[Federal Register Volume 86, Number 28 (Friday, February 12, 2021)]
[Notices]
[Pages 9391-9402]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-02879]


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NATIONAL ENDOWMENT FOR THE ARTS


Privacy Act of 1974: Republication of Notice of Systems of 
Records

AGENCY: National Endowment for the Arts.

ACTION: Notice of republication of systems of records, proposed systems 
of records, and new routine uses.

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SUMMARY: The National Endowment for the Arts (Endowment) is publishing 
a notice of its systems of records with descriptions of the systems and 
the ways in which they are maintained, as required by the Privacy Act 
of 1974. This notice reflects administrative changes that have been 
made at the Endowment since the last publication of a notice of its 
systems of records. This notice also will enable individuals who wish 
to access information maintained in Endowment systems to make accurate 
and specific requests for such information.

DATES: In accordance with 5 U.S.C. 552a(r), on June 19, 2008, the 
National Endowment for the Arts filed a report as to the changes 
proposed in this notice with the Committee on Oversight and Government 
Reform of the House of Representatives; the Senate Committee on 
Homeland Security and Governmental Affairs; and the Administrator, 
Office of Information and Regulatory Affairs, Office of Management and 
Budget (OMB). The deadline to submit comments on the Endowment's 
proposed changes will be 30 days from the date the report is submitted 
to Congress and the OMB.

ADDRESSES: Deputy Chairman for Management & Budget; National Endowment 
for the Arts; 400 7th Street SW, Washington, DC 20506; telefax at (202) 
682-5798 or by electronic mail at <a href="/cdn-cgi/l/email-protection#9afff3f6ffe8e9fbdafbe8eee9b4fdf5ec"><span class="__cf_email__" data-cfemail="294c40454c5b5a4869485b5d5a074e465f">[email protected]</span></a>.

FOR FURTHER INFORMATION CONTACT: Ann Eilers, Deputy Chairman for 
Management & Budget, (202) 682-5534.

SUPPLEMENTARY INFORMATION: In accordance with 5 U.S.C. 552a(e)(4), the 
Endowment is today republishing a notice of the existence and character 
of its systems of records in order to make available in one place in 
the Federal Register the most up-to-date information regarding these 
systems. This republication has become necessary to reflect 
administrative changes, such as agency move, agency restructuring and 
the increased use of electronic technology, that have been made at the 
Endowment since the last publication of a notice of its systems of 
records.

Statement of General Routine Uses

    The following general routine uses are incorporated by this 
reference into each system of records set forth herein, unless 
specifically limited in the system description.
    1. A record may be disclosed as a routine use to a Member of 
Congress or his or her staff, when the Member of Congress or his or her 
staff requests the information on behalf of and at the request of the 
individual who is the subject of the record.
    2. A record may be disclosed as a routine use to designated 
officers and employees of other agencies and departments of the Federal 
government having an interest in the subject individual for employment 
purposes (including the hiring or retention of any employee; the 
issuance of a security clearance; 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 involved.
    3. In the event that a record in a system of records maintained by 
the Endowment indicates, either by itself or in combination with other 
information in the Endowment's possession, a violation or potential 
violation of the law (whether civil, criminal, or regulatory in nature, 
and whether arising by statute or by regulation, rule, or order issued 
pursuant thereto), that record 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, rule, 
regulation, or order issued pursuant thereto. Such referral shall be 
deemed to authorize: (1) Any and all appropriate and necessary uses of 
such records in a court of law or before an administrative board or 
hearing; and (2) Such other interagency referrals as may be necessary 
to carry out the receiving agencies' assigned law enforcement duties.
    4. The names, Social Security numbers, home addresses, dates of 
birth, dates of hire, quarterly earnings, employer identifying 
information, and state of hire of employees may be disclosed as a 
routine use to the Office of Child Support Enforcement, Administration 
for Children and Families, Department of Health and Human Services, as 
follows:
    (a) For use in the Federal Parent Locator System (FPLS) and the 
Federal Tax Offset System for the purpose of locating individuals to 
establish paternity, establishing and modifying orders of child 
support, identifying sources of income, and for other child support 
enforcement actions as required by the Personal Responsibility and Work 
Opportunity Reconciliation Act of 1996 (Pub. L. 104-193);
    (b) For release to the Social Security Administration for the 
purpose of verifying Social Security numbers in connection with the 
operation of the FPLS; and
    (c) For release to the U.S. Department of the Treasury (Treasury) 
for the purpose of payroll, savings bonds, and other deductions; 
administering the Earned Income Tax Credit Program (Section 32, 
Internal Revenue Code of 1986); and verifying a claim with respect to 
employment on a tax return, as required by the Personal Responsibility 
and Work Opportunity Reconciliation Act of 1996 (Pub. L. 104-193).
    5. A record may be disclosed as a routine use in the course of 
presenting evidence to a court, magistrate, or administrative tribunal 
of appropriate jurisdiction, and such disclosure may include 
disclosures to opposing counsel in the course of settlement 
negotiations.
    6. Information from any system of records may be used as a data 
source for management information, for the production of summary 
descriptive statistics and analytical studies in support of the 
function for which the records are collected and maintained, or for 
related personnel management functions or manpower studies. Information 
may also be disclosed to respond to general requests for

