Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30139 

Department may disclose records to 

OMB as necessary to fulfill CRA 

requirements. 

DISCLOSURE TO CONSUMER REPORTING 

AGENCIES: 

Not applicable to this system of 

records. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records are maintained in hard copy. 

Summary data of records are also 

maintained in a computerized tracking 

system. 

RETRIEVABILITY: 

IDR Center records are indexed by 

docket number. 

SAFEGUARDS: 

Access to and use of these records are 

limited to those persons with a ‘‘needto-know’’ and whose official duties 

require such access. Personnel screening 

is employed to prevent unauthorized 

disclosure. Computers are password 

protected for individuals with access. 

All data bases are designed with 

stringent security measures to control 

individual users’ ability to access and 

alter records within the system. 

RETENTION AND DISPOSAL: 

The IDR Center records are retained 

for 4 years after resolution of the case, 

as set forth in the General Records 

Schedule 1, Civilian Personnel Records, 

Item 25(a), 30(a). 

SYSTEM MANAGER(S) AND ADDRESS: 

Director, Informal Dispute Resolution 

Center, U.S. Department of Education, 

400 Maryland Avenue, SW., Suite 2100 

A, L’Enfant Plaza, Washington, DC 

20202. 

NOTIFICATION PROCEDURE: 

If you wish to determine whether a 

record exists regarding you in the 

system of records, contact the system 

manager. Your request must meet the 

requirements of the Act regulations at 

34 CFR 5b.5, including proof of identity. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to records 

regarding you in this system of records, 

contact the system manager at the 

address listed above and follow the 

steps outlined in the Notification 

Procedure. Your request must meet the 

requirements of the regulations at 34 

CFR 5b.5, including proof of identity. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record in this system of records, 

contact the system manager at the 

address listed above. Your request must 

meet the requirements of the regulations 

at 34 CFR 5b.7, including proof of 

identity. 

RECORD SOURCE CATEGORIES: 

Information in this system of records 

is supplied from the following sources: 

Directly by the individual filing the 

grievance, from information supplied by 

the individual, by testimony of 

witnesses, employee representatives 

and/or Department employees/officials. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18–06–01 

SYSTEM NAME: 

Federal Advisory Committee 

Membership Files. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Committee Management, Office of 

Intergovernmental and Interagency 

Affairs, U.S. Department of Education, 

400 Maryland Avenue, SW., Room 

5E330, Washington, DC 20202–3571. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

Individuals who have been or are 

presently members of or are being 

considered for membership on advisory 

committees or other committees within 

the jurisdiction of the Department of 

Education. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Records in this system consists of one 

or more of the following: Name, title, 

sex, place and date of birth, home 

address, business address, 

organizational affiliation, phone 

numbers, fax numbers, e-mail addresses, 

degrees held, general educational 

background, ethnic background, resume, 

curriculum vitae, dates of term on 

advisory committee, status on advisory 

committee, reason for leaving advisory 

committee, previous or current 

membership on other advisory 

committee, special qualifications of the 

individual for the advisory committee or 

other membership, source who 

recommended the individual for 

membership on advisory and 

miscellaneous correspondence. 

Additionally, memoranda justifying the 

individual’s selection are included in 

the file in cases in which the individual 

has served repetitively on advisory 

committees, has not had a one-year 

break in service on advisory, or where 

various statutory or other requirements 

for advisory committee membership 

cannot be met. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Federal Advisory Committee Act, as 

amended, (U.S.C.A. Appendix 2). 

PURPOSE(S): 

The information in this system is used 

to evaluate and select individuals for 

membership on advisory committees or 

other committees within the jurisdiction 

of the Department. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSES OF SUCH USES: 

The Department of Education 

(Department) may disclose information 

contained in a record in this system of 

records under the routine uses listed in 

this system of records without the 

consent of the individual if the 

disclosure is compatible with the 

purposes for which the record was 

collected. These disclosures may be 

made on a case-by-case basis or, if the 

Department has complied with the 

computer matching requirements of the 

Act, under a computer matching 

agreement. 

(1) Reporting Disclosures. The 

Department may disclose a record to the 

President, the Office of Management 

and Budget, the General Services 

Administration or to the General 

Accounting Office in order to complete 

its reporting requirements under 41 CFR 

part 101–6. 

(2) Litigation and Alternative Dispute 

Resolution (ADR) Disclosures. 

(a) Introduction. In the event that one 

of the parties listed below is involved in 

litigation or ADR, or has an interest in 

litigation ADR, the Department may 

disclose certain records to the parties 

described in paragraphs (b), (c) and (d) 

of this routine use under the conditions 

specified in those paragraphs: 

(i) The Department of Education, or 

any component of the Department; or 

(ii) Any Department employee in his 

or her official capacity; or 

(iii) Any Department employee in his 

or her individual capacity if the 

Department of Justice (DOJ) has agreed 

to provide or arrange for representation 

for the employee; 

(iv) Any Department employee in his 

or her individual capacity where the 

agency has agreed to represent the 

employee; or 

(v) The United States where the 

Department determines that the 

litigation is likely to affect the 

Department or any of its components. 

(b) Disclosure to the DOJ. If the 

Department determines that disclosure 

of certain records to the DOJ is relevant 
30140 Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 

and necessary to litigation or ADR, the 

Department may disclose those records 

as a routine use to the DOJ. 

