rights, United States Information Agency (USIA),
301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All employees of USIA and some applicants for employment in USIA.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records are categorized by name, race, sex, national origin, age,
grade or wage level, handicap or lack thereof and may contain medical
records.
AUTHORITY FOR MAINTENANCE IN THE SYSTEM:
29 CFR 1613.301, 29 CFR 1613.302.
PURPOSE(S):
To compile statistical records of women, minorities, and
individuals with disabling conditions who are considered for
employment, hired, promoted, assigned, training, awarded, disciplined,
and/or separated or who resign from USIA. To measure EEO progress and
to identify problems.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties, in implementing affirmative action plans and in processing
complaints of discrimination. Information is not normally available to
individuals or agencies outside the USIA, but records may be released
to other government agencies having a statutory or other lawful
authority to maintain such information. The principal users of this
information outside of USIA are the Equal Employment Opportunity
Commission, the Office of Personnel Management, the Department of
Justice, the Department of State, and the Congress. Also see Prefatory
Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records and computer disks.
RETRIEVABILITY:
By name, race, sex, age, handicap, national origin, agency
location, date of entry or separation, date of last promotion, grade or
wage level.
SAFEGUARDS:
1. Authorized users are members of the OCR staff and certain
authorized members of the Office of Personnel, Policy and Services
Staff.
2. Physical safeguards include bar-locked safes, back-up discs,
fire extinguisher within twenty feet, security guard patrol (off-duty
hours).
3. Procedural safeguards include separate maintenance of tables
linking codes, data encryption, security software providing restricted
commands programs, employee training, procedures for recording and
reporting security violations. Contractors are supervised by employees
with security clearances.
4. The source of security standards is 29 CFR 1613.301 et seq.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Civil Rights, USIA, 301 4th Street, SE,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Director, Office of Civil Rights, USIA, 301 4th Street, SW,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Persons requesting access should furnish full name, including
name(s) while affiliated with or when applicant was with USIA, date and
place of birth, present mailing address including zip code, and
telephone number (optional) to the Chief, FOIA/Privacy Act Unit, USIA,
301 4th Street, SW, Washington, DC 20547. To request another
individual's file, the requester must have a notarized signed statement
from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
From the employee or applicant concerned, USIA personnel data,
visual inspection of the employee or applicant.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-44
SYSTEM NAME:
Senior Officer and Prominent Employee Information--PL/USIA.
SYSTEM LOCATION:
Office of Public Liaison (PL), United States Information Agency
(USIA), 301 4th Street, SW., Washington, DC 20547.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Leaders of the USIA and other prominent employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Photographs, biographic data sheets and press releases.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
For responding to press inquiries and in the preparation of Agency
press releases concerning leaders of the USIA and prominent employees.
Also see Prefatory Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records and photographs in file folders.
RETRIEVABILITY:
By name of the individual employee.
SAFEGUARDS:
Maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Records are disposed of in accordance with Federal Records
Management procedures.
[[Page 10662]]
SYSTEM MANAGERS AND ADDRESS:
Director, Office of Public Liaison (PL), USIA, 301 4th Street, SW.,
Washington, DC 20547.
NOTIFICATION PROCEDURE:
Director, Office of Public Liaison (PL), USIA, 301 4th Street, SW.,
Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
The Department of State Biographic Register, ``Who's Who;'' from
the individual concerned; and from press releases concerning the
individual.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-45
SYSTEM NAME:
Office of Research--R.
SYSTEM LOCATION:
Office of Research, United States Information Agency (USIA), 301
4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
None. However a portion of the records are classified at the level
of Confidential and Secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Job applicants, prospective contractors or vendors, and any other
individuals from whom services (compensated or not) may be formally
solicited by the Office of Research.
CATEGORIES OF RECORDS IN THE SYSTEM:
Resumes, employment inquiries, and related correspondence, and
records on the security clearance status of prospective vendors.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Record Act of 1950, as amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To review qualifications of candidates for employment, to comply
with security regulations in procurement actions or when soliciting
services from outsiders. Also see Prefatory Statement of General
Routine Uses.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
Indexed alphabetically by individual name.
SAFEGUARDS:
Maintained in bar-locked file cabinets or combination lock safes.
RETENTION AND DISPOSAL:
Records on security clearance status of contractors and vendors are
maintained indefinitely; employee applications and inquiries are
retained for two years or as long as there is an interest or prospect
of employment of the individual with disposal in accordance with
internal disposal requirements.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Research, USIA, 301 4th Street, SW, Washington,
DC 20547.
NOTIFICATION PROCEDURE:
Director, Office of Research, USIA, 301 4th Street, SW, Washington,
DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
From the individuals concerned and from USIA's Office of Security.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-46
SYSTEM NAME:
Americans Residing in Foreign Countries--USIA.
SYSTEM LOCATION:
The United States Information Agency (USIA) maintains
establishments overseas in 147 foreign countries which are designated
as mission posts, branch posts, regional service centers, VOA relay
stations and media extensions. A current listing of names and addresses
of overseas establishments is not considered practical for Privacy Act
purposes due to the fact that such a list would require frequent
amendment. Changing of office locations, opening of new offices,
closing of established offices and realignment of geographic areas have
become practical realities in conducing the Agency's mission overseas.
Individuals who feel that records pertaining to themselves are
maintained at any of our overseas locations may contact the Director,
USIA, 301 4th Street, SW, Washington, DC 20547. The Agency maintains a
current listing of overseas posts, which is available to the public as
indicated in 22 CFR ch. V, Sec. 504.2.
SECURITY CLASSIFICATION:
None.
CATEGORIES AND INDIVIDUALS COVERED BY THE SYSTEM:
American citizens and aliens admitted for permanent U.S. residence
who are residing overseas, i.e., journalists, businessmen, scholars,
artists, representatives of other U.S. government agencies,
missionaries.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name and addresses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Pub. L. 80-402, Information and Educational Exchange Act of 1948,
as amended; Federal Records Act 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Distribution of printed matter; invitation lists of official social
functions and programs; selection of candidates for temporary
employment, as needed; location of specialists to arrange, conduct,
appear in or appraise Agency programs organized overseas; press
briefings for American journalists residing in foreign countries;
appraisal for American specialists whose services are utilized in
Agency programming overseas.
Also see Prefatory Statement of General Routine Uses.
[[Page 10663]]
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Addressograph plates or paper records in file folders.
RETRIEVABILITY:
By name of the individual.
SAFEGUARDS:
Records are kept in locked file cabinets or in locked rooms when
not is use.
RETENTION AND DISPOSAL:
Records are updated regularly and plates or paper files no longer
useful or current are destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
See ``System Location'' above.
NOTIFICATION PROCEDURE:
Director, USIA, 301 4th Street, SW, Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Information obtained from the individuals concerned.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
USIA-47
SYSTEM NAME:
Overseas Personnel Files and Records--USIA.
SYSTEM LOCATION:
The United States Information Agency (USIA) maintains
establishments overseas in 147 foreign countries which are designated
as mission posts, branch posts, regional service centers, VOA relay
stations and media extensions. A current listing of names and addresses
of overseas establishments is not considered practical for Privacy Act
purposes due to the fact that such a list would require frequent
amendment. Changing of office locations, opening of new offices,
closing of established offices and realignment of geographic areas have
become practical realities in conducting the Agency's mission overseas.
Individuals who feel that records pertaining to themselves are
maintained at nay of our overseas locations may contact the Freedom of
Information Unit (GC/FOI) of the United States Information Agency
(USIA), 301 4th Street, SW, Washington, DC 20547.
SECURITY CLASSIFICATION:
Some of the records are classified at the level of Confidential and
Secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Foreign Service employees of the U.S. Information Agency who are
serving or have served at any of the Agency's overseas establishments.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personnel evaluation reports, travel orders, personnel action
forms, payroll change forms, residency and dependency reports,
correspondence related to transfer of duty station or training
assignments.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Foreign Service Act of 1980.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Maintained for convenience due to separation from main office; for
use by senior USIA officers at overseas establishments in evaluating
the performance of subordinate officers; for planning future staffing
requirements, dates of reassignment of officers, entitlement to foreign
service allowances, home address and next of kin in the United States
in case of emergency, settlement of personal business after departure
of employee from the overseas establishment. Also see Prefatory
Statement of General Routine Uses.
Information is made available on a need-to-know basis to personnel
of the USIA as may be required in the performance of their official
duties.
Information in these records is not normally available to
individuals or agencies outside the USIA but records may be released to
other government agencies who have statutory or other lawful authority
to maintain such information.
The principal user of this information outside the USIA is the
Department of State.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders.
RETRIEVABILITY:
Alphabetically by name of individual.
SAFEGUARDS:
Maintained in locked file cabinets.
RETENTION AND DISPOSAL:
Some information is kept as long as an employee remains with USIA,
while other information is destroyed three years after employee's
departure from post. (Reference USIA's Manual of Operations and
Administration, Part III, Exhibit 630-A-3, page 3.)
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Foreign Service Personnel Division, Office of Human
Resources, USIA, 301 4th Street, SW, Washington, DC 20547.
NOTIFICATION PROCEDURE:
Chief, Foreign Service Personnel Division, Office of Human
Resources, USIA, 301 4th Street, SW., Washington, DC 20547.
RECORD ACCESS PROCEDURE:
Requests from individuals should be addressed to: Chief, FOIA/
Privacy Act Unit, USIA, 301 4th Street, SW., Washington, DC 20547. To
request another individual's file, the requester must have a notarized
signed statement from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The Agency's rules fro access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
part 505.
RECORD SOURCE CATEGORIES:
Documents contained in these records include both materials
generated by the Agency's Foreign Service Personnel Division and by
other elements of the U.S. Information Agency or, in some instances, by
the Department of State.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
Appendix I--Prefatory Statement of General Routine Uses
The following routine uses apply to and are incorporated by
reference into each system of records set forth above.
[[Page 10664]]
1. In the event that a system of records maintained by the Agency
to carry out its function indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program pursuant thereto, the
relevant records in the system of records may be referred, as a routine
use, to the appropriate agency, whether federal, state, local or
foreign, charged with the responsibility of investigating or
prosecuting such violation or charged with enforcing or implementing
the statute, or rule, regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed, as a
routine use, to a Federal, state, or local agency maintaining civil,
criminal or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an Agency decision concerning the hiring or
retention of an employee, the issuance of a security clearance, the
letting of a contract, or the issuance of a license, grant or other
benefit.
3. A record from this system of records may be disclosed, as a
routine use, to a Federal agency, in response to its request, in
connection with the hiring or retention of an employee, the issuance of
a security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license, grant or other
benefit by the requesting agency, to the extent that the information is
relevant and necessary to the requesting agency's decision on the
matter.
4. A record from this system of records may be disclosed, as a
routine use, in the course of presenting evidence to a court,
magistrate or administrative tribunal, including disclosure to opposing
counsel in the course of settlement negotiations.
5. A record in this system of records which contains medical
information may be disclosed, as a routine use, to the medical advisor
of any individual submitting a request for access to the record under
the Act and 22 CFR part 505 if, in the sole judgment of the Agency,
disclosure could have an adverse effect upon the individual, under the
provisions of 5 U.S.C. 552a(f)(3) and implementing regulations at 22
CFR 505.6.
6. The information contained in this system of records will be
disclosed to the Office of Management and Budget in connection with the
review of private relief legislation as set forth in OMB Circular No.
A-19 at any stage of the legislative coordination and clearance process
as set forth in that Circular.
7. A record from this system of records may be disclosed to an
authorized appeal grievance examiner; a formal complaints examiner; an
equal employment opportunity investigator; an arbitrator or other duly
authorized official engaged in investigation or settlement of a
grievance, complaint or appeal filed by an employee. A record from this
system of records may be disclosed to the Office of Personnel
Management in accordance with the Agency's responsibility for
evaluation and oversight of Federal personnel management.
8. A record from this system of records may be disclosed to
authorized employees of a Federal agency for purposes of audit.
9. Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
10. A record from this system of records may be disclosed, as a
routine use, to the Department of State and its posts abroad for the
purpose of transmission of information between organizational units of
the Agency, or for purposes related to the responsibilities of the
Department of State in conducting foreign policy or protecting United
States citizens, such as the assignment of employees to positions
abroad, the reporting of accidents abroad, evacuation of employees and
dependents, and other purposes for which officers and employees of the
Department of State have a need for the records in the performance of
their official duties.
11. A record in this system of records may be disclosed, as a
routine use, to a foreign government or international agency when
necessary to facilitate the conduct of U.S. relations with that
government or agency through the issuance of such documents as visas,
country clearances, identification cards, drivers' licenses, diplomatic
lists, licenses to import or export personal effects, and other
official documents and permits routinely required in connection with
the official service or travel abroad of the individual and her or his
dependents.
12. A record in this system of records may be disclosed, as a
routine use, to Federal agencies with which the Agency has entered into
an agreement to provide services to assist the Agency in carrying out
its functions under the Foreign Assistance Act of 1961, as amended.
Such disclosures would be for transmitting information between
organizational units of the Agency, for providing to the original
employing agency information concerning the services of its employee
while under the supervision of the Agency, including performance
evaluations, reports of conduct, awards and commendations and
information normally obtained in the course of personnel administration
and employee supervision, or for providing other information directly
related to the purpose of the inter-agency agreement as set forth
therein, and necessary and relevant to its implementation.
13. A record in this system of records may be disclosed, as a
routine use, to the Department of Justice to determine whether
disclosure thereof is required by the Freedom of Information Act (5
U.S.C. 552).
14. A record in this system of records may be disclosed, as a
routine use, when the information is subject to exemption under the
Freedom of Information Act (5 U.S.C. 552), but the Agency, in its
discretion, determines not to assert the exemption.
15. A record from this system of records may be disclosed, as a
routine use, only to state and local taxing authorities with which the
Secretary of the Treasury has entered into agreements and only to those
state and local taxing authorities for which the employee is subject to
tax (whether or not tax is withheld).
Signed at Washington, DC, this 26th day of February 1997.
Les Jin,
General Counsel, United States Information Agency.
[FR Doc. 97-5287 Filed 3-6-97; 8:45 am]
BILLING CODE 8230-01-M