[[Page 9392]]

statistical information (without personal identification of 
individuals) under the Freedom of Information Act.
    7. A record may be disclosed as a routine use to a contractor, 
expert, or consultant of the Endowment (or an office within the 
Endowment) when the purpose of the release is to perform a survey, 
audit, or other review of the Endowment's procedures and operations.
    8. A record from any system of records may be disclosed as a 
routine use to the National Archives and Records Administration in 
records management inspections conducted under authority of 44 U.S.C. 
2904 and 2906.
    9. A record may be disclosed to a contractor, grantee, or other 
recipient of Federal funds when the record to be released reflects 
serious inadequacies with the recipient's personnel, and disclosure of 
the record is for the purpose of permitting the recipient to effect 
corrective action in the government's best interests.
    10. A record may be disclosed to a contractor, grantee, or other 
recipient of Federal funds when the recipient has incurred an 
indebtedness to the government through its receipt of government funds, 
and release of the record is for the purpose of allowing the debtor to 
effect a collection against a third party.
    11. Information in a system of records may be disclosed as a 
routine use to the Treasury; other Federal agencies; ``consumer 
reporting agencies'' (as defined in the Fair Credit Reporting Act, 15 
U.S.C. 168la(f), or the Federal Claims Collection Act of 1966, 31 
U.S.C. 370(a)(3); or private collection contractors for the purpose of 
collecting a debt owed to the Federal government as provided in the 
regulations promulgated by the Endowment and published at 45 CFR 1150.
    12. To appropriate agencies, entities, and persons when (1) the 
Endowment suspects or has confirmed that the security or 
confidentiality of information in the system of record has been 
compromised; (2) the Endowment has determined that as a result of the 
suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by the Endowment or another agency or entity) that rely upon 
the compromised information; and (3) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Endowment's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.

Table of Contents

    This document gives notice that the following Endowment systems of 
records are in effect:

NEA-1 Panelist, Electronic Grants Management System (eGMS) replaced 
Automated Panel Bank System (APBS)
NEA-2 Panelists, Paper Files
NEA-3 National Council on the Arts, Member Information
NEA-4 Grants and Cooperative Agreements: Electronic Grants 
Management System (eGMS)
NEA-5 Grants, Paper Files
NEA-6 Contracts
NEA-7 Payroll/Personnel System
NEA-8 Government Purchasing and Card Holders
NEA-9 Financial Management Information System (FMIS)
NEA-10 Finance Subsidiary Tracking Systems
NEA-11 Finance, Paper File
NEA-12 Equal Employment Opportunity Complaint Case Files
NEA-13 Civil Rights Complaint Case Files
NEA-14 Office of the Inspector General Investigative Case Files
NEA-15 Senate Nomination Files--National Council on the Arts
NEA-16 Jazz Masters Recipients
NEA-17 National Heritage Fellowship Recipients
NEA-18 Literature Fellowship Recipients

SYSTEM NAME AND NUMBER:
    Panelists Electronic Grants Management System (eGMS)/NEA-1.

SYSTEM CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Authorized National Endowment for the Arts (NEA) staff may access 
National Endowment for the Humanities (NEH), electronic grant 
management system via online web portal. 400 7th Street SW, Washington, 
DC 20506. NEH provides these services under System of Record Notice 
NEH-1.

SYSTEM MANAGER(S):
    Chief Information Officer; National Endowment for the Humanities; 
<a href="/cdn-cgi/l/email-protection#f597979a9799908cb59b909ddb929a83"><span class="__cf_email__" data-cfemail="6200000d000e071b220c070a4c050d14">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To provide a central repository for information about art experts 
who could be or have been called upon to serve on application review 
panels and make recommendations on grant awards.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals whom the Endowment may ask or has asked to serve on 
application review panels.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, Social Security number, and other 
data concerning potential and actual panelists, including information 
about areas of artistic expertise and prior panel service.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system is used for identification of panelists and 
their activities in this capacity. See also the list of General Routine 
Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained in an electronic database.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are maintained and updated on a continuing 
basis, as new information is received by the National Endowment for the 
Arts staff. Endowment staff will periodically request updated 
information from individuals who already have a People record in eGMS. 
Endowment staff will also periodically purge the eGMS People records 
pertaining to individuals who have been in the eGMS for three to five 
years, but who have not served on a panel.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    This system is maintained in a locked computer room that can be 
accessed only by authorized employees of the Endowment or the National 
Endowment for the Humanities. Access to records in this system is 
further controlled by password, with different levels of modification 
rights assigned to individuals and offices at the Endowment based on 
their specific job functions.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

[[Page 9393]]

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Panelists Electronic Grants Management System (eGMS) replaces the 
panelists Automated Panel Bank System (APBS) that was retired with the 
implementation of eGMS.
    System Location change 1100 Pennsylvania Avenue NW, Washington, DC 
20506.

SYSTEM NAME AND NUMBER:
    Panelists, Paper Files/NEA-2.

SYSTEM CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    National Endowment for the Arts, 400 7th Street SW, Washington, DC 
20506.

SYSTEM MANAGER(S):
    Director of Guidelines and Panel Operations: <a href="/cdn-cgi/l/email-protection#e68b8f8a8a8394a687949295c8818990"><span class="__cf_email__" data-cfemail="d3bebabfbfb6a193b2a1a7a0fdb4bca5">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(s) OF THE SYSTEM:
    Historical information about actual panelists that predates the 
electronic capability of eGMS.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals whom the Endowment may ask or has asked to serve on 
application review panels.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Historical information about actual panelists. This system includes 
materials such as resumes and panelist profile forms.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees and other individuals 
nominating potential panelists.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These are historical records that are required under the Federal 
Advisory Committee Act. See also the list of General Routine Uses 
contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORD:
    Records in this system are maintained in filing cabinets.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    The Office of Guidelines and Panel Operations maintains historical 
paper files that are static due to the new electronic capability of the 
eGMS. These are historical records that are required under the Federal 
Advisory Committee Act.
    Discipline offices may also maintain paper files about individuals 
who have served on panels for their divisions. The Endowment's Finance 
Office maintains copies of panelist contracts. Each Discipline office 
destroys its panelist contracts after the conclusion of the panel.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Cabinets containing the records in this system are kept locked.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Panelists, Paper Files System Location change 1100 Pennsylvania 
Avenue NW, Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    National Council on the Arts, Member Information/NEA-3.

SYSTEM CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Office of Chief of Staff/Council Operations; 400 7th Street SW, 
Washington, DC 20506.

SYSTEM MANAGER(S):
    Chief of Staff or Council Coordinator; <a href="/cdn-cgi/l/email-protection#4c26292a2a293e3f2322270c2d3e383f622b233a"><span class="__cf_email__" data-cfemail="f69c93909093848599989db697848285d8919980">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To provide a central repository for information about past and 
present members of the Council.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Past and present members of the National Council on the Arts.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, Social Security number, and other 
information concerning past and present members of the Council, such as 
press clippings and correspondence.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved with the 
activities of the Council.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system is used for identification of members of the 
Council and their activities in this capacity. See also the list of 
General Routine Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained both electronically and in 
paper files kept in file cabinets.

POLICIES AND PRACTICIES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name.

POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are maintained on an indefinite basis for 
reference purposes.

ADMINISTRAIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Rooms containing the paper records in this system are kept locked 
during non-working hours.
    The electronic records in this system are maintained on the office 
hard drive which is password-protected.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    National Council on the Arts, Member Information System Location 
change

[[Page 9394]]

1100 Pennsylvania Avenue NW, Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Grants and Cooperative Agreements, Electronic Grants Management 
System (eGMS)/NEA-4.

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Authorized National Endowment for the Arts (NEA) staff may access 
National Endowment for the Humanities (NEH) electronic grant management 
system via an online web portal. 400 7th Street SW, Washington, DC 
20506. NEH provides these services under System of Record Notice NEH-1.

SYSTEM MANAGER(S):
    Grants Officer (Director) and/or CIO of Information and Technology; 
National Endowment for the Humanities; <a href="/cdn-cgi/l/email-protection#e78d868488859489a786959394c9808891"><span class="__cf_email__" data-cfemail="d5bfb4b6bab7a6bb95b4a7a1a6fbb2baa3">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To provide a central repository for information about grant and 
cooperative agreement applicants, recipients, and awards.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individual and organizations who have applied to the National 
Endowment for the Arts (NEA) for financial assistance in the form of 
grants and cooperative agreements.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, Social Security number, Taxpayer 
or Employee identification numbers (TIN, EIN) assigned by the IRS, Dun 
& Bradstreet numbers assigned by Dun & Bradstreet, application numbers 
assigned by the National Endowment for the Arts (NEA). National 
Standard and other agency established codes, and award action dates. 
Banking information is not maintained in the Electronic Grants 
Management System (eGMS).
    Additional information concerning National Endowment for Arts (NEA) 
decisions to award grants and cooperative agreements, disburse funds, 
and close out awards. Materials include applications, award 
notifications and any approved amendments, payment requests, 
correspondence, and final reports.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in the 
administration of grants.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for general administration of the 
application review and award process, grants management, statistical 
research, and Congressional oversight and analysis of trends. See also 
the list of General Routine Uses contained in the preliminary 
Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained in an electronic database.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name, application number, 
grant number, or constituent identification number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are maintained on an indefinite basis for 
reference purposes; however, records will be closed out and not 
accessible for viewing after the required retention period (currently 7 
years from the date of closeout).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    This system is maintained in a locked computer room that can be 
accessed only by authorized employees of the Endowment and the National 
Endowment for the Humanities. Access to records in this system is 
controlled by PIV access, with different levels of modification rights 
assigned to individuals and offices at the NEA based on their specific 
job functions.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Grants and Cooperative Agreements, Electronic Grants Management 
System (eGMS) replaces Grants, Grants Management System (GMS); System 
Location changed from 1100 Pennsylvania Avenue NW, Washington, DC 
20506.

SYSTEM NAME AND NUMBER:
    Grants, Paper Files/NEA-5.

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    400 7th Street SW, Washington, DC 20506.

SYSTEM MANAGER(S):
    Grants Officer (Director); <a href="/cdn-cgi/l/email-protection#157f74767a77667b55746761663b727a63"><span class="__cf_email__" data-cfemail="6d070c0e020f1e032d0c1f191e430a021b">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To supplement the GMS and eGMS with information well suited for 
maintenance in hard copy form.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have applied to the NEA for financial assistance in 
the form of grants.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Additional information concerning NEA decisions to award grants and 
cooperative agreements, disburse funds, and close out awards. Materials 
include applications, award notification letters and any approved 
amendments, payment requests, correspondence, and final reports.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in the 
administration of grants.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for general administration of the 
grant and cooperative agreement review and award process, award 
management including payment and amendment requests, statistical 
research, and Congressional oversight and analysis of trends. See also 
the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained in file cabinets.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name, application number, 
or grant number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    The Office of Grants maintains paper files of award made in FY 17 
and earlier

[[Page 9395]]

that are still open, which are retired and destroyed after seven years. 
When the final descriptive and financial status reports are received 
and accepted, the grant and cooperative agreement files are retired 
first to the Federal Records Center, and then to the National Archives 
and Records Administration. The FY 17 paper award files are scanned to 
a specific computer system LAN drive that has limited access.

ADMINISTRTIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Files containing records in this system are kept locked during non-
working hours.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORDS PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Grant, Paper Files System Location change 1100 Pennsylvania Avenue 
NW, Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Contracts/NEA-6.

SYSTEM CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    400 7th Street SW, Washington, DC 20506.