(c) Administrative Disclosures. If the 

Department determines that disclosure 

of certain records to an adjudicative 

body before which the Department is 

authorized to appear, an individual or 

entity designated by the Department or 

otherwise empowered to resolve or 

mediate disputes is relevant and 

necessary to the administrative 

litigation, the Department may disclose 

those records as a routine use to the 

adjudicative body, individual, or entity. 

(d) Parties, counsels, representatives 

and witnesses. If the Department 

determines that disclosure of certain 

records to a party, counsel, 

representative or witness in an 

administrative proceeding is relevant 

and necessary to the litigation, the 

Department may disclose those records 

as a routine use to the party, counsel, 

representative or witness. 

(3) Congressional Member Disclosure. 

The Department may disclose records to 

a member of Congress from the record 

of an individual in response to an 

inquiry from the member made at the 

written request of that individual. The 

Member’s right to the information is no 

greater than the right of the individual 

who requested it. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records are maintained in hard-copy 

filed in file cabinets and/or index cards. 

RETRIEVABILITY: 

For the most part records are 

maintained in an alphabetical index by 

name of the committees. Records from 

the system are available to the staffs of 

the respective Advisory Committees and 

other Department staff on a ‘‘need-toknow’’ basis. Uses include special 

administrative reports; quarterly 

alphabetical listings of past, present and 

recommended members of Advisory 

Committees; and other administrative 

needs. 

SAFEGUARDS: 

Direct access to records is restricted to 

authorized personnel through locked 

files, rooms, and buildings, as well as 

building pass and security guard sign-in 

systems. 

RETENTION AND DISPOSAL: 

Retention is variable from one year to 

permanent retention depending upon 

the type of record, e.g., names of former 

members of advisory committees are 

retained permanently. Certain records 

are disposed of by referral to the Federal 

Records Center. Others are disposed of 

as trash by the system manager or office 

of security depending upon the 

confidentiality of the information 

contained on the record. 

SYSTEM MANAGER(S) AND ADDRESS: 

Committee Management Officer, 

Office of Intergovernmental and 

Interagency Affairs, U.S. Department of 

Education, 400 Maryland Avenue, SW., 

Room 5E330, Washington, DC 20202– 

3571. 

NOTIFICATION PROCEDURE: 

Same as above. 

RECORD ACCESS PROCEDURES: 

Same as notification procedures. 

Requestors should also reasonable 

specify the record contents, being 

sought. These access procedures are in 

accordance with Department 

Regulations (34 CFR 5b.5(a)(2)). 

CONTESTING RECORD PROCEDURES: 

Contact the official at the address 

specified under notification procedures, 

and reasonably identify the record and 

specify the information to be contested. 

(These procedures are in accordance 

with Department Regulations (34 CFR 

5b.7. 

RECORD SOURCE CATEGORIES: 

The vast majority of information 

contained in records on individuals is 

obtained directly from the individual. 

Other information in the form of 

references and recommendations is 

obtained from other private individuals, 

program personnel, biographical 

reference books, private organizations, 

former employees, regional office of the 

Department, Members of Congress, and 

other government sources. 

Additionally the system of records 

contains information about members of 

the public who have requested that they 

receive various publications through the 

inclusion of their names and addresses 

on various mailing lists. 

Information maintained on those 

individuals who have requested 

participation on mailing lists is limited 

to name and mailing address, 

information maintained on individuals 

who are past, present, or recommended 

18–06–02 

SYSTEM NAME: 

Telephone Directory/Locator System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Information Resource Center, 

Intergovernmental and Interagency 

Affairs, U.S. Department of Education, 

Room 5E233, 400 Maryland Avenue, 

SW., Washington, DC 20202-0498. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

This system contains records on 

current employees of the Department, 

vendors or other Federal employees 

located in Department operating offices 

and facility complexes. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system contains records such as 

first and last names, titles, agency office 

addresses, program and principal office 

agency mailing addresses, telephone 

numbers, fax numbers, e-mail addresses, 

and standard administrative codes for 

departmental employees and other 

individuals with access rights to the 

Department’s Intranet. Names, phone 

numbers, principal and program offices, 

office addresses (building name, 

address, room number, region), and email addresses are available via the 

Department’s website. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 301, 40 U.S.C. 486(c). 

PURPOSE(S): 

Records are used to develop and 

maintain current employee locator and 

directory listings. The locator listings 

are used by the Department information 

centers, employees, mail rooms, and 

others specifically for the purpose of 

locating employees and for routing mail. 

The directory listings are used to 

produce departmental telephone 

directories on an as needed basis. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSES OF SUCH USES: 

The Department of Education 

(Department) may disclose information 

contained in a record in this system of 

records under the routine uses listed in 

this system of records without the 

consent of the individual if the 

disclosure is compatible with the 

purposes for which the record was 

collected. These disclosures may be 

made on a case-by-case basis or, if the 

Department has complied with the 

computer matching requirements of the 

Act, under a computer matching 

agreement. 

(1) Litigation and Alternative Dispute 

Resolution (ADR) Disclosures. 

(a) Introduction. In the event that one 

of the parties listed below is involved in 

litigation or ADR, or has an interest in 

litigation ADR, the Department may 

disclose certain records to the parties 

described in paragraphs (b), (c) and (d) 

of this routine use under the conditions 

specified in those paragraphs: