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: 
Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30141 

(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 

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. 

(2) 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. 

DISCLOSURE TO CONSUMER REPORTING 

AGENCIES: 

Disclosures pursuant to 5 U.S.C. 

552a(b)(12): The Department may 

disclose to a consumer reporting agency 

information regarding a claim by the 

Department which is determined to be 

valid and overdue as follows: (1) The 

name, address, taxpayer identification 

number and other information necessary 

to establish the identity of the 

individual responsible for the claim; (2) 

the amount, status, and history of the 

claim; and (3) the program under which 

the claim arose. The Department may 

disclose the information specified in 

this paragraph under 5 U.S.C. 

552a(b)(12) and the procedures 

contained in subsection 31 U.S.C. 

3711(e). A consumer reporting agency to 

which these disclosures may be made is 

defined at 31 U.S.C. 3701(a)(3). 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records are stored on hard drives, 

computer printouts, and in hard copy. 

RETRIEVABILITY: 

Records are retrievable by first and 

last name, principal office name, 

telephone number, and a keyword 

search field. 

SAFEGUARDS: 

Only authorized personnel have 

access to master lists and the ability to 

make permanent changes. 

RETENTION AND DISPOSAL: 

Data is edited by each employee 

online in real time. Therefore data can 

change or be deleted each day. Once the 

employee leaves the Department, all 

data is deleted from the database as the 

database only houses the most current 

Departmental employee location data. 

SYSTEM MANAGER(S) AND ADDRESS: 

Locator Administrator(s), Information 

Resource Center, Intergovernmental and 

Interagency Affairs, U.S. Department of 

Education, Room 5E233, 400 Maryland 

Avenue, SW., Washington, DC 20202– 

0498. 

NOTIFICATION PROCEDURE: 

If you wish to determine whether a 

record regarding you exists in this 

system, contact the system manager at 

the address provided above. Your 

request must meet the requirements of 

the regulations at 34 5b.5, including 

proof of identity. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to records 

regarding you in this system, contact the 

system manager. 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 regarding you, contact the 

system managers. Your request must 

meet the requirements of the regulations 

at 34 CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

Information in this system is obtained 

from individual employee, the 

Information Resource Center and the 

Chief Information Office. 

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18–07–01 

SYSTEM NAME: 

Congressional Members’ Biographies 

System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Legislative Affairs Office, Office of the 

Assistant Secretary for Legislation and 

Congressional Affairs, U.S. Department 

of Education, 400 Maryland Avenue, 

SW., Room 7E301, Washington, DC 

20202. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

This system contains records about all 

members of Congress. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system contains biographical 

files on congressional members 

consisting of the Member’s name, title, 

state and district he or she represents, 

date of appointment to Congress, date of 

birth, place of birth, educational 

background, previous employment 

including political offices, House or 

Senate committee assignments, political 

support scores, how he or she voted on 

key education legislation, brief personal 

background and education interests 

pertaining to the Department of 

Education, names of universities and 

colleges located in each House 

member’s district, and a brief 

description of the district or state in 

which the Member of Congress 

represents. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

20 U.S.C. 3412(e). 

PURPOSE(S): 

The information in this system is used 

by the Secretary of Education and any 

departmental staff who need 

background information of a Member of 

Congress while preparing for hearings 

and meetings. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSE OF SUCH USES: 

The 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 

purpose for which the record was