SYSTEM MANAGER(S):
    Administrative Officer (Director of Administrative Services) and/or 
Director of Finance <a href="/cdn-cgi/l/email-protection#a2c5c7ccc6d0cdccc5e2c3d0d6d18cc5cdd4"><span class="__cf_email__" data-cfemail="9dfaf8f3f9eff2f3faddfcefe9eeb3faf2eb">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 9 51 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To maintain a record of contracts and cooperative agreements 
entered into by the Endowment.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have entered into administrative contracts with the 
Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Relevant information concerning the contract, such as copies of the 
signed document and requests for payment/invoices.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in contract 
development, administration, and execution.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be used for General Accounting Office 
audits and Congressional oversight. See also the list of General 
Routine Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORAGE FOR RECORDS:
    The Contracts Office maintains records in this system in an 
electronic database, word processing files, and file cabinets. The 
Finance office also maintains paper files in this system in file 
cabinets.

POLICIES AND PRACTICES RETRIEVAL OF RECORDS:
    Database files are retrieved by name or by contract or cooperative 
agreement number. Word processing files are retrieved by contract or 
cooperative agreement number. Paper files maintained by the Contracts 
Office are retrieved by name. Paper files maintained by the Finance 
Office are retrieved by name, Social Security number, or vendor number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Database and word processing files are maintained on an indefinite 
basis for reference purposes. Paper files maintained by the Contracts 
Office are shipped to the National Archives and Records Administration 
after the contract or cooperative agreement is physically completed, 
and they are destroyed six years and three months later. Paper files 
maintained by the Finance Office are also maintained for six years and 
three months, and then destroyed.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Database and word processing files are protected by a password 
available to Grants and Contracts Office staff. Rooms containing paper 
files are kept locked during non-working hours.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED THE SYSTEM:
    None.

HISTORY:
    Contracts replaces Contracts and Cooperative Agreements; System 
Location changed from 1100 Pennsylvania Avenue NW, Washington, DC 
20506.

SYSTEM NAME/NUMBER:
    Payroll/Personnel System/NEA-7.

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    National Endowment for the Arts (NEA), Department of Human 
Resources. 400 7th Street SW, Washington, DC 20506.
    Pursuant to an Interagency Agreement between the NEA and the 
National Finance Center (``NFC''), a component organization of the 
United States Department of Agriculture's Office of the Chief Financial 
Officer, NFC provides NEA with the following services: Payroll 
processing, payroll account processing, salary payment of processing, 
receipt and processing of time and attendance data, and other functions 
necessary to perform these services. NFC provides these services using 
the Department of Agriculture's payroll systems, which are covered 
under Department of Agriculture System of Record Notice OPM/GOV-1.

SYSTEM MANAGER(S):
    Director of Human Resources; <a href="/cdn-cgi/l/email-protection#670a040408150304270615131449000811"><span class="__cf_email__" data-cfemail="d0bdb3b3bfa2b4b390b1a2a4a3feb7bfa6">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.); Federal Personnel Manual and Treasury 
Fiscal Requirements Manual.

PURPOSE(S) OF THE SYSTEM:
    To document the Endowment's personnel processes and to calculate 
and process payroll.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Payroll and personnel information, such as time and attendance 
data, statements of earnings and leave, training data, wage and tax 
statements, and payroll and personnel transactions. This system 
includes some data that may also be maintained in the Endowment's 
official personnel folders, which are managed in accordance with Office 
of Personnel Management (OPM)

[[Page 9396]]

regulations. The OPM has given notice of its system of records covering 
official personnel folders in OPM/GOVT-1.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in the 
administration of personnel and payroll processes.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be transmitted to the U.S. Departments of 
Agriculture and Treasury, and employee-designated financial 
institutions to effect issuance of paychecks to employees and 
distributions of pay according to employee directions for authorized 
purposes. Data in this system may also be used to prepare payroll, meet 
government recordkeeping and reporting requirements, and retrieve and 
apply payroll and personnel information as required for agency needs. 
See also the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic records in this system are maintained off-site by the 
Department of Agriculture's National Finance Center (NFC) but can be 
accessed by individuals in the Office of Human Resources and by 
timekeepers for each of the Endowment's offices. Records generated 
through the NFC are maintained by the Office of Human Resources. The 
Office of Human Resources also maintains paper records of security 
folders, training folders, and health records in file cabinets. Office 
timekeepers maintain paper time and attendance records for three years 
in file cabinets in their offices. Division offices also may use file 
cabinets to maintain paper records concerning performance reviews and 
other personnel actions.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name, Social Security 
number, or date of birth.

POLICIES AND PRACTICIES FOR RETENTIVAL AND DISPOSAL OF RECORDS:
    The Office of Human Resources maintains paper records in this 
system in accordance with the General Services Administration's General 
Records Schedule 2. Division offices may maintain paper records 
concerning performance reviews and other personnel actions in their 
divisions for the duration of an individual's employment with the 
Endowment or another indefinite period.

ADMINSTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    NEA limits access to records within this system to authorized 
personnel whose official duties require such access; namely, Office of 
Human Resources personnel and senior staff. Access to records in this 
system is further controlled by password. NEA keeps records in this 
system in locked file cabinets.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Location changed from 1100 Pennsylvania Avenue NW, Washington, DC 
20506.

SYSTEM NAME AND NUMBER:
    Government Purchasing Card Holders/NEA-8.

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    400 7th Street SW, Washington, DC 20506.

SYSTEM MANAGER(S):
    Administrative Officer (Director of Administrative Services) and/or 
Director of Finance; <a href="/cdn-cgi/l/email-protection#5a3d3f343e2835343d1a3b282e29743d352c"><span class="__cf_email__" data-cfemail="5037353e34223f3e3710312224237e373f26">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To maintain a record of Endowment employees authorized to use 
government purchasing cards.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Endowment employees who have been issued credit cards to make 
official purchases.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, office, account number, and spending limits.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, as well as from Endowment employees involved in administration 
and oversight of government purchasing cards.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    See the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    The Administrative Services Office maintains records in this system 
in an electronic database and in paper records in file cabinets. The 
Finance Office maintains additional paper records in this system in 
file cabinets.

POLICIES AND PRACTICES RETRIEVAL OF RECORDS:
    Electronic records in this system are retrieved by name, office, 
account number, or spending limit. Paper records in this system are 
retrieved by name or Social Security number.

POLICIES AND PRACTICES RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are maintained on an indefinite basis for 
reference purposes. Records concerning individuals not issued credit 
cards are destroyed.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access to electronic records in this system is controlled by a 
password, which is available only to the Approving Official. Rooms 
containing paper records in this system are kept locked during non-
working hours.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Government Purchasing Card Holders System Location changed from 
1100 Pennsylvania Avenue NW, Washington.

SYSTEM NAME AND NUMBER:
    Financial Management Information System/NEA-9 (FMIS), DELPHI (the 
Department of Transportation's (DOT's) Oracle Federal Financial System 
made available to the National Endowment for the Arts (NEA) through a 
cross-servicing agreement with DOT's Enterprise Service Center.

[[Page 9397]]

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Authorized NEA staff may access DELPHI Oracle Federal Financial 
System electronically via an online web portal. This system is hosted 
by the Department of Transportation facility in Oklahoma City, 
Oklahoma. NEA stores certain supporting documents in hard-copy files 
with its Finance and Budget Office. DOT provides these services under 
System of Record Notice DOT/ALL 7.

SYSTEM MANAGER(S):
    Accounting Officer (Director of Finance); <a href="/cdn-cgi/l/email-protection#b4c6d1dadcf4d5c0c79ad3dbc2"><span class="__cf_email__" data-cfemail="d9abbcb7b199b8adaaf7beb6af">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To promote effective fund control and financial management; to 
provide a central repository for information about the NEA's financial 
transactions; and to enable the NEA Budget and Finance offices to share 
a common system for entering allocation, commitment, and obligation 
information.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, Social Security number, object class, category code, 
discipline code, office code, sub-object class code, bank information, 
Common Accounting Number, Council meeting number, document number, 
schedule number, tax/employee identification number, vendor number, 
funding fiscal year, transaction processing dates, and fund type.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    NEA staff employees, grant recipients, vendors, and other 
individuals involved in financial transactions with the NEA.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system and from NEA employees who are involved with the NEA's fund 
control and financial management.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    See the list of General Routine Uses contained in the Preliminary 
Statement. In addition, this system interfaces with the Grants 
Management System (GMS) (see NEA-4) and extracts data from a magnetic 
tape containing Payroll/Personnel information generated by the 
Department of Agriculture's National Finance Center (NFC).

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained on electronically.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name, Social Security 
number, tax/employee identification number, or vendor number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are maintained on an indefinite basis for 
reference purposes.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    This system is maintained in a locked computer room that can be 
accessed only by authorized employees of the NEA and the National 
Endowment for the Humanities. Access to records in this system is 
further controlled by password, available to the Budget, Finance, and 
Information and Technology Management Offices. Different levels of 
modification rights are assigned to these three offices and NEA 
employees therein, based on their specific job functions.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Financial Management Information System (FMIS) System Location 
changed from 1100 Pennsylvania Avenue NW; Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Finance, Subsidiary Tracking Systems/NEA-10.

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Finance Office; 400 7th Street SW; Washington, DC 20506. NEA staff 
may access the E2 Solutions information system electronically via 
online. This system is sponsored by the U.S. General Services 
Administration Program Management Office (GSA PMO). GSA provides these 
services under the System of Records Notice GSA/ GOVT-4.

SYSTEM MANAGER(S):
    Accounting Officer (Director of Finance); re<a href="/cdn-cgi/l/email-protection#6416010a0c24051610174a030b12"><span class="__cf_email__" data-cfemail="790b1c171139180b0d0a571e160f">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To supplement DELPHI with electronic records that cannot be 
maintained within that system.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Grant recipients, Endowment employees, vendors, and other 
individuals involved in financial transactions with the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) Files contain payment information for processing all payments.
    (2) The Travel Authorizations Files contain employee expense data 
from travel duty. The GSA has given notice of its system of records 
covering the official travel files GSA/GOVT-4.
    (3) The Travel Voucher Files containing employee expense data from 
travel duty. The GSA has given notice of its system of records covering 
travel service providers GSA/GOVT-4.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system and from Endowment employees who are involved with the 
management of these subsidiary tracking systems.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    See the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained in electronic databases.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in the Secure Payment System (SPS) are retrieved by name, 
Social Security number, taxpayer identification number, or supplier 
number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are maintained on an indefinite basis for 
reference purposes.

[[Page 9398]]

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Access to records in this system is controlled by password.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Finance, Subsidiary Tracking System Location changed from 1100 
Pennsylvania Avenue NW; Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Finance, Paper Files/NEA-11.

SECURITY CLASSFICATION:
    Sensitive.

SYSTEM LOCATION:
    Finance Office; 400 7th Street SW; Washington, DC 20506.

SYSTEM MANAGER(S):
    Accounting Officer (Director of Finance); <a href="/cdn-cgi/l/email-protection#2a584f44426a4b585e59044d455c"><span class="__cf_email__" data-cfemail="c8baada6a088a9babcbbe6afa7be">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 seq). In addition, the maintenance of debt 
collection records in the Accounts Receivables Files is authorized by 
the Debt Collection Act of 1982, Public Law 97-365; the Cash Management 
Improvement Act Amendments of 1992; and the Debt Collection Improvement 
Act of 1996 (Pub. L. I 04-134).

PURPOSE(S) OF THE SYSTEM:
    To supplement DELPHI with information well suited for maintenance 
in hard copy form.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Grant recipients, Endowment employees, vendors, and other 
individuals involved in financial transactions with the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) The Accounts Receivables Files contain data concerning the type 
and amount of debts owed to the Endowment, as well as debt collection 
efforts. These files contain, as appropriate, the name and address of 
the debtor; taxpayer's identification number; basis of the debt; date a 
debt became delinquent; amounts accrued for interest, penalties, 
administrative costs, and payment on account; date the debt was 
referred to the Treasury for offset; and basis for termination of debt. 
These files also include copies of bills for collection; invoices; 
correspondence between the Endowment and the debtor relating to the 
debt; and documents required to refer accounts to the Treasury, other 
Federal agencies, or private collection contractor for debt collection.
    (2) The Donations to Gift Fund Files contain copies of checks and 
letters submitted by donors.
    (3) The 1099 Files contain data concerning expenses over $600 per 
calendar year that are reported to the Internal Revenue Service.
    (4) The Travel Credit Cards Files contain applications for credit 
cards and credit score reports. The GSA has given notice of its system 
of records covering the official Travel Charge Card Program GSA/GOVT-3.
    (5) The Star Awards Files contain data concerning awards for 
Endowment employees.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system, Endowment employees, creditor agencies, collection agencies, 
credit bureaus, Federal employing agencies, and other Federal agencies 
furnishing identifying information.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    See the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained in file cabinets.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name; Social Security 
number; taxpayer identification number; or contract number of the 
employee, contractor, or grantee.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    The retention and disposal of debt collection records in the 
Accounts Receivables Files are covered by the General Services 
Administration's General Records Schedule 6. Other records in this 
system are retained on site or in storage for six years and three 
months, and then destroyed.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Rooms containing the records in this system are kept locked during 
non-working hours.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Finance, Paper Files System Location changed from 1100 Pennsylvania 
Avenue NW; Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Equal Employment Opportunity Complaint Case Files/NEA-12.

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Office of Equal Employment Opportunity/Civil Rights; 400 7th Street 
SW; Washington, DC 20506.

SYSTEM MANAGER(S):
    Acting Director of Civil Rights; <a href="/cdn-cgi/l/email-protection#224f47464b4c434362435056510c454d54"><span class="__cf_email__" data-cfemail="79141c1d1017181839180b0d0a571e160f">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To enable the Endowment to investigate and adjudicate internal 
complaints of discrimination.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Endowment employees and applicants for employment at the Endowment 
who have filed formal complaints of discrimination against the 
Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Relevant information concerning the complaint of discrimination, 
such as correspondence and documentation concerning the filing of the 
complaint and stages leading to its disposition.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be disclosed as necessary to enforce or 
implement the statute, rule, regulation, or order under which the 
charge of discrimination has been filed. This

[[Page 9399]]

authorization includes disclosures of data to a Federal, state, or 
local agency charged with the responsibility of investigating, 
enforcing, or implementing such a statute, rule, regulation, or order. 
See also the list of General Routine Uses contained in the Preliminary 
Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained on computer servers and in 
file cabinets.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Complaint files are destroyed four years after resolution of the 
case.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    EEO files on computer servers are limited in access to NEA EEO 
personnel only. Paper files are kept in a locked file cabinet.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGAGED FOR THE SYSTEM:
    None.

HISTORY:
    Equal Employment Opportunity Complaint Case Files System Location 
change 1100 Pennsylvania Avenue NW; Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Civil Rights Complaint Case Files/Nea-13.

SYSTEM CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Office of Equal Employment Opportunity/Office of Civil Rights; 400 
7th Street SW; Washington, DC 20506.

SYSTEM MANAGER(S):
    Acting Director of Civil Rights; <a href="/cdn-cgi/l/email-protection#a0cdc5c4c9cec1c1e0c1d2d4d38ec7cfd6"><span class="__cf_email__" data-cfemail="a8c5cdccc1c6c9c9e8c9dadcdb86cfc7de">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To enable the Endowment to investigate and adjudicate external 
complaints of discrimination.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have filed formal complaints of discrimination 
against the Endowment. However, this system does not include complaints 
made by either Endowment employees or applicants for employment at the 
Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Relevant information concerning the complaint of discrimination, 
including correspondence and documentation concerning the filing of the 
complaint and stages leading to its disposition.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system and from Endowment employees who are involved with the claim or 
proceeding.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be disclosed as necessary to enforce or 
implement the statute, rule, regulation or order under which the charge 
of discrimination has been filed. This authorization includes 
disclosures of data to a federal, state, or local agency charged with 
the responsibility of investigating, enforcing, or implementing such a 
statute, rule, regulation, or order. See also the list of General 
Routing Uses contained in the Preliminary Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained on computer servers and in 
file cabinets.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name or a control number 
assigned to each external complaint of discrimination.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Complaint files are destroyed four years after resolution of the 
case.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Civil rights files on computer servers are limited in access to NEA 
Civil Rights personnel only. Paper files are kept in a locked file 
cabinet.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Civil Rights Complaint Case Files System Location change 1100 
Pennsylvania Avenue NW; Washington.

SYSTEM NAME AND NUMBER:
    Office of the Inspector General Investigative Case Files/NEA-14.

SYSTEM CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Office of the Inspector General; 400 7th Street SW; Washington, DC 
20506.

SYSTEM MANAGER(S):
    Inspector General; <a href="/cdn-cgi/l/email-protection#84f7f0edf0ecf6c4e5f6f0f7aae3ebf2"><span class="__cf_email__" data-cfemail="fa898e938e9288ba9b888e89d49d958c">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Inspector General Act of 1978, as amended (5 U.S.C. app. 3).

PURPOSE(S):
    To maintain files of investigative and reporting activities carried 
out by the Office of the Inspector General.

PURPOSE(S) OF THE SYSTEM:
    To maintain files of investigative and reporting activities carried 
out by the Office of the Inspector General.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals and entities who are or have been the subject of 
investigations by the Office of the Inspector General, or who provide 
information in connection with such investigations. These individuals 
include, but are not limited to, former and present Endowment 
employees; former and present Endowment grant recipients; former and 
present contractors and subcontractors, and their employees; former and 
present consultants; and other individuals and entities that had, have, 
or are seeking to obtain business relationships with the Endowment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence relevant to the investigation; working papers of the 
staff, investigative notes, internal staff memoranda, and other 
documents and records relating to the investigation; information about 
criminal, civil, or administrative referrals; information provided by 
subjects of the investigation, individuals with whom the subjects are 
associated, complainants, or witnesses; information provided by 
Federal, State, or local governmental investigative or law enforcement 
agencies, or other organizations; copies of subpoenas issued during the 
investigation; and

[[Page 9400]]

opening reports, progress reports, and closing reports, with 
recommendations for corrective action.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals who are covered by 
the system, as well as from individuals with whom the subjects are 
associated; Federal, State, or local governmental investigative or law 
enforcement agencies; and other organizations.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Data in this system may be disclosed to any source, either private 
or governmental, to the extent necessary to secure from such source 
information relevant to, and sought in furtherance of, a legitimate 
investigation or audit. Data in this system may also be disclosed to 
the Office of the Inspector General's or the Endowment's legal 
representative, including the U.S. Department of Justice and other 
outside legal counsel, when the Office of the Inspector General or the 
Endowment is a party in actual or anticipated litigation or has an 
interest in such litigation.
    See also the list of General Routine Uses contained in the 
Preliminary Statement.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records in this system are maintained in file cabinets.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name, report number, or 
chronological ordering.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records in this system are maintained on-site until eligible for 
destruction. Work papers used in evaluating grantees' audit reports and 
financial statements are destroyed on a three-year cycle, or until 
eligible for destruction. Work papers and correspondence prepared and/
or obtained during the clearance process of audit recommendations are 
destroyed on a six-year cycle from the date that the recommendations 
are cleared. All other records in this system are destroyed on a seven-
year cycle.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Work papers for allegation and other investigative reviews 
conducted by or for the Office of the Inspector General are kept in a 
locked file cabinet. All records in this system are kept in rooms that 
are locked during non-working hours and are accessible to the Inspector 
General only.

RECORD ACCESS PROCEDURES:
    The major part of this system is exempted from this requirement 
pursuant to 5 U.S.C. 552a(j)(2) or (k)(2). To the extent that this 
system is not subject to exemption, it is subject to access. A 
determination as to exemption shall be made at the time a request for 
access is received. Access requests must be sent to the Office of the 
General Counsel in accordance with the procedures published at 45 CFR 
part 1159.

CONTESTING RECORD PROCEDURES:
    The major part of this system is exempted from this requirement 
pursuant to 5 U.S.C. 552a(j)(2) or (k)(2). To the extent that this 
system is not subject to exemption, it is subject to access and 
contest. A determination as to exemption shall be made at the time a 
request for access is received. Access requests must be sent to the 
Office of the General Counsel in accordance with the procedures 
published at 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULAGED FOR THE SYSTEM:
    This system is exempted from 5 U.S.C. 552a except subsections (b); 
(c)(l) and (2); (e)(4)(A) through (F); (e)(6), (7), (9), (10), and 
(11); and (i) under 552a(i)(2) to the extent that the system pertains 
to enforcement of criminal laws. This system is exempted from 5 U.S.C. 
552a(c)(3); (d); (e)(l); (e)(4)(G), (H), and (I); and (f) under 5 
U.S.C. 552a(k)(2) to the extent that the system consists of 
investigatory material compiled for law enforcement purposes, other 
than material within the scope of the exemption at 5 U.S.C. 552a(j)(2). 
These exemptions are contained in 45 CFR part 1159.

HISTORY:
    Office of the Inspector General Investigative Files System Location 
changed from 1100 Pennsylvania Avenue NW; Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Senate Nomination Files--National Council on the Arts/NEA-15.

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Office of General Counsel; 400 7th Street SW; Washington, DC 20506.

SYSTEM MANAGER(S):
    Designated Agency Ethics Officer; <a href="/cdn-cgi/l/email-protection#6812090b00091a0109000928091a1c1b460f071e"><span class="__cf_email__" data-cfemail="97edf6f4fff6e5fef6fff6d7f6e5e3e4b9f0f8e1">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.) 5 CFR 2634.901 et seq.

PURPOSE(S) OF THE SYSTEM:
    To maintain a record of the members of the NCA's financial 
disclosure reports upon nomination.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Members of the National Council on the Arts (NCA).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Confidential Financial Disclosure Reports (SF-450), and clearance 
letters to the U.S. Senate for nominees to the NCA.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are kept electronically as well as in hard copy that are 
locked in file cabinets.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are kept electronically as well as in hard copy that are 
locked in file cabinets.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are destroy(ed) 6 years after receipt of the OGE Form 450 
by the agency, except when the OGE Form 450 supports one or more 
subsequent Optional OGE Form 450-As then destroy 6 years after receipt 
of the last related OGE Form 450-A by the agency, or when no longer 
needed for active investigation, whichever is later. This disposition 
instruction is mandatory; deviations are not allowed.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    This system is maintained in a locked file cabinet within an office 
that is locked during nonbusiness hours.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGAGED FOR THE SYSTEM:
    None.

[[Page 9401]]

HISTORY:
    Office of the Inspector General Investigative Files System Location 
changed from 1100 Pennsylvania Avenue NW, Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Jazz Masters Recipients/NEA-16.

SYSTEM CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Performing Arts Division, 400 7th Street SW, Washington, DC 20506.

SYSTEM MANAGER(S):
    Division Coordinator; Performing Arts Division; <a href="/cdn-cgi/l/email-protection#016c6465686f606041607375722f666e77"><span class="__cf_email__" data-cfemail="b8d5dddcd1d6d9d9f8d9cacccb96dfd7ce">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To create a central repository for information about individuals 
who have been nominated to receive a NEA Jazz Masters Fellowship award 
and to create a record of NEA Jazz Masters Fellowship recipients.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals nominated to receive a NEA Jazz Masters award from the 
Endowment and recipients of the award.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, email, biographical information.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information in this system is used to compile nominee packages for 
review by a panel in selecting the recipients of the NEA Jazz Masters 
Fellowship award.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    All records in this system are maintained in paper format in file 
cabinets and in electronic form in a Database. Accessible only to 
division staff.

POLICIES AND PRACTICES RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name of nominee or by name 
of recipient.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records pertaining to nominees are maintained for five years. After 
five years have passed, nominee records are shredded. Records 
pertaining to recipients are maintained permanently at the Endowment.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Records in this system are maintained in a locked file cabinet 
located within an office that is kept locked during non-business hours. 
Electronic records in this system are accessible only to division 
staff.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Jazz Masters Recipients System Location changed from 1100 
Pennsylvania Avenue NW, Washington, DC 20506.

SYSTEM NAME AND NAME:
    National Heritage Fellowship Recipients/NEA-17.

SECURITY CLASSIFICATION:
    Sensitive.

SYSTEM LOCATION:
    Multidisciplinary Division, 400 7th Street SW, Washington, DC 
20506.

SYSTEM MANAGER(S):
    Division Coordinator; <a href="/cdn-cgi/l/email-protection#e38e9691938b9a80a382919790cd848c95"><span class="__cf_email__" data-cfemail="7b160e090b1302183b1a090f08551c140d">[email protected]</span></a>.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To create a central repository for information about individuals 
who have been nominated to receive a National Heritage Fellowship and 
to create a record of National Heritage Fellowship recipients.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals nominated to receive a National Heritage Fellowship 
from the Endowment and recipients of the fellowship.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, email, biographical information.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING, CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information in this system is used to compile nominee packages for 
review by a panel in selecting the recipients of National Heritage 
Fellowships.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    All records in this system are maintained in paper format in locked 
file cabinets and in electronic form in a database accessible only to 
division staff.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name of nominee or by name 
of recipient.

POLICIES AND PRACTICES RETENTION AND DISPOSAL OF RECORDS:
    Records pertaining to nominees are maintained for five years. After 
five years have passed, nominee records are shredded. Records 
pertaining to recipients are maintained permanently at the Endowment.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Papers in this system are maintained in a locked file cabinet 
located within an office that is kept locked during non-business hours. 
Electronic records in this system are password protected and accessible 
only to division staff.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159.

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    National Heritage Fellowship Recipients System Location changed 
from 1100 Pennsylvania Avenue NW, Washington, DC 20506.

SYSTEM NAME AND NUMBER:
    Literature Fellowship Recipients/NEA-18.

SECURITY CLASSIFIED:
    Sensitive.

SYSTEM LOCATION:
    Literature Division; 400 7th Street SW, Washington, DC 20506.

SYSTEM MANAGER(S):
    Literature Director, <a href="/cdn-cgi/l/email-protection#dba8afb4b7b7a8ba9bbaa9afa8f5bcb4ad"><span class="__cf_email__" data-cfemail="6417100b0808170524051610174a030b12">[email protected]</span></a>.

[[Page 9402]]

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    National Foundation on the Arts and the Humanities Act of 1965, as 
amended (20 U.S.C. 951 et seq.).

PURPOSE(S) OF THE SYSTEM:
    To create a central repository for information about individuals 
who have been nominated to receive a Literature Fellowship and to 
create a record of Literature Fellowship recipients.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individual applicants for a Literature Fellowship from the 
Endowment and recipients of the fellowship.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, address, telephone number, email address, biographical 
information.

RECORD SOURCE CATEGORIES:
    Data in this system is obtained from individuals covered by the 
system.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Information in this system is used to compile nominee packages for 
review by a panel in selecting the recipients of Literature 
Fellowships.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    All records in this system are maintained in electronic format in 
the Electronic Grants Management System (eGMS).

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in this system are retrieved by name of recipient or by 
application number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records pertaining to unsuccessful applicants are kept in eGMS 
permanently. Records pertaining to award recipients are maintained 
permanently at the Endowment.

ADMINISTRATIVE, TECHNICAL, AND PHYISCAL SAFEGUARDS:
    Records in this system are maintained in eGMS, a secure system 
accessed only by NEA staff PIV card.

RECORD ACCESS PROCEDURES:
    See 45 CFR part 1159.

CONTESTING RECORD PROCEDURES:
    See 45 CFR part 1159

NOTIFICATION PROCEDURES:
    See 45 CFR part 1159

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Literature Fellowship Recipients System Location changed from 1100 
Pennsylvania Avenue NW, Washington, DC 20506.

    Dated: January 11, 2021.
Anthony M. Bennett,
Director of Administrative Services.
[FR Doc. 2021-02879 Filed 2-11-21; 8:45 am]
BILLING CODE 7537-01-P


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